Data Protection and Information Management

The data protection and information management of the municipality are mainly governed by the Act on the Openness of Government Activities, the EU's General Data Protection Regulation (GDPR), the Data Protection Act and the Act on Information Management in Public Administration, the Archives Act and the Municipal Act (Section 90).

The city of Oulu operates in favour of publicity. There is always a valid reason for restricting access to information. If the requested information cannot be provided, a reason will be given for the rejection. Information requesters are treated equally.

According to Section 12 of the Constitution, documents and other recordings in the possession of the authorities are public, unless their publication has been specifically restricted by law due to compelling reasons. Publicity of official documents is regulated in the Act on the Openness of Government Activities. Everyone has the right to access a public document. If the document is not yet in the public domain, access to information is at the discretion of the authority. Access to information in such documents may not be restricted without a factual and statutory basis and no more than is necessary for the interests of the person protected.

The decision to grant access to a document is made by the authority in possession of the document. Access to a public document must be granted as soon as possible, no later than two weeks after the request. If the number of requested documents is large or the processing and resolution of the case require special measures or a large workload, the matter must be resolved and access to the public document must be provided within one month of the request at the latest.

Access to a secret document may only be given if the provision of access or the right of access has been specifically provided for by law, or the person whose interests are protected by the secrecy provision gives their consent. If only a part of the document is to be kept secret, access to the public part is given in such a way that the secret part is covered.

Information management refers to the organization of information processes in such a way that the availability, findability and usability of information for various purposes is ensured throughout the life cycle of the information.

The city of Oulu is an information management entity as defined by the Public Information Management Act. The aim of the Public Information Management Act is to promote electronic data management, increase interoperability, clarify information exchange between authorities and unify data security legislation. The purpose of the Act is to ensure harmonised and high-quality management and data secure processing of datasets of authorities  in order to implement the principle of publicity.

A data management model in accordance with the Public Information Management Act has been prepared for the city of Oulu.

As of May 25, 2018, the processing of personal data has been governed by the EU's General Data Protection Regulation and other national legislation. The General Data Protection Regulation aims to, among other things, emphasize a person's right to control the processing of their own personal data and bring transparency to the processing of personal data.

The majority of the city of Oulu's services are based on the implementation of a statutory obligation, the public interest or the exercise of public authority. In this case, we do not need a separate consent for the processing of your personal data. However, for some services personal data is collected based on your consent, and in this case we ask you for your consent to the processing of your data. You also have the right to withdraw your consent at any time.

When you use the city of Oulu's services, we process your personal data to the extent that is necessary to handle your case. Personal data is processed according to the purpose of use of the register and based on the services you use. In the city's services, your information is well protected, and it is not passed on based on other than statutory obligations.

• The city of Oulu reminds you that the city will never inquire about a customer's online banking credentials, credit card information or, for example, usernames and passwords via e-mail, telephone or social media.

Data storage, archiving, disposal and other processing are controlled by archive creation plans and information security and data protection guidelines. The staff are regularly trained in the appropriate processing of personal data and the processing is monitored. The information stored electronically in the registers is protected so that only authorized persons can access it. In addition, every user of the city's information systems accepts a commitment regarding the use and confidentiality of data and information systems upon obtaining access rights.

Data protection is everyone's basic right. We always process your data carefully and appropriately in compliance with the requirements of the legislation - just as we have been until now.