How do we keep your personal data?

The activities of the Chancellor of Justice as the Ombudsman for Children in Estonia are public. The public documents created in the course of the Chancellor’s work can be viewed on the Chancellor’s and Ombudsman's for Children websites and via the public document register.

 

In the performance of everyday duties, the Chancellor of Justice receives information that may contain personal data, incl. data that is sensitive and concerns a person’s private life. The Chancellor of Justice may gain possession of your personal data when you contact the Chancellor or are a party to proceedings carried out by the Chancellor.

 

Below, we describe the purpose for which the Chancellor of Justice uses your personal data; how keeping this data is organised in the Office of the Chancellor of Justice; the cases in which we may pass your personal data on to third parties; and your rights when your personal data is processed.

 

The principles described do not apply to processing data that belongs to legal entities or other agencies, and they do not cover processing personal data on the websites referred on our website (external links).

 

How do we keep your personal data if you have contacted us?

The Office of the Chancellor of Justice uses its access to private personal data only for the performance of the Chancellor’s duties and in order to respond to your inquiries.

 

All inquiries and related correspondence are registered in the document register of the Chancellor of Justice. Data is disclosed in the public view of the document register according to the requirements set forth in the Public Information Act. If a letter is sent by a private person, we only disclose the person’s initials, and the basis and term of the access restriction in the document register. Inquiries made by private persons and our responses to them are not accessible in the public view of our document register, unless you have asked for your correspondence to be made public.

 

If you send us a letter as the representative of a legal entity or an agency and give your personal contact details in the letter, then your contact details will be visible in the public view of our document register, because we do not presume that you acted as a private person when we receive the letter.

 

Access restrictions apply to correspondence with private persons. If someone wants to view a document that was sent to us and that contains private personal data, they may submit a request for information to us. Once we receive it, we issue an extract of the document that excludes data to which access is restricted. We make personal contact details (postal address, telephone number, e-mail address, etc.) illegible when we issue the document. In other respects, access to a document is restricted on the basis of its content. The possible bases for access restrictions are stipulated in § 35 of the Public Information Act. The Chancellor of Justice also has the right to classify correspondence that concerns private persons as internal on the basis of subsection 23 (8) of the Chancellor of Justice Act.

 

Access to documents can also be restricted in the Office of the Chancellor of Justice, depending on the sensitivity of the document’s content. In cases like these the document can only be accessed by the officials who need it for the performance of their duties.

 

Irrespective of established access restrictions we issue the document to the agency or person who is entitled to request this pursuant to law or who needs it for the performance of their official duties (e.g. the person who conducts pre-trial proceedings or a court). The agency or person may not pass restricted information on to third parties without the permission of the Chancellor of Justice.

 

If we have to send inquiries to a third party in order to respond to you, we will disclose your personal data only to the extent that is absolutely necessary. If you have sent us an inquiry that we are not competent to answer, we will pass it on to the necessary agency and inform you of this by sending you an official letter. We use the address you gave us to deliver our response to you. The responses we send by e-mail are not encrypted.

 

The Chancellor of Justice has the right to publish the content of a processed inquiry and the result of the proceedings in mass media or in any other manner without disclosing the data that make it possible to identify persons. The opinions of the Chancellor of Justice as the Ombudsman for Children can be found on our website (available only in Estonian). The details of the addressee and any other information that makes it possible to identify a person are removed from these where necessary. Opinions with sensitive content are not disclosed on the website.

 

How do we keep your personal data if you visit our website?

Information about visits to our website is collected for statistical purposes. We use the Google Analytics web analysis tool on our websites, which collects general data on how visitors use them. For example, Google Analytics collects data on visitors’ geographic location, web browser and version of their computers’ operating systems, the time and duration of their visits, the number of visits to the websites and movement between them. We can see the collected data only in non-personalised format. We use the information obtained to make our website more user-friendly.

 

How do we keep and use your personal data if you apply for a job or traineeship with us?

If you apply for a job or traineeship with us, we proceed from the data disclosed by the applicant and public sources (e.g. information disclosed about you on the Internet). If you include references in your CV, we assume that we can communicate with the persons named by you. Only the persons involved in the recruitment process may access the collected information.

 

You also have the right to know what kind of data we have collected about you in relation to your application. You have the right to view the data we collected, and give explanations or make objections. We do not disclose data that concerns other applicants.

 

We preserve your data only with your consent if your application was unsuccessful. The information of applicants is restricted information, which third parties (incl. competent agencies) may access only in cases stipulated by law.

 

How can you view the data we have collected about you?

If you would like to view the data we have collected about you, you must submit an application that you have signed by hand or digitally so that we can be certain of your identity when we issue the personal data. Any data collected about you is issued only to you. We issue your personal data to third parties only if they are entitled to receive such information by law.

 

We issue your data to you in the manner you requested within five business days of receipt of your application. We may ask you to pay up to 0.19 euros per page from the 21st page in order to cover the cost of photocopying.

 

We refuse to satisfy your application if doing so could:

  1. damage the rights and freedoms of another person;

  2. obstruct the prevention of a crime or apprehension of a criminal;

  3. make it difficult to determine the truth in criminal proceedings; or

  4. threaten the protection of the secrecy of a child’s parentage.

 

You have the right to demand that we correct incorrect personal data and stop processing your personal data (if we no longer have a legal basis for using it). All you need to do is submit a relevant application that you have signed by hand or digitally.

 

You have the right to appeal to the Data Protection Inspectorate or a court if you feel that your rights have been violated in the processing of your data.