Privacy policy - YTK Unemployment fund

Unemployment funds are corporations that use public authority and take care of public functions while carrying out their statutory duties. We collect information in issues related to membership and for paying benefits.

As a rule, we collect personal data from the members of YTK themselves. In addition, we also collect information from employers, stakeholders, service providers, and other authorities and corporations taking care of public functions.

We only collect personal data for the purposes mentioned above and only to the extent necessary. We always aim to ensure that the information is accurate and up to date. When processing benefits, we may also process sensitive information.

All data subjects have the right to:

• access their data stored in the register

• demand that any inaccurate data is rectified or incomplete data completed

• request the removal of their personal data

• request restrictions of processing the data with certain exceptions

• transfer the data you have provided from one system to another

• lodge a complaint with the supervisory authority

The members of YTK can easily review their own data via the unemployment fund’s own online service OmaYTK. In OmaYTK, they can also update their contact information and send secure messages to YTK.

Otherwise, requests concerning the personal data being processed can be made by sending email to tietosuoja(a)ytk.fi, from which additional instructions, will be sent. We will respond to requests as soon as possible, within one month at the latest. If we need more time, we will contact you during the month. As a rule, the check is free of charge once per year.

YTK only collects personal data that is necessary and required for the purpose of processing. Data is not collected or stored in any larger amounts or for any longer time than required for this purpose.

The information systems, in which the data is stored, are protected by technical means and located in a locked and well supervised premises. The data network is protected by firewalls and other technical means.

The data storage periods are determined based on the currently valid legislation and taking the need and purpose of processing into account.

General unemployment fund YTK
Visiting address: Teollisuuskatu 4, 32200 Loimaa
Postal address: P.O. Box 100, FI-32201 LOIMAA, FINLAND
[email protected]
https://en.ytk.fi/

General unemployment fund YTK
tietosuoja(a)ytk.fi
tel. +358 2 760 7620
P.O. Box 100, FI-32201 LOIMAA, FINLAND

Member and payment register of General unemployment fund YTK

The processing of personal data is based on Article 6(1)(c) of the General Data Protection Regulation (EU 2016/679). The processing of personal data is necessary to carry out the statutory duties of the unemployment fund.  

In principle, YTK processes your data in order to provide the income security referred to in the Unemployment Security Act and the job alternation allowance referred to in the Act on Job Alternation Leave for the members of the unemployment fund and to provide the members services and advice in matters related to the membership of YTK. In addition, YTK can process your personal data if other legislation requires it, such as based on the obligation to retain accounting material of the Accounting Act. YTK has legitimate interest related to its operations and these include compiling and processing statistical data, further development of operations and investigation of possible abuse. Your personal data may also be processed on these grounds. Your data may also be processed to improve the quality of the service.

According to the law, applicants for a daily allowance shall provide the information necessary for the granting and payment of unemployment benefits. The lack of necessary information may result in a negative decision.

As a rule, we process the personal data of our members. In addition, we process information on people who have been members, applied to become members, otherwise contacted YTK, or visited the YTK website. We can also collect information on people with an involvement, obligation or other connection related to a member relationship.

a) Personal data

• Last name, first names

• Personal identity code

• Language of communication

• Postal address, post code

• Home municipality

• Country identifier

• Telephone numbers

• Email address

b) Member information

• Type of membership

• Date of resignation from the fund, reason for resignation

• Bank account

• Date when the data was established

• Last date when the data was updated

• Gender

• Previous personal identity code

• Date of joining

• Previous unemployment fund

• Date of resignation, reason for resignation

• Occupation code and occupational title, updated automatically based on the labour policy statement

• Education code

• Order of non-disclosure for general reasons or personal safety reasons

c) The unemployment fund maintains control data for payments:

• The salary of the applicant for a daily allowance used as the basis for the daily allowance and the length of the adjustment period

• Earned income received by the member, the adjustment period and certain social benefits that affect the amount of the benefit paid by the fund

• Information about the member’s children affects the payment of child increases to the member as well as Kela’s collection of the child increase

• The fund is obliged to disburse certain collections (debt recovery collections, Kela’s collections) from the benefit paid by the fund

• Cumulative data is collected on the benefits paid to the fund members

• The benefit days paid to a member of the fund accumulate the counters of maximum time in accordance with the provisions of the Unemployment Security Act. The paid days accrue in the counters maintained in the register.

• The decisions issued and benefits paid to members are saved in the register

• The letters sent by the fund to its members are saved in the register

• The fund is obliged to monitor the accrual of the benefit applicant’s working condition. The work reported by the applicant is entered into the register based on the information submitted.

• Members can ask questions and give feedback via the online service and change their contact information. Questions, answers and change requests are saved in the register.

• The register includes data on persons, from whom the fund is claiming or has claimed for recovery of a paid benefit. In addition, the register includes the necessary data on the benefit claimed for recovery.

• Information on complaints filed by a member of the fund on the decision received is saved in the register. After that, follow-up data on the complaint case will be saved in the register.

• Invoicing and payment data concerning members is saved in the register

• Documents concerning members are compiled in the register. These documents may have been provided by the members themselves or by their employer, the authorities, or other external party.

• Data concerning phone calls made by members: the caller is identified based on the phone number when the caller is a member of the unemployment fund. The calling time, duration of call and code of the employee who took the call are saved in the register. The calls made by members are recorded. YTK records customer service calls in order to ensure the rights of the parties related to using the service. These recordings can also be used to improve the quality of the customer service. The recording is carried out in a way that ensures data security, and the recordings are not used for other purposes or disclosed to external parties.

• Tax data: The Tax Administration forwards the withholding tax data of the members to the fund annually. The members themselves can also send their tax card to the fund. The tax withholding data is saved in the register. Based on the tax details of the fund members, tax is withheld from the unemployment benefit paid.

• Employment relationships of daily allowance applicants: To determine the deductible of large employers, the fund is obliged to save the data related to the employer and employment relationship on applicants born in 1950 or later who are at least 56 years old and report it to the Unemployment Insurance Fund.

• Labour policy statements given to applicants for a daily allowance

• Data forwarded to the fund by Kela: Data forwarded by Kela on the benefits it has paid is saved in the register. Data is forwarded on those members of the fund who have registered as unemployed jobseekers and are applicants for a benefit in the fund.

• The name and number of the member’s TE Office

• Free space for additional information

• Information on whether the member has authorised another person to manage said member’s affairs

• Permission to use text message and internet services

• Information about customer experience: We monitor customer experience with feedback surveys. Personal data collected in the data file for surveys includes the person's membership number if the feedback survey is sent on the basis of using the MyYTK service, or the person's phone number if the survey is sent based on a call made to our customer service. In addition, the free-form answer written in the open field of the survey is retained. Respondents can be connected to a response. The responses and collected data are used to improve the quality of the service.

d) Cookies in the online service

• the user’s IP address

• the time of the visit

• pages visited

• type of browser used

• the web address from which the user came to the YTK website

• the server from which the user came to the YTK website.

Information in the register is obtained from the membership and benefit application submitted by the member as well as the authorities mentioned in chapter 13, section 1 of the Unemployment Security Act (1290/2002):

• From state and municipal authorities and other institutions under public law;

• From the Finnish Centre for Pensions, pension and insurance institutions, and pension foundations;

• From the employer, client or other ordering party, unemployment fund, workplace fund and provider of training services referred to in the Act on Public Employment and Business Service, and other educational establishment; or

• Other party organising services that promote employment.

• From the employment authority, the labour policy statement and payment notification referred to in chapter 1, section 4(3) of the Unemployment Security Act.

• From a penal institution, data on the beginning and end of the punishment; the penal institution must provide the information immediately when the person is placed in the penal institution.

• Kela must notify the relevant unemployment fund, if the recipient of an earnings-related daily allowance or the recipient’s spouse is granted a child home care allowance in accordance with the Child Home Care and Private Day Care Allowance Act.

• Kela and the unemployment fund have the right, without prejudice of non-disclosure regulations or other restrictions concerning the access to data, receive from the Tax Administration free of charge the necessary data on the income of the recipients of unemployment benefits for revealing any abuse of unemployment benefits.

  
  

  In addition, we receive information on the wages of members from the national Incomes Register (Act on the Incomes Information System, section 13)

In addition:

• The Tax Administration annually provides the fund with the withholding tax data of the members

• Kela provides the fund with data on the benefits paid by Kela concerning the applicants for a benefit

• The Population Information Centre provides the fund with data on the members’ address and children and the death of members

• The labour administration provides the fund with labour policy statements concerning the members.

With regard to the mutual members of the General Unemployment Fund and the YTK Association, the membership and contact information is processed and received between the parties based on the consent given by the member.

YTK maintains the quality of the data by updating the personal data from information services such as the Tax Administration, the Population Register Centre and the TE Office. 

At YTK, the right of the personnel to process the personal data of members is determined by the authorisation for use in accordance with the description of duties of the member of personnel. External service providers authorised by YTK can also process personal data to a limited extent. They process data for and on behalf of YTK. A binding agreement on processing has been drawn up by the parties, which takes the requirements concerning data protection and obligation of secrecy into account. The ownership of data is not transferred from YTK to the third party, and the third party does not have the right to use the data for purposes outside the assignment. In addition, we can disclose the personal data of members to the authorities under chapter 13 of the Unemployment Security Act. The disclosure is based on the law or the obligations concerning data protection.

For example, data is disclosed to:

• the Finnish Centre for Pensions

•  the regional tax office

• the Unemployment Insurance Fund (TVR)

•  the Social Insurance Institution of Finland (Kela)

• the Ministry of Economic Affairs and Employment and the Ministry of Justice

• the Finnish Financial Supervisory Authority

• the Social Security Appeal Board and the Insurance Court

• the police and courts of law

• insurance and pension institutions
  

In addition, we can disclose information to the Electronic Exchange of Social Security Information (EESSI) system between EU countries. With the member’s consent, we can also disclose information to other parties, such as the new unemployment fund of a member who has resigned or been dismissed, as well as the social welfare office.

With regard to the mutual members of the General Unemployment Fund and the YTK Association, the membership and contact information is processed and received between the parties based on the consent given by the member.

In principle, information is not transferred outside the European Union or the European Economic Area. In some situations, YTK may use resources and servers around the world while providing services. Therefore, YTK may transfer your personal data outside the country, in which the services are used, and possibly also to countries outside the EU and EEA, where the legislation does not provide special protection for personal data or where the legislation on data protection is very different. In these cases, YTK ensures that there is a legal basis for the transfer of information and that the personal data of the user is protected in accordance with the applicable legislation by using (if necessary), for instance, standard agreements approved by the appropriate authorities and requiring compliance with the appropriate technical and practical data protection measures.

YTK processes your personal data in this register as long as YTK has a valid basis for processing the data as described in section 4 of this privacy statement, as well as for a reasonable period afterwards.

YTK only collects personal data that is necessary and required for the purpose of processing. Data is not collected or stored in any larger amounts or for any longer time than required for this purpose.

Secure maintenance and disposal of the data storage media used for the processing of personal data guarantee that unauthorised third parties will not gain access to personal data. The IT hardware and data network are physically protected and located in locked and supervised premises. The data network is protected with a firewall and other technical means.

Only persons authorised by the controller have access to the register. Access to data, software and systems is limited by technical means (username, password) to persons that handle the duties of the unemployment fund. Access to premises where confidential information is processed or archived is only permitted to persons who need to access the premises to carry out their duties. The outer doors of the production premises are covered by a surveillance system. The employees are supervised through an access control system. The register users are bound by non-disclosure agreement and therefore must not pass on the data they process.

As the data subject, you have several options for influencing how your personal data is processed. We will respond to requests as soon as possible, within one month at the latest. If we need more time, we will contact you during the month. We ask you to contact the contact person mentioned in section 1 of the privacy statement with regard to exercising your rights.

Your rights include:

a) Right to access the personal data collected about you

All members of YTK can easily access their own data via YTK’s online service OmaYTK. In OmaYTK, they can also update their contact information and send secure messages to YTK.

Otherwise, requests concerning the personal data being processed can be made by sending a message to the address tietosuoja(a)ytk.fi, from which additional instructions will be sent. The access request must state in detail what information and during which period the person wants to access. As a rule, the access request is free of charge once per year.

b) Right to demand the rectification of incorrect personal data collected about you

If you notice any errors or deficiencies in your information, you can submit a rectification request to us. We recommend submitting the request via the OmaYTK service.

c) Right to request the erasure of your personal data

We are obliged to erase your personal data from our register upon your request, if one of the following criteria is met and other legislation or regulations by the authorities do not create an obligation to store the data:

• personal data is no longer needed for the purpose, for which it was processed;

• you withdraw the consent you have given, and there is no other legal basis for processing;

• you oppose processing due to your special personal circumstances, and there is no justified reason for processing;

• processing the data is against the law;

YTK may have a right based on the law or a legitimate interest to process your personal data for a certain period even after your membership has ended.

d) Right to request the restriction of processing of your personal data.

You do not have the right to restrict the processing of personal data in accordance with Article 18(1)(a) while we are carrying out the duties in accordance with the Unemployment Security Act, if your demand concerning the restriction of processing is clearly unfounded.

e) Right to transfer the information you have provided from one system to another

You have the right to receive the personal data you have submitted to YTK in a structured, commonly used and machine-readable format and the right to transfer said data to another controller.

f) Right to file a complaint with the supervisory authority

If a potential dispute concerning the processing of your personal data cannot be amicably resolved between you and YTK, you have the right to take the case to be resolved by the Office of the Data Protection Ombudsman.

Your permission concerns the following areas:

ytk.fi

Cookie notice last updated on 21.12.2020

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How to manage cookies

We do not save your cookie preferences on our website, but your consent is saved on your web browser. Your cookie preferences will be valid for 12 months, if you do not change your preferences. You can modify your consent given earlier at any time by returning to the cookie settings. You may have to refresh your browser for the new settings to enter into force.

Most web browsers allow you to manage cookies through the browser settings. If you wish, you can change the settings of your web browser so that either all or only such cookies that do not come directly from YTK’s service are blocked. If all cookies are blocked, the YTK online service may cease to function either completely or partially.

The third-party cookies found on our website follow the privacy policies of third parties. More information on the purposes of use of the data by third parties can be found in their respective privacy policies.

The Finnish law as well as EU law directly applicable in Finland, such as the General Data Protection Regulation of the EU, apply to the processing of this personal data file and the personal data included in it.

We understand the importance of data protection for our members and the visitors on our website, and we aim to stay in the vanguard of development in this respect, too. YTK can amend this data protection and privacy statement. The changes will be published on this page.