1 Data controller

The Social Insurance Institution of Finland (Kela)
PL 450, 00056 Helsinki or Nordenskiöldinkatu 12, 00250 Helsinki
020 634 11 http://www.kela.fi/administration

2 Contact person for register-related matters

Seita Laaksoviita
kela.tutkimuseettinen.tmk@kela.fi
Tel. 020 634 11 (exchange)

3 Name of register

Register of statement requests submitted to Kela’s Research Ethics Committee

4 Purpose and basis for the handling of personal data

The register is used to record and review requests for statement sent to Kela’s Research Ethics Committee for the purpose of carrying out an ethical review. The register is also used to store documents. The handling of personal data is based on the fulfilment of Kela’s statutory responsibilities(section 2 of the Act on the Social Insurance Institution.

5 Data content of the register

The register contains the following types of personal data:

• For the principal investigator: name, professional title, education, key professional responsibilities, organisation, address, email address and telephone number
• For other participating researchers: name, education, professional title, organisation and key professional responsibilities.

6 Regular sources of data

Personal data are obtained from the registered persons themselves.

7 Regular disclosure of data

No data are disclosed except to the members of Kela's Research Ethics Committee.

8 Transfer of data outside the EU or EEA

None.

9 Retention period for personal data

The statement requests are stored permanently.

10 Principles of register security

Kela exercises due care in all its operations and ensures a high level of data protection and data security.

All Kela staff members who handle personal data sign a confidentiality agreement. The register data may be used only by authorised persons who need them to perform their official duties.

11 Right of access to data

According to Article 15 of EU Regulation 2016/679, data subjects have the right to access personal data concerning them, i.e., to you can check the data concerning their person.

Those who wish to check their data must submit a request to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

12 Right of correction

According to Article 16 of EU Regulation 2016/679, the data subject has the right to request the correction of inaccurate personal data.

The request for correction must be submitted to Kela.

The request must specify the following:

• the specific information which is incorrect
• the reason why it is incorrect
• how it should be amended.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

13 Right of erasure

Under Article 17 of the General Data Protection Regulation, data subjects have the right to request the erasure of their personal data.

This right does not concern personal data that Kela needs to carry out its statutory du-ties.  

The request to erase personal data must be made to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

14 Right to file a complaint with a supervisory authority

According to Article 77 of EU Regulation 2016/679, the data subject has the right to lodge a complaint with the Data Protection Ombudsman, if the data subject considers that the processing of Kela personal data relating to him or her infringes this Regulation.

1 Data controller
The Social Insurance Institution of Finland (Kela)
PL 450, 00056 Helsinki or Nordenskiöldinkatu 12, 00250 Helsinki
020 634 11,  http://www.kela.fi/administration

2 Contact person for register-related matters

Sari Miettinen
Tel. 020 634 11 (exchange)

3 Name of register

Register of applications for research funding under section 12 of the KKRL (Kela Rehabilitation) Act.

4 Purpose and basis for the handling of personal data

Processing of applications for research funding. The processing of the data is part of Kela’s statutory responsibilities.

5 Data content of the register

The register of research funding contains the following information:

• name of the person signing the research contract;
• name, professional title, educational background, organisation, address, email address and phone number of the principal investigator;
• names, professional titles and organisations of other researchers listed in the application
• CV and publication list for the principal investigator and any other members of the research team.   

6 Regular sources of data

The personal data are obtained from the applicants themselves.

7 Regular disclosure of data

No personal data are disclosed.

8 Transfer of data outside the EU or EEA

None.

9 Retention period for personal data

Documents are retained either permanently or for a specific period of time according to the filing plan. The retention periods for personal data are also defined in the filing plan.

10 Principles of register security

Kela exercises due care in all its operations and ensures a high level of data protection and data security.

All Kela staff members who handle personal data sign a confidentiality agreement. The register data may be used only by authorised persons who need them to perform their official duties.

11 Right of access to data

According to Article 15 of EU Regulation 2016/679, data subjects have the right to access personal data concerning them, i.e., to check the data concerning their person.

Those who wish to check their data must submit a request to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

12 Right of correction

According to Article 16 of EU Regulation 2016/679, the data subject has the right to request the correction of inaccurate personal data.

The request for correction must be submitted to Kela.

The request must specify the following:

• the specific information which is incorrect
• the reason why it is incorrect
• how it should be amended.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

13 Right of erasure

Under Article 17 of the General Data Protection Regulation, data subjects have the right to request the erasure of their personal data.

This right does not extend to personal data that Kela needs to carry out its statutory duties.  

The request to erase personal data must be made to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

14 Right to file a complaint with a supervisory authority

According to Article 77 of EU Regulation 2016/679, the data subject has the right to lodge a complaint with the Data Protection Ombudsman, if the data subject considers that the processing of Kela personal data relating to him or her infringes this Regulation.

1 Data controller

The Social Insurance Institution of Finland (Kela)
PL 450, 00056 KELA or Nordenskiöldinkatu 12, 00250 Helsinki
020 634 11, http://www.kela.fi/administration

2 Contact person for register-related matters

Tarja Hyvärinen
Tel. 020 634 11 (exchange)

3 Name of register

Distribution addresses for research publications

4 Purpose and basis for the handling of personal data

The register is used when sending Kela’s printed research publications to organisations or persons that have subscribed to a printed publication and reported their address for this purpose to the contact person who maintains a list of the distribution addresses for Kela’s research publications.

The publications are sent by the printing house Punamusta. Kela has an agreement with the printing house Punamusta on appropriate processing of the distribution addresses for research publications. Neither Punamusta nor Kela releases addresses for marketing purposes. The processing of the data is based on the consent of the registered persons.

5 Data content of the register

Name and postal address of the customer

6 Regular sources of data

The addresses in the register are obtained from the customers themselves.

7 Regular disclosure of data

None.

8 Transfer of data outside the EU or EEA

None.

9 Retention period for personal data

The personal data are stored as long as the publication subscription is valid. The data are erased when the customer cancels the subscription.

10 Principles of register security

Kela exercises due care in all its operations and ensures a high level of data protection and data security.

All Kela staff members who handle personal data sign a confidentiality agreement. The register data may be used only by authorised persons who need them to perform their official duties.

11 Right of access to data

Under Article 15 of the EU General Data Protection Regulation (EU 2016/679), data subjects have the right to access personal data concerning them. This means that persons included in the register have the right to check data concerning themselves.

Those who wish to check their data must submit a request to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

12 Right of correction

Under Article 16 of the General Data Protection Regulation, the data subject has the right to request the correction of inaccurate personal data.

The request for correction must be submitted to Kela.

The request must specify the following:

• the specific information which is incorrect
• the reason why it is incorrect
• how it should be amended.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

13 Right of erasure

Under Article 17 of the General Data Protection Regulation, data subjects have the right to request the erasure of their personal data.

This right does not extend to personal data that Kela needs to carry out its statutory duties.  

The request to erase personal data must be made to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

14 Right to file a complaint with a supervisory authority

Under Article 77 of the General Data Protection Regulation, the data subject has the right to lodge a complaint with the Data Protection Ombudsman, if the data subject considers that the processing of Kela personal data relating to him or her infringes this Regulation.

1 Data controller

The Social Insurance Institution of Finland (Kela)
PL 450, 00056 KELA or Nordenskiöldinkatu 12, 00250 Helsinki
020 634 11 www.kela.fi/administration

2 Contact person for register-related matters

Monika Fuss
laakevalvonta@kela.fi

3 Name of register

Register used in the context of monitoring the prescribing of biological medicines and biosimilars.

4 Purpose and basis for the handling of personal data

The personal data are used for the purpose of monitoring compliance with the statutory obligations applicable to the prescribing of the least expensive biological medicine or biosimilar. To achieve this purpose, Kela monitors the prescriptions issued via the Prescription Centre for biological medicines and biosimilars. Kela is authorised to obtain and process any data stored in the Prescription Centre that are necessary to carry out the monitoring. Kela is authorised to record data in a separate register whose data controller it is.

Compliance with the data controller’s legal obligations is the basis for the processing of the personal data. The obligations are based on the following legal provisions:

Act on Electronic Prescriptions 61/2007:

• Section 5 a Prescribing of biological medicines
• Section 24 b Prescribing of biological medicines: Guidance and monitoring
• Section 26 a Consequences of non-compliance with section 5 a
• Section 15 Release of data to government authorities and for scientific research

5 Data content of the register

Data used to carry out the monitoring mandate:

• data on electronic prescriptions obtained from the Prescription Centre
• data obtained from the prescriber, such as statements, messages and contact information, and including health and diagnostic data contained in the patient records of persons using biological medicines or biosimilars
• name, identifier and residential address of the prescriber, obtained from Valvira, the National Supervisory Authority for Welfare and Health
• data related to monitoring as specified in section 26 a of the Act on Electronic Prescriptions, such as requests for further information, notifications, orders and court documents
• documents related to the conditional imposition of a fine
• data on self-employed prescribers using an information system that does not meet the requirements set out in section 5 b of the Act on Electronic Prescriptions.

6 Regular sources of data

Data stored in the register are obtained from the Prescription Centre, from prescribers, from Valvira and from the Legal Register Centre.

7 Regular disclosure of data

Kela can disclose data stored in the register to a prescriber who is party to a matter that involves monitoring and to the Legal Register Centre for the purpose of the conditional imposition of a fine.

If Kela finds, in its role as monitor, that a self-employed prescriber is using an information system that does not meet the requirements set out in section 5 b of the Act on Electronic Prescriptions, Kela can report the matter to the competent Regional State Administrative Agency (section 24 b of the Act on Electronic Prescriptions).

8 Transfer of data outside the EU or EEA

None.

9 Retention period for personal data

Documents sent to or received from prescribers, appeal documents, and documents relating to the conditional imposition of a fine are retained for 70 years starting from when the document was created or arrived at Kela.

Data on self-employed prescribers using an information system that does not meet the requirements set out in section 5 b of the Act on Electronic Prescriptions are retained for a period of one year starting from when they were reported to the Regional State Administrative Agency.

10 Principles of register security

Kela exercises due care in all its operations and ensures a high level of data protection and data security.
All Kela staff members who handle personal data sign a confidentiality agreement. The register data may be used only by authorised persons who need them to perform their official duties.

11 Right of access to data

Under Article 15 of the EU General Data Protection Regulation (EU 2016/679), data subjects have the right to access personal data concerning them. This means that persons included in the register have the right to are authorised under the law to inspect data concerning themselves.

Those who wish to check their data must submit a request to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

12 Right of correction

According to Article 16 of EU Regulation 2016/679, the data subject has the right to request the correction of inaccurate personal data.
The request for correction must be submitted to Kela.

The request must specify the following:

• the specific information which is incorrect
• the reason why it is incorrect
• how it should be amended.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

13 Right of erasure

Under Article 17 of the General Data Protection Regulation, data subjects have the right to request the erasure of their personal data.
This right does not extend to personal data that Kela needs to carry out its statutory duties.  
The request to erase personal data must be made to Kela.

The request can be addressed to Kela's Registry. The contact information of the Registry can be found on Kela’s website at www.kela.fi/administration.

Alternatively, the request can be made by phone or by visiting a Kela customer service point or by sending a message on the OmaKela e-service (in Finnish) or MittFPA e-service (in Swedish).

14 Right to file a complaint with a supervisory authority

According to Article 77 of EU Regulation 2016/679, the data subject has the right to lodge a complaint with the Data Protection Ombudsman, if the data subject considers that the processing of Kela personal data relating to him or her infringes this Regulation.

1. Data controller

The Social Insurance Institution of Finland (Kela)
PL 450, 00056 KELA or Nordenskiöldinkatu 12, 00250 Helsinki
020 634 11 http://www.kela.fi/administration

2. Contact person for register-related matters

Tarja Hyvärinen
tutkimusjulkaisut@kela.fi
Tel. 020 634 11 (exchange)

3. Name of register

Peer review practice of Kela’s editorial staff committee for research publications

4. Purpose and basis for the handling of personal data

Personal data are used in the peer review process for research publications and in the payment of referee fees.

The handling of personal data is based on the fulfilment of Kela’s statutory responsibilities (see section 2 of the Act on the Social Insurance Institution 731/200), the requirements of the Finnish Federation of Learned Societies concerning the regular documentation of the peer-review process, and the guidelines on good scientific practice of the Finnish National Board on Research Integrity.

The data are not used in automatic decision-making or profiling.

5. Data content of the register

The following data are stored for both accepted and rejected manuscripts: date the manuscript was received and the date the decision was sent out, the authors’ suggestion for publication, the names of the authors and the title of the manuscript, the names of the referees and their comments, and the decisions sent by the editorial staff committee to the authors concerning the publication.

The following personal data are handled for the purpose of paying the referee fee: name, personal identity code, bank details and mailing address.

6. Regular sources of data

Data are obtained from the data subjects themselves.

7. Regular disclosure of data

None.

When compliance with the standards of good scientific practice in peer review is evaluated, the controller makes the necessary data available to the persons in charge of good scientific practice at the organisation carrying out the evaluation.

8. Transfer of data outside the EU or EEA

None.

9. Retention period for personal data

Documents relating to the payment of fees are retained for 11 years. The retention period is based on the Accounting Act (1336/1997)

Other retention periods for personal data have been set in accordance with the guidelines issued by the National Archives of Finland and the applicable laws and decrees. The data are retained in accordance with the filing plan approved by the National Archives of Finland for either 2 years, 10 years, or permanently.

After the period of active use, data conforming to the filing plan are archived in the public interest or for purposes of scientific and historical study. In order to ensure compliance with good scientific practice, data concerning the peer review process cannot, as a general rule, be deleted.

The stored data are not public and are only handled by members of the executive committee of Kela’s editorial staff for research publications, all of whom are employees of Kela.

10. Principles of register security

Kela exercises due care in all its operations and ensures a high level of data protection and data security.

All Kela staff members who handle personal data sign a confidentiality agreement. The register data may be used only by authorised persons who need them to perform their official duties.

11. Right of access to data

Under Article 15 of the EU General Data Protection Regulation (EU 2016/679), data subjects have the right to access personal data concerning them. This means that persons included in the register have the right to check data concerning themselves.

Data subjects who wishes to check their personal data must submit a request to Kela.

The request can be sent to Kela’s Registry at kirjaamo@kela.fi.

It can also be made by phone, by visiting a Kela customer service point, or by sending a message on the OmaKela e-service.

12. Right of correction

According to Article 16 of the General Data Protection Regulation, the data subject has the right to request the correction of inaccurate personal data.

The request for correction must be submitted to Kela.

The request must specify the following:

• the specific information which is incorrect
• the reason why it is incorrect
• how it should be amended.

The request can be sent to Kela’s Registry at kirjaamo@kela.fi.

It can also be made by phone, by visiting a Kela customer service point, or by sending a message on the OmaKela e-service.

13. Right of erasure

Under Article 17 of the General Data Protection Regulation, data subjects have the right to request the erasure of their personal data.

This right does not extend to personal data that Kela needs to carry out its statutory duties. 

The request to erase personal data must be made to Kela.

The request can be sent to Kela’s Registry at kirjaamo@kela.fi.

It can also be made by phone, by visiting a Kela customer service point, or by sending a message on the OmaKela e-service.

14. Right to file a complaint with a supervisory authority

According to Article 77 of EU Regulation 2016/679, the data subject has the right to lodge a complaint with the Data Protection Ombudsman, if the data subject considers that the processing of Kela personal data relating to him or her infringes this Regulation.

Kela’s research unit offers expert services to both in-house and outside customers.

Our expertise

We produce impactful research that contributes to advances in social and health protection. We contribute to development efforts and draw up reports, participate in a variety of working groups and present the results of our research and other activities.

Additional information: tutkimus@kela.fi

Ethical review of research

Kela’s research organisation is committed to compliance with The ethical principles of research with human participants and ethical review in human sciences, as issued by the Finnish National Board on Research Integrity TENK (tenk.fi, PDF), appointed by the Ministry of Education and Culture. The task of Kela’s Research Ethics Committee is to conduct, upon request, an ethical review of research projects involving human participants and to issue relevant statements. The Research Ethics Committee does not review research projects that fall within the scope of the Medical Research Act (488/1999, Laki lääketieteellisestä tutkimuksesta). The Committee holds no legal position, and its tasks do not include the granting of official approvals to carry out research projects.

Additional information: kela.tutkimuseettinen.tmk@kela.fi

Research funding

Kela can offer funding for research focusing on rehabilitation, the prevention of illness or health insurance. The provision of funding is based on Section 12 of the Act of Parliament concerning the rehabilitation services and allowances provided by Kela (referred to as the KKRL Act). 

Additional information: kkrl-tutkimus@kela.fi

Library services

Kela's library is a library specialising in topics related to social welfare. We provide services to Kela’s personnel. The basis for the library’s collections is literature covering social security, social policy and legislation.

Additional information: kirjasto@kela.fi

Publication services

We publish scientific research in peer-reviewed series and as working papers and stand-alone publications. Our publications are free to download. The websites for our serial publications are available free of charge on Helda. Printed publications may be ordered from Helda or from julkaisut(a)kela.fi.

Additional information: tutkimusjulkaisut@kela.fi