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Information about the processing of personal data contained in documents in the Office of the President of the Republic

Here you will find information about the principles of processing personal data in the Office of the President of the Republic and the person's right to view data about themselves.

Personal data

Personal data are any data that allow for a person to be identified. Personal data processing means any operations performed with personal data, except:
  • processing of the data of legal entities and agencies and processing of the data of a natural person if the data are processed in relation to their official duties; and
  • the processing of personal data on websites that are referred to on the website of the President of the Republic or the Office of the President of the Republic, but which are not managed by the Office of the President of the Republic.
Visits to the website of the President of the Republic and the Office of the President of the Republic

Only the following data of a visitor are collected and stored when they visit the websites:
  • the Internet Protocol (IP) address of the computer or computer network used;
  • the name and address of the Internet service provider of the computer or computer network used;
  • time of the visit (time, day, year); and
  • information about the parts of the website the person visited and how long they stayed there.
IP addresses are not tied to data that identifies the person. The collected data used for statistics that help develop the website further and make it more user-friendly. Data are stored for one year.

Legal documents of the President of the Republic. Legal documents of the resolution of the President of the Republic

Legal documents that regulate the rights or obligations of specific persons (e.g. directive on the assignment of rank) contain personal data. The proposal to issue the relevant legal document is submitted to the President of the Republic via the Office of the President of the Republic and any documents necessary for making the decision (supporting documents) will be enclosed. The supporting documents are forwarded by the agency that prepared them and the Office of the President of the Republic will collect additional data if necessary. If the legal document contains personal data, such data are usually also contained in the supporting documents of the relevant legal document. A legal document of the President of the Republic is forwarded to third parties pursuant to the distribution plan annexed to the Operations Procedure of the office of the President of the Republic.

The legal documents of the President of the Republic are published in the electronic Riigi Teataja, on the website of the President of the Republic and in the document register of the Office of the President of the Republic. No access via the Office's document register is granted to the supporting documents of the resolutions of the President of the Republic that contain personal data.

Request for explanation, request for information and other correspondence (inquiries)

Personal data are used to respond to persons who send inquiries. If queries have to be made in order to respond, the Office of the President of the Republic discloses personal data to the minimum extent necessary.

When the Office of the President of the Republic receives an inquiry responding to which is in the competency of another authority, the inquiry is passed on to such other authority. The person who sent the inquiry is informed that the inquiry has been passed on.

Correspondence may also be used internally to assess the quality and quantity of work. The Office of the President of the Republic only publishes statistics and summaries of correspondence whenever necessary and without naming any persons.

The data of correspondence can be accessed in the document register of the Office of the President of the Republic pursuant to law. The inquiries of natural persons and the responses to them are generally given generalised titles in the public view of the document register and more detailed titles in the internal view in order to make work easier.

In the course of responding to a request for information submitted in order to view correspondence, the Office of the President of the Republic conceals the information subject to the access restriction set forth in § 35 of the Public Information Act.

Irrespective of access restrictions a document is issued to an agency or person that has direct legal access rights (e.g. bodies conducting pre-trial proceedings or courts).

Correspondence with private persons is stored in the Office of the President of the Republic for five years. The documents are destroyed or given to the National Archive after the expiry of this deadline. If an access restriction is established on a document, the National Archive will not allow access to the document until the expiry of the restriction established on the basis of the Public Information Act.

Traineeship and job applications submitted to the Office of the President of the Republic

All applications contain personal data (e.g. application with enclosed documents, correspondence with the applicant, information about the applicant obtained from public sources). Regarding the data of other persons given by the applicant in their documents, the Office of the President of the Republic presumes that these have been given in accordance with the Personal Data Protection Act and, for example, the Office of the President of the Republic has the right to contact the persons named in the documents for references.

The correspondence associated with applications is logged in the document register of the Office of the President of the Republic, where the register data and initials of the applicant are displayed, but no public access to the documents is granted. All documents submitted by applicants are subject to access restrictions. Information about a person in a competition is also not subject to disclosure. Information about hiring persons is public.

Persons involved in the relevant decision-making process are allowed to access documents in the Office of the President of the Republic.

Documents subject to registration that contain data are stored according to the document storage deadline stated in the list of documents. Any additional documents obtained by the Office of the President of the Republic but not registered are destroyed when they are no longer necessary.

Contracts entered into by the Office of the President of the Republic

Contracts entered into with natural persons contain personal data that are partially data the disclosure of which may breach the person's privacy (e.g. contact details). The person who submits the relevant request for information is given access to the contracts entered into with natural persons.

Sending personal data to other agencies and persons

Except for the cases listed above, personal data with limited access may only be sent to an agency or person that has the direct legal right (e.g. courts or bodies conducting pre-trial proceedings) and justified need to access the data.

The right to view one's own data. The right to demand correction of incorrect data

Everyone has the right to view the personal data that the Office of the President of the Republic has obtained about them. A request for the data can be sent if the personal data are not disclosed on the website. If possible the data is issued in the manner requested by the person within five days of the registration of the request. The Office of the President of the Republic must identify the person if the personal data are subject to an access restriction. A fee of up to €0.19 per issued page from the 21st page onwards can be charged for issuing the data on paper.

A request is rejected if it satisfaction may:
  • damage the rights and freedoms of another person;
  • obstruct the prevention of a crime or the apprehension of an offender;
  • make ascertaining the truth in criminal proceedings more difficult; or
  • threaten the protection of the secrecy of a child's filiation.
Everyone has the right to demand correction of incorrect personal data.

If the Office of the President of the Republic (no longer) has the legal right to use the personal data, you may demand that the use of such data be terminated or the data be deleted.

A person has the right to file a challenge or complaint about the activities of the Office of the President of the Republic in data processing with the Data Protection Inspectorate or to file a complaint with an administrative court.