Data protection and data processing

The Centre for State-Subsidised Housing Construction obtains data from individuals themselves (e.g., information related to grant or job applications). Additionally, we receive data from various authorities based on legislation.

The Centre for State-Subsidised Housing Construction needs personal data primarily for fulfilling its statutory duties, providing services, and maintaining contact.

Personal Data is Processed for:

• Preparation, resolution, and payment of loan and grant applications
• Guidance and supervision tasks
• Customer service and communication
• The Centre's other operations, such as recruitment, procurement, and administrative matters

At The Centre for State-Subsidised Housing Construction, personal data is processed only by those officials who have the necessary authorizations and rights to handle the matter in question. The Centre supervises the processing of personal data. The confidentiality obligation of officials is always in force, even during their free time and after the termination of employment.

The Centre has agreements with selected service providers ("personal data processors") that include processing personal data on behalf of the Centre. The processing of personal data has been agreed upon in accordance with the data protection regulation.

The Centre for State-Subsidised Housing Construction discloses data in cases prescribed by law, such as to the Tax Administration, pension and insurance institutions, social and health authorities, the police, enforcement authorities, or for research purposes.

Detailed information on the data to be disclosed and personal data processors can be found in the data protection statement of each register.

Representative of the register

Minna Korhonen, senior officer

E-mail follows the format first.name@gov.fi.

The purpose of and reason for processing personal data

According to law for the right-of-occupancy housing (393/2021), responsibilities of the Centre for State-Subsidised Housing Construction include overseeing resident selections, determining usage fees, as well as the use and transfer of right-of-occupancy apartments. According to section 15 of law for the right-of-occupancy housing, the Centre is the maintainer of the queue number register. For statutory tasks, the Centre collects information in the queue number register about right-of-occupancy holders, the usage of right-of-occupancy apartments, and the amounts of usage fees.

A person applying for a right-of-occupancy must apply for a queue number from the Centre for State-Subsidised Housing Construction. When applying for a queue number, the applicant or applicants provide their names and personal identification numbers to identify the queue number. The queue number is valid for two years from the date of issuance. The validity of the queue number also expires when the applicant enters into a right-of-occupancy agreement with the allocated queue number.

The processing is based on the legal obligation of the data controller.

Personal data processed in the register

We process the data of persons applying for a queue number and their family members:

• applicant’s name and personal identification number
• address
• phone number
• email address
• number of family members under 18 years of age
• names and personal identification numbers of adult family members
• information about the desired right-of-occupancy apartment

Also information regarding the use of the order number is recorded in the register.

Furthermore, the following information about right-of-occupancy holders is stored in the register, either during the tenant selection process or upon property allocation:

• right-of-occupancy holder’s name and personal identification number
• address
• phone number
• e-mail address
• number of family members under 18 years of age
• names and personal identification numbers of family members aged 18 to 54
• family's asset information
• information about the right-of-occupancy apartment (location, area, right-of-occupancy fee, and the amount of usage charge at the time of agreement)

The registered individual or their authorized representative is responsible for entering the necessary information required for obtaining the order number. The remaining information in the register is received from the housing cooperative.

Processing, transfer and disclosure of personal data

1. Manual material: Manual material is handled by individuals with information security training. The data within the register is protected against unauthorized access, modification, and destruction.
2. Digitally processed materials: Data within the register is safeguarded against unauthorized access, modification, and destruction. The protection is based on access control management, technical security measures for databases and servers, physical security of premises, access control, communication protection, and data backup.

Access to and handling of data are granted based on job responsibilities. System access is based on personal user accounts. Equipment and data are physically located within the EU territory.

The Centre for State-Subsidised Housing Construction has outsourced the technical maintenance and development of the register to an IT service provider with which a contract has been concluded for the processing of personal data in accordance with the General Data Protection Regulation.

Housing cooperatives processing personal data from the queue number register. According to section 15 of the law for the right-of-occupancy housing, housing cooperatives are required to verify the validity and accuracy of the queue number from the queue number register when offering an apartment to an applicant who holds an order number. The housing cooperative records the use of the order number in the register when the housing applicant accepts the right of occupancy to which the order number entitles them.

The payment service provider of the queue number register is Paytrail Corporation, which shall be provided with the following information on the queue number applicant at the time of the payment transaction:

• name
• e-mail address
• phone number
• address

Information collected during tenant selection can be disclosed to municipalities in an anonymized form for housing policy information needs and urban planning purposes.

Personal data are not transferred outside the EU or the EEA or to international organisations.

Data retention period

Personal data will be retained for five years.

Rights of the registered individual

The registered individual has the right to request access to information concerning themselves, meaning they can review the data stored in the personal data register. Information related to applying for a queue number can be reviewed by logging into the queue number register. A request to inspect one's own information can also be sent to the Centre for State-Subsidised Housing Construction.

The information contained in the register is not used for profiling purposes and is not subject to automatic decision-making.

The registered individual has the right to have inaccurate and incorrect personal data corrected. The registered individual can update information related to applying for a queue number by logging into the

queue number register. Alternatively, a request for rectification can be made in writing to the contact person of the register. The rectification request must specify the data to be corrected and provide the exact modification or addition.

Personal data is processed in the queue number register based on the legal obligation of the data controller. Therefore, the registered individual does not have the right to request the erasure or transfer of their personal data to another system, and generally does not have the right to object to the processing of their personal data.

The registered individual has the right to lodge a complaint with the Data Protection Ombudsman if they believe that the processing of their personal data violates the EU General Data Protection Regulation.