Data processing conditions
This information on personal data processing has been compiled to meet the requirements of the controller set forth in Article 12, "Transparent information, communication and modalities for the exercise of the rights of the data subject" of the General Regulation on the Protection of Personal Data 2016/679 of the EU and to inform natural persons about the principles of personal data processing and the guarantee of rights.
About the processing of personal data in the Social Insurance Board in general
Personal data is any data that makes it possible to identify a person.
The processing of personal data is any act performed on personal data.
The Social Insurance Board, as a processor of personal data, processes personal data only to the extent necessary to fulfill the tasks set out in the Statute of the agency. In performing these tasks, we collect personal data, including sensitive and private information.
When processing personal data, we are based on Regulation (EU) 2016/679 of the European Parliament and of the Council, the Personal Data Protection Act, other legislation regulating data protection, and the instructions of the Data Protection Inspectorate.
We process your personal data, for example, if:
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you visit our website
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you call the helpline
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you send us an application, request, challenge
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you participate in surveys, studies
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you participate in the training organized by us
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you contact us through self-service
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you apply for a job with us
How do we store your personal data?
The activities of a state institution are public. Our documents can be accessed through the document register or by submitting an information request. We also publish on our website the injunctions and appeal decisions that have entered into force.
These explanations do not concern the storage of data by legal entities and other institutions. Also, the data protection conditions in front of you do not concern the processing of the data of a natural person, i.e., the data subject, if the data is processed in connection with their official duties.
They do not yet include the processing of personal data on foreign websites that are referred to on our website (external links).
We process personal data only to the extent that is minimally necessary to fulfill the objectives imposed on the agency by legislation.
With our internal work organization, we also try to ensure that your private life is infringed on as little as possible; we base the processing of personal data on the principles of purposefulness, transparency, and minimality. We also require our cooperation partners to follow the same principles.
When processing personal data, we implement security measures that protect them from illegal access, accidental loss, and destruction. For this reason, we also keep your personal data only for the prescribed time, and then it is deleted.
You can send us an appeal by e-mail, on paper (unregistered letter), or through the self-service environment that is available on the social insurance website.
To submit a request through the self-service environment, you must authenticate yourself with an ID card, Mobile ID, or Smart ID. You can find more information about applying through self-service here.
We use your personal data to respond to you. If we have to make inquiries from someone else to respond to you, we will disclose your personal data only minimally and to the extent necessary.
In the public document register published on our website, the names of private individuals are visible as initials. The content of the request, the title, and your name are visible only in the internal document register. We do this to protect your privacy, as we are often contacted about sensitive topics.
The agency collects information to fulfill the tasks assigned to the agency by law, and the information we have is subject to the Public Information Act. This law stipulates that anyone can re-use information without access restrictions on the website and in public databases for their commercial or other private interests. For re-use, information can be downloaded as machine-readable and mixed with information collected elsewhere.
Correspondence with private individuals is mostly access-restricted.
The Social Insurance Board also imposes access restrictions on all documents related to personal data. If the letter contains information that may harm the privacy of a person or other data, access to which is not permitted under the law, access restrictions will also be imposed on it.
If necessary, the sender of the letter imposes an access restriction on a letter received from another institution.
If someone wants to get acquainted with the documents and file of your correspondence or administrative procedure and submits a request for information, upon receiving the request for information, we will review whether the requested document/data can be released in full or if it must be released in part. Restricting access depends on the content of the document/data.
Possible grounds for access restrictions are set out in § 35 of the Public Information Act. Regardless of the access restriction, we will issue the documents/data to an institution or person who has a direct legal right to request it (e.g., an investigative agency, an extrajudicial procedure, or a court).
If we have to issue your own access-restricted personal data to answer you, we must be convinced that your identity opens in a new tab. Therefore, we ask you to sign your request by hand or digitally.
If you have sent us a request that another institution is responsible for answering, we will forward it there. We will definitely inform you about the forwarding
If you contact customer service, contact us via self-service or call the helpline, we will ask for your feedback in order to ensure and improve the quality of customer service, and we will use the recommy platform for this in written form.
We store recorded phone calls and data collected for feedback purposes for six months, after which the calls and said data are deleted.
When you visit our website and read the information there, we collect and store the following data about you:
- the Internet address (IP address) of the computer or computer network used by you, from which the name and address of the Internet service provider of the computer or computer network used can be derived;
- the software version of the aforementioned computer's web browser and operating system;
- time of visiting the website (time, date, year).
The Social Insurance Board does not associate IP addresses with personally identifiable information.
We collect and store data about which part of the website you visit and how long you stay there. We use this data to compile visitor statistics in order to develop our website based on it and make it more visitor-friendly.
Read more about the cookies used on the Social Security Board's website cookies page.
You have the right to access the data we have collected about you. If you want to see the data, submit a handwritten or digitally signed application to us so that we are convinced of your identity when issuing personal data.
You have the right to request the correction of incorrect personal data and the termination of the processing of your personal data if we no longer have a legal basis for using your personal data or if the data processing is based on consent.
If you discover that the information we have about you is incorrect or needs to be supplemented, please submit a (digitally) signed or paper-signed and justified request to correct or supplement the incorrect data.
You also have the right to request the restriction of personal data processing (for example, for the period when you have contested the correctness of the data), termination, or deletion when there is no longer a legal basis for processing the data. For this purpose, submit a justified and (digitally) signed or paper-signed application.
You have the right to object to the processing of your data. For this purpose, submit a justified and (digitally) signed or paper-signed application.
The right to see your data and receive information about the persons to whom we have transferred your personal data may be restricted by the Board if the provision of data or information to you may:
- harm the rights and freedoms of another person,
- hinder the prevention of a crime or the capture of a criminal,
- make it difficult to find out the truth in criminal proceedings,
- endanger the protection of the secret of the child's parentage.
In the case of non-distribution of data, you have the right to appeal our decision to the Data Protection Inspectorate or appeal to an administrative court.
In all questions related to the processing of your personal data at the Social Insurance Board, you will receive an answer from our data protection specialist. Please write to [email protected].
Social Protection Information System (SKAIS) is a national database. This is where the data comes on the basis of requests for social benefits or services submitted by you and from other state databases during data exchange between information systems.
Employees of the Social Insurance Board use the data in their work in accordance with their duties.
The release of data to other databases or to another institution takes place only if it is intended for the performance of tasks prescribed by law, treaty, or other legislation.
The controller of the information system is the Social Insurance Board.
The processors of the information system are the Health and Welfare Information Systems Center and the Tax and Customs Board.
The release of data to other databases or to another institution takes place only if it is intended for the performance of tasks prescribed by law, treaty, or other legislation.
The answers are issued by the institution using STAR, which has access to the relevant data.
The controller of the register is the Social Insurance Board.
The processors of the register are local governments, social service providers, and the Health and Welfare Information Systems Center.
In all questions related to the processing of your personal data at the Social Insurance Board, you will receive a response from our data protection specialist. Please write to the e-mail address [email protected].
We will respond to inquiries about the use of personal data as soon as possible and no later than one month after receiving the request.
Last updated: 26.10.2023