This page describes the processing of data in ARA's queue number register. This page concerns the processing of citizens' data.
The queue number register has been published on August 30, 2023.
Go to the queue number register
Data controller and data protection officer
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Registrar: The Housing FInance and Development Centre of Finland ARA, Kirkkokatu 12/ P.O. Box 30, 15141 Lahti
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Representative of the registrar: Minna Kärkkäinen
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Data Protection Officer: Hanne Vikström, tietosuojavastaava.ara(at)ara.fi
Purposes of Processing
The processing is based on the legal obligation of the data controller.
According to section 15 of law for the right-of-occupancy housing (393/2021), ARA is the maintainer of the queue number register. A person applying for a right-of-occupancy must apply for a queue number from ARA. When applying for a queue number, the applicant or applicants provide their names and personal identification numbers to identify the queue number. The queue number is valid for two years from the date of issuance. The validity of the queue number also expires when the applicant enters into a right-of-occupancy agreement with the allocated queue number.
According to law for the right-of-occupancy housing, ARA's responsibilities include overseeing resident selections, determining usage fees, as well as the use and transfer of right-of-occupancy apartments. For statutory tasks, ARA collects information in the queue number register about right-of-occupancy holders, the usage of right-of-occupancy apartments, and the amounts of usage fees.
Description of Registered Groups and Personal Data Groups
The queue number register contains the names, personal identification numbers, addresses, phone numbers, and email addresses of individuals applying for an order number.
Additional information stored for those applying for an order number includes:
- number of family members
- names and personal identification numbers of adult family members
- information about the desired right-of-occupancy apartment
Also recorded in the register is information regarding the use of the order number.
Furthermore, the following information about right-of-occupancy holders is stored in the register, either during the tenant selection process or upon property allocation:
- nnmes, personal identification numbers, addresses, phone numbers, and email addresses of individuals who have signed the right-of-occupancy agreement
- number of family members under 18 years of age
- names and personal identification numbers of family members aged 18 to 54
- family's asset information
- information about the right-of-occupancy apartment: location, area, right-of-occupancy fee, and the amount of usage charge at the time of agreement
The registered individual or their authorized representative is responsible for entering the necessary information required for obtaining the order number. The remaining information in the register is entered by the housing cooperative.
Groups to Whom Personal Data Has Been or Will Be Disclosed
Housing cooperatives processing personal data from the queue number register. According to section 15 of the law for the right-of-occupancy housing, housing cooperatives are required to verify the validity and accuracy of the queue number from the queue number register when offering an apartment to an applicant who holds an order number. The housing cooperative records the use of the order number in the register when the housing applicant accepts the right of occupancy to which the order number entitles them.
Agreements regarding the processing of personal data have been established with housing cooperatives.
Information collected during tenant selection can be disclosed to municipalities in an anonymized form for housing policy information needs and urban planning purposes.
Transfer of Personal Data to Third Countries or International Organizations
Personal data will not be transferred to third countries or international organizations.
Data Retention Periods
Personal data will be retained for five years.
Description of Technical and Organizational Security Measures
A. Manual Material
Manual material is handled by individuals with information security training. The data within the register is protected against unauthorized access, modification, and destruction.
B. Digitally Processed Materials
Data within the register is safeguarded against unauthorized access, modification, and destruction. The protection is based on access control management, technical security measures for databases and servers, physical security of premises, access control, communication protection, and data backup. Access to and handling of data are granted based on job responsibilities.
System access is based on personal user accounts. Equipment and data are physically located within the EU territory.
Rights of the Registered Individuals
Right to Inspection
The registered individual has the right to request access to information concerning themselves, meaning they can review the data stored in the personal data register. Information related to applying for an queue number can be reviewed by logging into the queue number register. A request to inspect one's own information can also be sent to ARA's registry office. Proof of identity must be provided. Below are the contact details for ARA's registry office.
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Telephone (switchboard): 029 525 0800
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Email: kirjaamo.ara(at)ara.fi
Right to Rectification of Data
The registered individual has the right to have inaccurate and erroneous personal data corrected. The registered individual can update information related to applying for an queue number by logging into the queue number register. Alternatively, a request for rectification can be made in writing to the contact person of the register. The rectification request must specify the data to be corrected and provide the exact modification or addition. Proof of identity must be provided.
Limitations of the Registered Individual's Rights
Personal data is processed in the queue number register based on the legal obligation of the data controller. Therefore, the registered individual does not have the right to request the erasure or transfer of their personal data to another system, and generally does not have the right to object to the processing of their personal data.
Right to Lodge a Complaint with a Supervisory Authority
The registered individual has the right to lodge a complaint with the Data Protection Ombudsman if they believe that the processing of their personal data violates the EU General Data Protection Regulation.
Contact Information for the Data Protection Ombudsman's Office:
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Address: Lintulahdenkuja 4, 00530 Helsinki
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Mailing address: P.O. Box 800, 00531 Helsinki
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Email: tietosuoja(at)om.fi
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Switchboard: 029 566 6700
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Registrat: 029 566 6768
For more information on how to file a potential complaint, please visit the website of the Data Protection Ombudsman's office at tietosuoja.fi.