Responsibility for personal data
The Government Offices (corp. ID no 212100-3831) is the personal data controller for the processing of personal data and is responsible for ensuring that personal data is processed in accordance with the applicable legislation.
The principle of public access to official documents
The Government Offices is a central government authority. Communications that are sent to us become official documents and may in future be released in accordance with the principle of public access to official documents.
Legal basis for processing personal data
To process personal data, there must be support for this in the applicable data protection regulations, a 'legal basis'. This means that for the Government Offices' processing to be legal, this processing has to be necessary to fulfil obligations under an agreement with you, to fulfil legal obligations, to protect interests that are of fundamental importance to the data subject or for another natural person, or to perform a task that is in the public interest or part of the exercise of public authority. Personal data may also be processed if consent has been given.
All processing must be recorded in a joint register. This enables the Government Offices to systematically check that processing has a legal basis. The different ministries, the Prime Minister's Office and the Office for Administrative Affairs are responsible for updating the register. To access the register, contact the Legal Secretariat at the Office for Administrative Affairs.
Collection and processing of personal data
The Government Offices only collects and processes personal data that is relevant for the stated purposes of the registers held.
The Government Offices' processing of the personal data of employees and contractors
As an employer, the Government Offices is permitted by law to process the personal data of employees and contractors to the extent necessary to fulfil its obligations under the employment agreement or contract.
The Government Offices' processing of the personal data of job applicants
Personal data will only be used within the Government Offices for recruitment purposes and statistical follow-up. The data can only be accessed by people who work on recruitment.
By applying for a position via the Government Offices' recruitment tool, you are providing consent to personal data processing via the internet. Data you provide in connection with your application, CV, personal letter and other information will be stored in the recruitment database for two years after the recruitment is completed, in line with the Government Offices' regulations on culling documents. The personal data of people who are recruited will be kept.
At the Government Offices this is carried out by a 'personal data processor'.
The Government Offices' processing of personal data for orders of information material, newsletters, subscriptions and registration to training courses and conferences
Personal data (name, address and email) submitted in connection with a subscription or an order of information material is stored only for as long as you are a subscriber or as long as it takes to send you your order. You consent to this personal data processing and can terminate your subscription whenever you choose.
Personal data (name, address, telephone number and email) submitted in connection with registration for training courses, conferences and other events is stored only for as long as is necessary for the administration of the course or conference.
In some cases, a personal data processor at the Government Offices does this.
Periods of retention
Personal data is regularly removed, culled and de-identified. The personal data collected by the Government Offices is processed for various purposes and thus retained for varying periods of time depending on what it is to be used for and obligations under law. However, personal data is never retained for longer than is necessary for the purposes for which it is being processed.
Employees' personal data is deleted shortly after the end of their employment. This applies, for example, to employees' email accounts or information about employees on websites. It may be necessary to retain other personal data for longer, such as information necessary for the payment of pensions.
Will personal data be released to other recipients?
Official documents can be released under the principle of public access to official documents to journalists and private individuals who ask to see them. The Government Offices is obliged to submit personal data to the Swedish Agency for Government Employees, the Swedish Tax Agency, the National Government Employee Pensions Board, Statistics Sweden and the bank used by the Government Offices.
Personal data may also be released to our contracting partners and IT suppliers. A number of different IT services and IT systems are used in the Government Offices' activities. Some systems are locally installed here and it is only Government Offices' staff who have access to the personal data in them. In these cases, no personal data is transferred to third parties. Some systems are installed at a supplier or use cloud solutions and in these cases personal data is transferred to the supplier. In these cases, the supplier is the personal data processor, who processes personal data on behalf of the Government Offices and in line with our instructions.
The Government Offices takes technical and organisational measures to ensure that all information processed by the Government Offices is protected from unauthorised access, changes or destruction.
All development of our systems, services and other activities takes place with respect for personal privacy and taking account of the data protection legislation.
The Government Offices is responsible for ensuring that your personal data is processed in accordance with the applicable legislation.
The Government Offices will – at your request or on its own initiative – correct or supplement personal data that is discovered to be incorrect, incomplete or misleading.
Depending on the legal basis for the processing, you have the right to have your personal data deleted. This means that you have the right to request that your personal data be removed if it is no longer needed for the purposes for which it was collected. However, there may be legal requirements that do not allow the Government Offices to delete your personal data immediately. The Government Offices will then cease any processing that is for purposes other than following legislation.
Depending on the legal basis for the processing, you have the right to data portability. This means a right under certain circumstances to obtain your personal data and transfer it in a structured and machine-readable format to another personal data controller.
You have the right to submit any complaints concerning the processing of your personal data to the Swedish Data Protection Authority.
Request for extracts from records and corrections
You have the right, upon application and free of charge, to receive information about which personal data the Government Offices registers about you and how this data is processed in its registers. Contact us in writing, stating your name, personal identity number, postal address, telephone number and email address (used in communications with the Government Offices). The extract will be sent to your registered address.
Office for Administrative Affairs
SE 103 33 Stockholm
email to Data Protection Officer