The purpose of the processing of personal data contained in this register is to enable making appointments at an Immigration Service Point, to make an appointment providing guidance and contacting the customer for appointments and planning and managing the scheduling and management of officers' appointments.
The Finnish Immigration Service uses the data in the register to serve customers and in the design and development of services and an access channel. In accordance with Article 6(1)(c) of the General Data Protection Regulation (EU 2016/679), the processing is based on the controller's legal obligations. The controller's legal obligation is based on the following regulations:
- Aliens Act (301/2004)
- Nationality Act (359/2003)
- Act on the Processing of Personal Data in the Immigration Administration (615/2020)
Categories of personal data
The following are registered in the Finnish Immigration Service's appointment system the identification of persons:
- Name
- Nationality
- Date of birth
- Gender
- Contact information (either phone number or email address)
- The branch the customer visited
- Type of appointment
- Name, office and email address of the officer
The data content also includes information provided by the time person making the appointment, which may include for example, the identification data of a person:
- Customer number
- Personal identification number
- Telephone number of the officer and the reason for the absence
The data may also include other information provided by the person on his or her own initiative personal data.
Sources of data
The data are obtained from the customer via the online service.
The data on the officer is obtained from persons in managerial positions within The Finnish Immigration Service.
Recipients of personal data
As a rule, no data is disclosed to entities outside the Finnish Immigration Service.
Transfer of personal data outside the EU/EEA
The Finnish Immigration Service does not transfer data from this register outside the EU/ETA.
Retention period of personal data
The personal data processed will be retained for one (1) year after their entry. Deleted data will be archived/destroyed with appropriate methods.
Personal data is collected in the register so that you can use the Enter Finland online service of the Finnish Immigration Service. Enter Finland uses the data in the register when you log in to Enter Finland and use the service.
You can use the service when your matter is related to
- your own application
- the application of your minor child
- a minor you legally represent
- a foreign national you legally represent.
If you notice that the information in your citizen’s account or draft document is incomplete or incorrect, you can supplement or correct it yourself:
- In Enter Finland, you can always supplement or correct
- your contact information (i.e., your phone number and email address)
- the details of your draft application or other draft document.
- If you use light identification in logging in to your account, i.e., log in with your username and password, you can also supplement or correct your identification information (i.e., your first and last name and date of birth)
- If you use strong identification in logging in to your account, i.e., log in with your Finnish online banking codes, and the error concerns your identification data you must contact the Digital and Population Data Services Agency (dvv.fi).
- You can use Enter Finland to send a request for rectification to the Finnish Immigration Service if the error or change concerns
- an application or document you have submitted
- a document the Finnish Immigration Service has submitted to you in Enter Finland.
Data categories processed in relation to the Enter Finland citizen’s account include
- information related to user identification, which includes at least your first name, last name, date of birth and the technical identification number of your citizen’s account, as well as your personal identity code, learner number and customer number, depending on your situation
- data on family relations
- contact information
- log data that indicates when you have used the citizen’s account or made changes to data.
The processing of personal data in your account is based on Article 6(b) of the GDPR (the processing is necessary for the performance of a contract to which the data subject is a party).
The personal data we process are obtained from the data subject, i.e., from you. The data are not disclosed to recipients outside the Finnish Immigration Service, and the Finnish Immigration Service will not transfer the data from the register outside the EU or EEA.
If you no longer need your citizen’s account, you can ask the Finnish Immigration Service to delete the account. The Finnish Immigration Service will not delete your user account if you have submitted an application in Enter Finland but have not yet received a decision on it or if the decision is not yet legally valid. When your citizen’s account is deleted, all of your account information and any draft documents will be deleted. The Finnish Immigration Service will destroy the deleted citizen’s account and the data that the deleted draft documents contain using the appropriate methods.
Data categories processed in relation to draft documents include
- identifying data of the applicant, i.e. you, your child or a person you are legally representing
- the applicant’s contact information
- details of the applicant’s travel documents
- information on the applicant’s family relations and personal data of family members
- personal data of other persons if they share their household with the applicant or will share their household with the applicant in Finland
- the applicant’s special categories of personal data, if this is necessary for the processing of the application
- log data that provides information about when you created, filled in, and edited the draft document
- information describing your competence if your application is related to work in Finland
- your employer’s personal data if you are applying for a residence permit on the basis of employment.
The processing of personal data in your draft documents is based on Article 6(a) (the data subject has given consent to the processing of his or her personal data) and 6(b) (the processing is necessary for the performance of a contract to which the data subject is a party) of the GDPR. The processing of any specific personal data in the draft documents is based on Article 9, 2(a) of the GDPR (the data subject has given explicit consent to the processing of those personal data).
If you are an adult, the personal data processed in the draft document are obtained from the data subject, i.e., from you. If you are a minor or if you are acting on behalf of a minor, the personal data processed in the draft document will be obtained from
- the data subject, i.e., the child
- the parent or guardian of the data subject, i.e., the child
- the person legally representing the data subject, i.e., the child.
The data are not disclosed to recipients outside the Finnish Immigration Service. The Finnish Immigration Service also does not transfer data from this register outside the EU or the EEA.
The data contained by the draft document will be removed from the register when one of the following conditions is met:
- You delete your draft document yourself.
- You complete the draft and submit the document to the Finnish Immigration Service.
- You have not edited the draft in the last six (6) months.
- You ask the Finnish Immigration Service to delete your citizen’s account.
The Finnish Immigration Service will destroy the data that the deleted draft documents contain using the appropriate methods.
When you submit the document to the Finnish Immigration Service, the grounds for processing your personal data and the practices for disclosing and storing the data will change. Read more about the privacy of submitted documents.
Does your employer, counsel or representative use Enter Finland?
- If you are applying for a residence permit based on employment your personal data may also be processed in Enter Finland for Employers.
- If you have a counsel or a representative, your personal data and other information you have provided may also be processed in Enter Finland for Counsels and Representatives.
Any other processors of your personal data
- If you pay the processing fee of your application online, the Finnish Immigration Service will disclose your email address to the Paytrail payment gateway.
- If the Finnish Immigration Service makes a positive decision on your application, it may order a residence permit card or residence card for you. In this case, the Finnish Immigration Service will disclose your personal data to the card manufacturer.
- At the request of the Finnish Immigration Service, the card manufacturer may deliver the cards directly to the company that delivers the cards to you. In this case, the Finnish Immigration Service will share your contact information with the card manufacturer and the delivery company.
- If you apply for a residence permit for a startup entrepreneur and request a statement from Business Finland, Business Finland will process your personal data (businessfinland.fi) in addition to the Finnish Immigration Service.
Personal data are stored in the register and the data in the register are processed when you use the Finnish Immigration Service's Enter Finland online service in the following situations:
- your employee is applying for a residence permit based on employment
- a company or organisation you represent is applying for employer certification
- you submit an employee notification.
The Finnish Immigration Service processes personal data in compliance with Article 6(1)(a) of the General Data Protection Regulation (the data subject has given consent to the processing of their personal data).
If you notice that the information in your citizen’s account or draft document is incomplete or incorrect, you can supplement or correct
- your contact information in the Enter Finland online service
- your identifying data, such as your name, by contacting the Digital and Population Data Services Agency (dvv.fi).
- the identifying data of the company or organisation you represent by contacting the Finnish Patent and Registration Office (prh.fi).
Data categories processed in relation to the Enter Finland citizen’s account include
- data related to identifying you and any company or organisation you represent
- information describing your competence or position
- contact information
- log data that indicates when you have used the citizen’s account or made changes to data.
The processing of personal data in your account is based on Article 6(b) of the GDPR (the processing is necessary for the performance of a contract to which the data subject is a party).
The personal data we process are obtained from the data subject, i.e., from you and your employee. The data are not disclosed to recipients outside the Finnish Immigration Service, and the Finnish Immigration Service will not transfer the data from the register outside the EU or EEA.
If you no longer need your citizen’s account, you can ask the Finnish Immigration Service to delete the account. When your citizen’s account is deleted, all of your account information and any draft documents will be deleted. The Finnish Immigration Service will destroy the deleted citizen’s account and the data that the deleted draft documents contain using the appropriate methods.
Personal data categories processed in relation to draft documents include
- data related to identifying you
- contact information
- information describing your competence or position
- the personal data, contact details and information describing the competence or position of an employee hired by the company or organisation you represent
- log data that provides information about when you created, filled in, and edited the draft document.
The processing of personal data in your draft documents is based on Article 6(a) (the data subject has given consent to the processing of his or her personal data) and 6(b) (the processing is necessary for the performance of a contract to which the data subject is a party) of the GDPR.
The personal data we process are obtained from the data subject, i.e., from you. The data are not disclosed to recipients outside the Finnish Immigration Service. The Finnish Immigration Service also does not transfer data from this register outside the EU or the EEA.
The data contained by the draft document will be removed from the register when one of the following conditions is met:
- You delete the draft document.
- You complete the draft and submit the document to the Finnish Immigration Service.
- You have not edited the draft in the last six (6) months.
- You ask the Finnish Immigration Service to delete your citizen’s account.
The Finnish Immigration Service will destroy the data that the deleted draft documents contain using the appropriate methods.
When you submit the document to the Finnish Immigration Service, the grounds for processing your personal data and the practices for disclosing and storing the data will change. Read more about the privacy of submitted documents.
Any other processors of your personal data
- If you pay the processing fee of your application online, the Finnish Immigration Service will disclose your email address to the Paytrail payment gateway.
Personal data is collected in the register so that you can use the Enter Finland service of the Finnish Immigration Service when you act as an attorney, counsel, guardian or representative of a customer of the Finnish Immigration Service.
The Finnish Immigration Service processes personal data in compliance with Article 6(1)(a) of the General Data Protection Regulation (the data subject has given consent to the processing of their personal data).
If you notice that the information in your citizen’s account or draft document is incomplete or incorrect, you can supplement or correct
- your contact information in the Enter Finland online service
- your identifying data, such as your name, by contacting the Digital and Population Data Services Agency (dvv.fi).
Data categories processed in relation to the Enter Finland citizen’s account include
- data related to identifying you
- your contact information
- identifying data of the customer you are assisting or representing
- log data that indicates when you have used the citizen’s account or made changes to data.
The processing of personal data in your account is based on Article 6(b) of the GDPR (the processing is necessary for the performance of a contract to which the data subject is a party).
The personal data we process are obtained from the data subject, i.e., from you. The data are not disclosed to recipients outside the Finnish Immigration Service. The Finnish Immigration Service also does not transfer data from this register outside the EU or the EEA.
If you no longer need your citizen’s account, you can ask the Finnish Immigration Service to delete the account. When your citizen’s account is deleted, all of your account information and any draft documents will be deleted. The Finnish Immigration Service will destroy the deleted citizen’s account and the data that the deleted draft documents contain using the appropriate methods.
Personal data categories processed in relation to draft documents include
- data related to identifying you
- your contact information
- identifying data of the customer you are assisting or representing, data describing competence, contact information, information on family relations, personal data of the customer’s family members, and information obtained from the customer’s travel documents
- the personal data of your customer’s employer if your customer is applying for a residence permit based on employment
- log data that provides information about when you created, filled in, and edited the draft document.
The processing of personal data in your draft documents is based on Article 6(a) (the data subject has given consent to the processing of his or her personal data) and 6(b) (the processing is necessary for the performance of a contract to which the data subject is a party) of the GDPR. The processing of any specific personal data in the draft documents is based on Article 9, 2(a) of the GDPR (the data subject has given explicit consent to the processing of those personal data).
The personal data we process are obtained from
- the data subject, i.e., from you
- the data subject’s counsel or representative, i.e., from you.
The data are not disclosed to recipients outside the Finnish Immigration Service. The Finnish Immigration Service also does not transfer data from this register outside the EU or the EEA.
The data contained by the draft document will be removed from the register when one of the following conditions is met:
- You delete the draft document.
- You complete the draft and submit the document to the Finnish Immigration Service.
- You have not edited the draft in the last six (6) months.
- You ask the Finnish Immigration Service to delete your citizen’s account.
The Finnish Immigration Service will destroy the data that the deleted draft documents contain using the appropriate methods.
When you submit the document to the Finnish Immigration Service, the grounds for processing your personal data and the practices for disclosing and storing the data will change. Read more about the privacy of submitted documents.
Personal data categories processed in relation to the documents of the customer you are assisting or representing include
- your and your customer’s identifying data
- your and your customer’s contact information
- data describing your customer's competence
- data obtained from your customer’s travel documents
- information on your customer’s family relations and personal data of their family members
- personal data of other people if they share their household with your customer or will do so when coming to Finland
- the personal data of your customer’s employer if your customer is applying for a residence permit based on employment
- your customer’s special categories of personal data, if this is necessary for the processing of the application
The personal data we process are obtained from
- the data subject, i.e., from you and your customer
- the data subject’s counsel or representative, i.e., from you
- the Finnish Immigration Service.
The data are not disclosed to recipients outside the Finnish Immigration Service, and the Finnish Immigration Service will not transfer the data outside the EU or EEA.
You will have access to your customer’s records until one of the following conditions is met:
- The credentials you have submitted to the Finnish Immigration Service are no longer valid.
- Another counsel or representative informs the Finnish Immigration Service appropriately that they are your customer’s new counsel or representative.
- Your customer notifies the Finnish Immigration Service that you are no longer their counsel or representative.
Your access to your customer’s records will not affect the duration of the storage period of your documents or your customer’s data. Read more about the storage period of your customer’s data.
If you notice deficiencies or errors in the data in your customer’s documents, ask the Finnish Immigration Service to supplement or correct the data. Your customer may also request this.
