Privacy policy: Human Resources Register

Privacy policy
General Data Protection Regulation of the European Union (2016/679)

Western Uusimaa Wellbeing Services County

Director of Human Resources 

Director of Payroll Administration

The register includes the following information:

- Identification and contact information of the registered individual.
- Details of employment or other contractual relationships.
- Tax information.
- Trade union membership.
- Date of the work entry examination certificate.
- Salary and income information.
- Granted benefits and their usage amounts.
- Holiday, absence, working time, training, and competence information.
- Photographs.

 Information related to work accidents and the nationality of the victim.
- Proposed honours.
- Early support discussions
- Success discussions
- Workflow discussions
- Work performance evaluations
- Induction plans
- Redeployment actions and plans
- Health related information about the redeployed person
- Information on vaccination or immunity against certain diseases about individuals working with tasks specified under section 48 of the Communicable Diseases Act.
 

The processing of information of political positions of elected officials is permissible under Article 9(2)(b) of the EU General Data Protection Regulation, which allows the processing of personal data that the registered individual has made explicitly public.

The register processes information regarding special categories of personal data. This is permissible under Article 9(2)(b) of the EU General Data Protection Regulation, which permits the processing of data when necessary for the compliance with the obligations and exercising of specific rights of the controller or the registered individual in the field of employment law, social security, and social protection, to the extent that it is permitted by the Union’s law or the legislation of the Member State, or a collective agreement according to the legislation of the Member State, which provides for appropriate safeguards for the fundamental rights and interests of the registered individual.  

For security clearance cases, the register records the date of received consent, the date of the received response, and the decision number for the decision made by Supo, the Finnish Security and Intelligence Service.

In compliance with legislation, personal data is transferred in bulk to the Tax Administration, pension insurance companies, and Statistics Finland. Individual identification details and information about collected trade union membership fees are disclosed to the trade union, based on a power of attorney provided by the employee. Personalised data is disclosed to leading negotiating organisations in the municipal and wellbeing services county sectors at least twice a year, pertaining to the members of these leading organisations. The Wellbeing Services County’s applications for honorary decorations are submitted annually to the Office of the Orders of the White Rose of Finland and the Lion of the Finland. Information related to occupational accidents and diseases, as well as pertinent data of the individual, are disclosed to the insurance company.

Basic personal data is regularly transferred to other registers within the Wellbeing Services County:

• Educational administration
• M2 travel and minor expense management
• Economic and operational planning and supervision
• Employee ID cards

As a rule, data is not transferred from the register to countries outside the EU or the EEA. However, personal data may be transferred to countries outside the EU/EEA area where the European Commission has determined that the level of data protection is adequate. In addition, personal data may be transferred to countries outside the EU/EEA when the protection measures required by the General Data Protection Regulation have been implemented, for example, by incorporating standard data protection clauses into contracts and by employing additional measures recommended by the European Data Protection Board as necessary.

The information in the staff register, job position register and the register of elected officials as well as degree certificates are stored permanently.  Essential employment relationship data is retained from 10 years from the end of the employment period. Salary data is retained for 50 years.

Personal data related to security incidents is kept for five years, while data concerning occupational accidents and diseases is stored for 25 years. Notes from early support discussions are kept for 2 years. Notes from successful discussions are stored for 3 years.

Work performance evaluations are stored for 2 years. Notes from workflow discussions are stored for 1 year.

Information on reassignments is stored for a period of 2 to 5 years, depending on the data.

Information on vaccinations or immunity against certain diseases for individuals working with tasks specified under section 48 of the Communicable Diseases Act is stored for the duration of the vaccine’s protection.

In the context of security clearance investigations, consents are retained for a maximum of 5 years, but only until the decision from Supo is received.

Data is received directly from the data subject. The tax withholding percentage is obtained from the Tax Administration, the work email address is obtained from the user administration register, and the date of the medical examination certificate upon employment is obtained from occupational health services.