The Safety Investigation Authority as a workplace

At OTKES, experts from various fields work together, united by the desire to develop a safer society. Our work community consists of 18 officials and more than one hundred specialists. Our work is guided by the values of our organisation.

Open positions at the Safety Investigation Authority are applied for through the Valtiolle.fi website. By using the button below, you can check whether OTKES currently has any open positions.

Processing of Personal Data in the Recruitment Process

Purpose and Legal Basis of the Processing

The Administrative Services Unit processes applicants’ personal data in accordance with Article 6(1)(c) of the General Data Protection Regulation, in order to fulfil the statutory rights and obligations of the state employer. The register contains and processes the personal data necessary for managing recruitment processes.

The processing of personal data complies with the State Civil Servants Act (750/1994) and Decree (971/1994), as well as the Act on the Protection of Privacy in Working Life (759/2004). As a public authority, the Administrative Services Unit also complies with general administrative laws, such as the Administrative Procedure Act (434/2003), the Data Protection Act (1050/2018), and the Act on the Openness of Government Activities (621/1999).

What Personal Data Is Collected About Job Applicants?

The group of data subjects consists of applicants who have submitted their applications through the Valtiolle.fi system. If an applicant submits an application for an open position on paper or by email directly to the Administrative Services Unit, the necessary information will be entered into the Valtiolle.fi system by the unit to enable electronic processing.

The following identifying information is stored: name, address, telephone number, email address, legal gender, date of birth, mother tongue, and any other relevant identifying information.

In addition, information provided by the applicant in their application is stored, such as education and work experience, language skills, and other information necessary for recruitment and filling the position, including a curriculum vitae or résumé and the contact details of any referees.

Who Processes Personal Data and to Whom Is It Disclosed?

Personal data is processed by officials of the Administrative Services Unit whose duties include handling recruitment processes.

Personal data is also processed by the State Treasury’s Service Centre for Financial and Human Resources Administration (Palkeet), with which the Administrative Services Unit acts as a joint controller in this context. Responsibilities related to joint controllership are defined in the Act on the Service Centre for Financial and Human Resources Administration (179/2019).

The Administrative Services Unit is responsible for the duties of the controller, such as informing applicants, and acts as the contact point when an applicant wishes to exercise their data subject rights (for example, to check what information has been stored about them). The Service Centre is responsible for the technical operation of the information systems required for providing services, including system usability and the integrity, immutability, protection, and retention of data.

Grade Solutions Oy is responsible for the support and maintenance services of the Valtiolle.fi system.

Information about applicants and the documents they submit are, as a rule, public unless specifically classified as confidential by law. Information may be disclosed to parties requesting it in accordance with the Act on the Openness of Government Activities (621/1999).

A security clearance may be conducted for the person selected for the position, with the applicant’s consent, in which case their personal data will be disclosed to the Finnish Security and Intelligence Service for the purpose of conducting the clearance.

Data is not disclosed or transferred to third countries or international organisations.

How Long Is the Data Retained?

Applications submitted for recruitment processes are stored in the Valtiolle.fi system for two years after the recruitment process has been completed.

The appointment memorandum and appointment decision are stored in the HILDA system. Their archiving complies with the Archives Act (831/1994), and processing follows the Act on Information Management in Public Administration (906/2019).

How Is the Data Protected?

The protection of data processed in the Valtiolle.fi and HILDA systems is based on access rights management and the technical protection of databases and servers. Access and processing rights are granted based on work duties, and access to the systems always requires personal user credentials.

Basic security clearances have been carried out for the personnel of the Administrative Services Unit. Staff receive instructions and training on the proper protection and disposal of personal data processed in their duties. Every new official must complete online courses on information security and data protection.

What Rights Does the Applicant Have?

The rights of data subjects are laid down in Articles 15–18 of the EU General Data Protection Regulation (679/2016).

The applicant has the right to receive transparent information about the personal data processed about them by the Administrative Services Unit. They have the right to access their data and to request the rectification of inaccurate or incorrect information. They have the right to request restriction of processing if one of the situations referred to in Article 18 applies. They also have the right to lodge a complaint with the supervisory authority if they believe that the processing of their personal data violates data protection regulations. Insofar as the processing of the applicant’s personal data is based on the state employer’s statutory obligation (Article 6(1)(c)), Article 17 on the right to erasure does not apply.