Purpose and legal basis of the processing of personal data 

The purpose of the data is to hire interpreters and process the availability of interpreters.

The processing of the personal data of interpreters is necessary for establishing contracts between interpreters and the Finnish Immigration Service (Article 6.1.b of the General Data Protection Regulation [EU 2016/679]). Directive 2013/32/EU of the European Union lays down that asylum seekers are to be provided with an interpreter. Provisions on the right of customers of the Finnish Immigration Service to use an interpreter and the authority’s obligation to ensure interpretation or translation in the matters it processes are laid down in the Aliens Act (sections 10, 97 and 203 of the Aliens Act). 

Personal data groups  

Interpreter data  

• Name of person (interpreter)   
• Interpretation company  
• E-mail address   
• Telephone number  
• Address  
• Gender  
• Country of birth  
• Time of performing a security clearance and the period of validity of the security clearance  
• Travel costs  
• Interpretation languages (incl. dialect area, special vocabulary managed by the interpreter)  
• Completed training provided by the Finnish Immigration Service and possible sector-specific training   
• Absences and availability  

No personal data defined as special personal data of the data subjects (interpreters) are processed in the system, but by combining these data, it may be possible to deduce special personal data of individual persons.

In addition, the following data on each interpreter based on the user’s actions are stored in the system:

• Interpreter booking - booking an interpreter for an event, calendar view, and list of events  
• Longer absences of the interpreter 
• Information about the interpreter’s late arrival at an event 

Information on the interpretation recipient  

The data on the interpretation recipient stored to the system includes only their UMA customer number which is used as the identifier (reference number) of the interpretation order. Individual interpretation recipients cannot be identified of the interpretation assistance system without data combined from other systems. 

Event logs are kept on the use of the register (system).

Sources of data  

The data are obtained from interpretation service providers. In addition, some of the information is provided by the person themselves.  

Recipients of personal data  

The processed personal data are only regularly disclosed to the controller from this data file. The data may only be disclosed to other authorities in accordance with the valid legislation.

Transfer of data outside the EU or EEA  

The Finnish Immigration Service does not transfer data from this register outside the EU or the EEA or to international organisations.  

Storage period of personal data  

Personal data are deleted from the system when they are no longer needed to fulfil the purpose of use unless otherwise laid down in valid legislation related to the storage of personal data.  

When the person’s (interpreter’s) assignments to the Finnish Immigration Service have ended due to either the prohibition of use or the termination of the interpretation agreement, the interpreter will be deactivated in the system and their personal data other than their name, language of interpretation and booking history will be erased. The name, language of interpretation and booking history of the deactivated interpreter are displayed in the system as deactivated for one year due to the need to check interpretation events and invoicing. After this, the name of the interpreter is pseudonymised for four years for statistical purposes. After five years of initial deactivation, the interpreter’s data will be completely removed from the system.

Right to access personal data  

You have the right to receive confirmation from the controller whether or not personal data concerning you are being processed, and if such personal data are being processed, you have the right to access your personal data, this privacy statement and other information listed in Article 15.  

Right to rectify, add to or erase your data  

If you notice that some of your data is missing or wrong, you can ask the Finnish Immigration Service to correct them. In this case, we ask you to let us know which data are incorrect and why as well as tell us how the data should be changed, or to let us know which data should be complemented and how. 

You have the right to have the controller delete personal data concerning the data subject without undue delay unless the controller has the right to process personal data despite the request for erasure pursuant to Article 17.  

Right to restrict processing  

If you have informed us that your data are incorrect, you have the right to ask that their processing is restricted until their correctness has been checked.  

Report concerning personal data processing and right to complain to the supervisory authority  

If you want to report a problem with the processing of your personal data, you should first of all contact a representative/data protection officer of the controller of this data file or the Finnish Immigration Service (see contact details above). You also have the right to complain about the processing of your data to the supervisory authority. In Finland, this supervisory authority is the Data Protection Ombudsman.   

You can find the website of the Data Protection Ombudsman at www.tietosuoja.fi.

No exceptions will be made to the rights of the data subject.