Data protection description 31.1.2024: Publication archive Otos 

Otos is the publication archive for Statistics Finland's electronic publications, which contains publications in PDF format starting from the end of the 19th century. The publications in Otos are freely available to all. 

  1. Controller and contact persons 

Statistics Finland 

Postal address: FI-00022 STATISTICS FINLAND 

Street address: Työpajankatu 13, Helsinki 

Telephone: +358 29 551 1000 (switchboard) 

Contact person: Tiina Tuomaala, tel. +358 29 551 2226 

Email: info@stat.fi 

  1. Person responsible for data protection

Email: tietosuoja@stat.fi 

  1. Purpose and legal basis for the processing of personal data  

Otos is an open publication archive for Statistics Finland's electronic PDF publications. It contains publications from Statistics Finland and other producers of Official Statistics of Finland (OSF) starting from the end of the 19th century. The publications in Otos are freely available to all. 

In connection with Otos, personal data (name and work email address) for the maintainers of the publication archive are processed for storing publications and for maintaining the data of the user interface. 

Personal data are processed based on Article 6, Paragraph 1, point e of the EU’s General Data Protection Regulation for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 

The first and last names of the producer or supplier of the publication, the title of the publication and other bibliographic information are stored relating to the producers or suppliers of the publications in the publication archive. For most publications the whole publication is also stored into the system. 

For all persons using the publication archive, log data are collected on the use of the service, including the user's IP address, documents downloaded from the IP address, and search terms used in searches in the service. In addition, information is collected about the website from which the user entered the service. Log data are needed to examine possible problematic situations and data breaches and to monitor use. 

Log data are processed based on Article 6, Paragraph 1, point c of the EU’s General Data Protection Regulation for compliance with a legal obligation to which the controller is subject (Act on Information Management in Public Administration 906/2019, Sections 13 and 17). 

  1. Storage period of personal data 

The personal data of maintainers are stored in Otos for as long as the person's tasks include maintaining the service. If access rights are cancelled, personal data are also removed from the service. 

Personal data on producers and suppliers of publications will be retained as long as the publications of such persons are included in the system. 

Log data are stored for five years. 

  1. Personal data to be processed 

 Personal data to be processed are:  

  • the person's last name and first name 
  • work email address 
  • IP address 

  1. Regular data sources 

Personal data on the maintainers of Otos are obtained when the maintainer registers as the maintainer of the publication archive. 

Personal data on producers and suppliers of publications are added when the publication is imported to the system. 

Log data are collected on the use of the service, including the user's IP address, documents downloaded from the IP address, and search terms used in searches in the service. In addition, information is collected about the website from which the user entered the service. 

  1.  Disclosure of data 

Personal data are not released in identifiable form to outsiders. 

  1. Data transfer outside the EU or EEA countries 

Statistics Finland does not transfer personal data outside the EU or the EEA area or to international organisations. 

  1. Automatic decision-making 

Personal data are not used for automatic decision-making. 

  1. Rights of data subjects  

Information about the rights of data subjects can be found on Statistics Finland’s website https://www.stat.fi/meta/tietosuoja/index_en.html. 

  1. Right to appeal to the supervisory authority 

If you think your personal data are processed unlawfully, you can submit a complaint to the Office of the Data Protection Ombudsman. 

Office of the Data Protection Ombudsman 

Street address Lintulahdenkuja 4, FI-00530 Helsinki 

Postal address: P.O.Box 800, FI-00531 Helsinki 

Email tietosuoja(at)om.fi 

Switchboard +358 29 566 6700 

Registrar's Office +358 29 566 6768 

Further information about submitting a complaint is available on the website of the Office of the Data Protection Ombudsman at www.tietosuoja.fi/en.  

  1. Other information 

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