Caption of Register

Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and Data Privacy Act

Tenant and customer register of Turku City

1. Administrator of the register
City of Turku, Real estate management centre
2. Contact person of the register
Service Manager, Harri Malkki, Puutarhakatu 1, 20100 Turku, tel 040 3578074.
Eligible employees of Real estate management centre can give information of the register within the limits of the law.
3. Name of the Register
Customer register of Kiinteistötieto
4. Meaning of handling personal data
1.Tenant and customer register
2. Managing of tenant and customer relationship matters
5. Content of register (register’s purpose of use)
1. Flat information
2. Tenant’s first and family names
3. Date of birth and/or social security number
4. Educational institution in home country and in Finland
5. Sex
6. Home country, city and street address
7. Contact information: phone number and email
8. Exchange program
9. Contact person in host institution
10. Accommodation period
11. Comments regarding one’s wishes about accommodation
12. Rent accounts payable and receivable
6. Normal sources of information
1. Information given by the customer. Other information can only be obtained after specific acceptance from the customer or his/her legal representative.
7. Information transfers by the regulations and information transfers outside EU and EEA
1. To the City Board, employees and accountants of Real estate management centre for running their work tasks.
2. To the person whose work is running the Retrodorm matters regardless his/her employer
3. For the tenant in question if he/she asks for this; for example when applying for housing allowance from Kela or visa.
4. To Kela for paying housing supplement or housing allowance (Kela uses indentity number as identifying data).
5. To apartment authorities of the City of Turku for checking tenants’ rights of residence.
6. To other authorities, for example police and fire department.
7. To security company regarding door openings and lost keys.
8. To person in charge of the postal services (name and room information)
9. To the universities in co-operation
10. Information is not given outside EU, EEA and those countries which EU Commission has recognized adequate level of protection.
8. Principles of protecting the register
Real estate management centre’s employees take care of the proper protection of the register and that only eligible persons can change information in it. It requires user name and passwords to get access to the register.
9. Right to audit personal data
1. Customer has a right to see his/her information in the register. If requested one can have written copies. Using the right to audit personal data and the copies are free if it’s been over a year since the last audit request (Henkilötietolaki 523/1999 26§).
2. The right to audit personal data can only be denied on the grounds found in the law. Grounds for decline can be for example that auditing personal data might compromise one’s rights or someone else’s rights. If the right to audit is declined  the customer must have a written certificate about the matter and he/she has the right to contact the privacy commissioner, address: Tietosuojavaltuutetun toimisto, PL 315, 00181 Helsinki. The privacy commissioner can give an order to the administrator of the register to give the right to audit personal data (Henkilötietolaki 523/1999 27§).
3. The request to audit personal data must be performed by a signed document or with a similar secured document or personally to the administrator of the register (Henkilötietolaki 523/1999 28§).
4. The request of audit personal data must be delivered to:
Turun kaupunki, Tilapalvelukeskus
PL 355
20101 Turku
via email: turun.kaupunki@turku.fi
Street address: Puolalankatu 5, Turku
10. Right to demand correction to the personal data
1. The administrator of the register must unprompted or if requested, without uncalled delay, correct, delete or backfill unnecessary, insufficient or undated information on the register (Henkilötietolaki 523/1999 29§).
2. Customer has a right to demand correction for incorrect information. For example HetiL 30§ regulates one’s right to forbid use of personal data (concerning marketing etc.).
3. If the request of data correction is declined, the customer will be given a written certificate about the matter and he/she has the right to contact the privacy commissioner, address: Tietosuojavaltuutetun toimisto, PL 315, 00181 Helsinki. The privacy commissioner can give an order to the administrator of the register to correct the incorrect data (Henkilötietolaki 523/1999 29§).
4. The request for correction must be in written form and addressed for the administrator of the register. On the request, the customer must specify the information which is incorrect, what is the right information and what is suggested way to correct the incorrect data.
5. The request for correction personal data must be delivered to:
Turun kaupunki, Tilapalvelukeskus
PL 355
20101 Turku
via email: turun.kaupunki@turku.fi
Street address: Puolalankatu 5, Turku
11. Director of the registers
1. Tietoturvapäällikkö Janne Mutanen, email; firstname.lastname@turku.fi, phone: 040 6491280
12. Person in charge of the unit that keeps the register
1. Rental Manager Tiina Aaltonen
13. Legal grounds for handling personal data
1. Based on the (rental) contract
2. Legal obligations
3. For the rights and benefits for the both parties of the contract
14. Data processing systems
1. Kiinteistötieto
2. Rental contract archive
3. Excel files
4. Questionaire programme
15. Retention period
1. For the time being
16. Use of register
1. Daily

 

 

If you have non-urgent questions, please submit them by e-mail: retrodorm@turku.fi

For tenants:

Retrodorm's phone: +358 40 673 1251

Janitor's phone: +358 400 361 741
Check the janitor's working hours from the Tenant's guide

Janitor's emergency phone for evenings and weekends:
+358 50 383 0079 (For defects that require immediate action only) Please note: This number is not for door opening.

Key service (evenings and weekends) AVARN Security company: +358 2 2624 999 Check the prices from the Tenant's guide

National Emergency number (Police, Ambulance, Fire department) 112

The Retrodorm Virvoituksentie 3 FI-20720 TURKU FINLAND E-mail: retrodorm@turku.fi Tel: +358 40 673 1251 TURKU CITY REAL ESTATE MANAGEMENT CENTER