Handling of personal data: Stakeholder activities

We represent the State of Finland, look after Finland’s political, economic, commercial and cultural interests, and promote knowledge of Finland abroad.

Succeeding in the task requires extensive contacts with stakeholders, which is why we must be able to process personal data. This includes the personal data of, for example, actors representing public administration and the private sector in Finland and other countries, journalists and opinion-makers in various fields (cultural actors, researchers, representatives of the civil society, purchasing agents, bloggers, etc.).

As a rule, we receive the required data from the persons themselves (from their business cards, for example), but we may also collect data from public channels and cooperation partners. 

Information we collect about you for stakeholder cooperation purposes

In connection with our stakeholder activities, we are entitled to save your personal data that is relevant from the point of view of the activities and cooperation. These may include your name, email address, phone number, country of residence, the organisation you represent, as well as your job title or position. 

Personal data stored in connection with stakeholder activities will be retained as long as required for us to handle our duties. The retention periods are based on the government's Information Management Plan. 

Why we process your data

We process your personal data to be able to carry out our statutory duties and to perform tasks carried out in the public interest. The processing is based on Article 6, paragraph 1, points c and e of the General Data Protection Regulation (GDPR) (EU 2016/679).

Provisions on the tasks of the Ministry for Foreign Affairs and Finland's missions abroad are laid down, for example in:

  1. the Act on the Foreign Service and in the Rules of Procedure of the Ministry for Foreign Affairs and the missions abroad.
  2. the Government Decree on the Ministry for Foreign Affairs
  3. the Government Decree on the Foreign Service
  4. the Act on the Openness of Government Activities

Transfer of personal data

Sometimes we have to outsource the distribution of notices and invitations relating to stakeholder activities to external service providers in order to improve the quality of the service. Provided that the requirements of the Data Protection Regulation are met, a service provider may also operate outside the EU.

We conclude an agreement with the service providers in accordance with Article 28 of the Data Protection Regulation or otherwise comply with Chapter V of the Regulation. For additional information about service providers relating to stakeholder activities, please contact our Data Protection Officer at tietosuoja(at)formin.fi.

We may disclose personal data, upon request, in accordance with the Act on the Openness of Government Activities. The data and documents are public, unless special provisions on their secrecy have been laid down by law.

We will not disclose your data for direct marketing or market and opinion polls.

More information

Did you know that under the GDPR you have rights related to how we process your personal data? More information about your right to data protection is available.

Questions?

If you have any questions concerning the processing of your personal data in the Foreign Service, contact the Ministry’s Data Protection Officer by email at tietosuoja@formin.fi.