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PRIVACY STATEMENT

Article 13 of the General Data Protection Regulation of the European Parliament and of the Council (EU) 2016/679

Prepared on 18 March 2019, updated on 14 October 2025

Controller

Pharmaceuticals Pricing Board
Meritullinkatu 8
00023 Government, Finland

Email hila.stm(at)gov.fi
Telephone +358 295 16001 (Government switchboard)

Contact person in register-related matters

Ulla Kurkijärvi
Meritullinkatu 8
00023 Government, Finland

Email hila.stm(at)gov.fi
Telephone +358 295 16001 (Government switchboard)

Data Protection Officer

Lassi Kauttonen
Meritullinkatu 8
00023 Government, Finland

Email: tietosuojavastaava.stm(at)gov.fi
Telephone +358 295 16001 (Government switchboard)

Name of the register

HILA case management system

  • Company representatives that have submitted applications
  • Private persons that have submitted applications
  • Members of the Pharmaceuticals Pricing Board
  • Members of the Expert group
  • Representatives of the Social Insurance Institution (Kela) submitting opinions
  • Secretariat of the Pharmaceuticals Pricing Board.

Purpose of the processing of personal data

Personal data is processed to manage reimbursement status and price matters specified in the Health Insurance Act.

Legal basis for the processing of personal data

Chapter 6 of the Health Insurance Act (1224/2004)

Register data content

HILA case management system

  • Company representatives that have submitted applications: names, contact details (work) and personal identity codes
  • Private persons that have submitted applications: names, contact details, personal identity codes and specific personal data (such as health details) presented in the applications
  • Members of the Pharmaceuticals Pricing Board: names, contact details and personal identity codes
  • Members of the Expert group: names, contact details and personal identity codes
  • Representatives of the Social Insurance Institution (Kela) submitting opinions: names and personal identity codes
  • Secretariat of the Pharmaceuticals Pricing Board: names, user IDs.

Regular data sources

Details of the company representatives and private persons: Suomi.fi services maintained by the Digital and Population Data Services Agency, customers’ own notifications and applications for reimbursement status and prices.

Details of the Pharmaceuticals Pricing Board and expert group members: Suomi.fi services maintained by the Digital and Population Data Services Agency and the members’ own notifications.

Details of the representatives of the Social Insurance Institution (Kela) submitting opinions: Suomi.fi services maintained by the Digital and Population Data Services Agency.

Details of the secretariat of the Pharmaceuticals Pricing Board: job descriptions and employer’s user directory.

Regular data disclosures

Personal data is disclosed to the financial administration for the purpose of invoicing processing fees and remunerations. Personal data is disclosed to the representatives of the Social Insurance Institution (Kela) submitting opinions for the purpose of requesting opinions as specified in the Health Insurance Act. When decision-related documents are submitted, personal data of the secretariat, members of the Pharmaceuticals Pricing Board and any parties submitting opinions are disclosed.

Disclosing personal data to third countries and international organisations

Personal data is not disclosed to third countries or international organisations.

Retention period of personal data or criteria for determining it

The names, contact details and personal identity codes of the Pharmaceuticals Pricing Board and the Expert group members are deleted when the membership ends.

The name and personal identity code of a person submitting statements are deleted when this person’s task as the person submitting statements ends.

The personal identity codes of the persons serving in the Pharmaceuticals Pricing Board’s secretariat are deleted when the employment relationship ends.

All other data is stored permanently. Decision AL/17459/07.01.01.03.01/2016 of the National Archives of Finland.

Will the data stored in the file be used for purposes other than those for which they were collected?

No, there is no other purposes of use.

Principles for registry security

Manual material

Any manual datasets that are entered in the register or printed are stored in a locked space. Unnecessary manual data is destroyed in a secure manner. Only persons who have been authorised by the controller have access to personal data, and they are bound by the secrecy obligation.

Digitally processed data

Only persons who have been authorised by the controller have access to personal data, and they are bound by the secrecy obligation. The information network and ICT equipment where the file is located are protected by using technical measures. The ICT equipment is located in locked and supervised premises.

Right of access

Data subjects have the right to check what data about them has been entered in the file. The request must be addressed in writing to the party mentioned under ‘Contact person in register-related matters’.

Right to rectification

The data subject has the right to demand the correction of inaccurate data concerning them kept in the register. The request must be addressed in writing to the party mentioned under ‘Contact person in register-related matters’.

Right to submit a complaint to a supervisory authority

The data subject has the right to submit a complaint to the Data Protection Ombudsman.

Other rights

Personal data is not used or disclosed for direct advertising, distance sales or other direct marketing, market research, opinion polls, or for public registers or genealogical research.

This page was updated on 25th March 2026.