Respective responsibilities of joint controllers

When the Ministry of Justice processes personal data in the Government's shared information systems, the Ministry of Justice and the Prime Minister's Office are joint controllers.

The Ministry of Justice uses the following shared information systems:

  • Government Case Management System VAHVA, in which letters from citizens, requests for information and other communications are stored, as well as Oskari and Vilma, the former case management systems of the Ministry of Justice
  • EU affairs case management system EUTORI
  • Government's joint publication platform YJA
  • Government intranet Kampus
  • Government’s project management tool Gateway to Information on Government Projects
  • Government electronic decision support system PTJ
  • Government's service order and management system Virkku.

The Government has determined the responsibilities of each joint controller. The Ministry of Justice and the Prime Minister's Office are responsible for ensuring that personal data are processed in accordance with the European Union’s General Data Protection Regulation and applicable national legislation. Regardless of joint controllership, a legal basis must exist for the disclosure of personal data between the Ministry of Justice and the Prime Minister's Office.

The Ministry of Justice bears responsibility for its own official activities, including the accuracy of data and the implementation of the rights of data subjects. The Prime Minister's Office is responsible for the following data protection issues in respect of the shared information systems:

  • ensuring that the technical means have a legal basis for processing personal data in accordance with the data protection legislation
  • ensuring an appropriate level of security and guaranteeing the confidentiality of services
  • ensuring that contracts with processors have been concluded in accordance with the General Data Protection Regulation
  • ensuring that the systems comply with data protection principles
  • carrying out the necessary data protection impact assessments

Users of the services of the Ministry of Justice may exercise their data protection rights equally in respect of each of the joint controllers. Contact details related to data protection at the Prime Minister's Office can be found here.