Processing of personal data when sending a secure email message

Before you can send a secure email message, the receiving authority must register your email address in the shared secure email service of the administrative branch of the Ministry of Justice. After the registration, you will receive a personal link to your email address, which will direct you to a protected environment for sending your secure email. Your message will not be sent from your own email nor will you receive the reply from the authority in your own email; instead, all communication takes place in a protected environment. The messages you receive in your email only contain links to a protected environment: a link for sending secure email messages, and a link to received secure email messages.

Secure email messages are individual messages that are removed from the service within 30 days. The secure email service does not have a separate mailbox for secure mail. If you think you may need the secure email message or attachment file that you have received later, save it by clicking on the Save button at the bottom of the page, or take photographs.

The purpose of the secure email service is to enable secure communication between the customer and the authorities. Your email address will be stored in the shared secure email service of the administrative branch of the Ministry of Justice for 30 days from the date on which your address was registered. When your email address is registered, the IP address of your device will also be stored in the information system's log. The communication log data are stored separately and used only to enable the provision of the secure email service and to investigate any disruptions and information security incidents as provided in the Act on Electronic Communication Services.

The processing of personal data in connection with the use of the secure email service is necessary in order for the controller to comply with its legal obligations (Article 32 of the EU General Data Protection Regulation, section 31 of the Act on the Processing of Personal Data in Criminal Matters and in Connection with Maintaining National Security, section 5 of the Act on the Provision of Digital Services). The technical services are provided by the Government ICT Centre (Valtori) and its contractual partner Erillisverkot Group, which is a wholly state-owned company.

For more detailed information on the processing of personal data in connection with the secure email service, please contact the authority to which you are sending the message. The authority in question acts as the controller responsible for the processing of your personal data. Contact details for the authority and its data protection officer are available on the authority's website. Everyone has the right to lodge a complaint with the Data Protection Ombudsman concerning the processing of their personal data. For more information, please see: www.tietosuoja.fi.