Privacy Policy
CONTENTS:
The Parliamentary Ombud’s privacy statement
Personal data in connection with complaints
Processing of personal data in connection with the prevention of torture and other inhuman treatment
Applications for vacancies with the Parliamentary Ombud
Public Journals
Newsletters
Website statistics
Cookies
Talks and seminars
List of visitors
Cameras in and outside the premises
Data processing agreement
Rights
Contact information
The Parliamentary Ombud’s privacy statement
This privacy statement outlines how the Parliamentary Ombud processes personal data.
Personal data in connection with complaints
The Parliamentary Ombud’s legal basis for processing personal data in complaints cases is the Act relating to the Parliamentary Ombud for Scrutiny of the Public Administration (The Parliamentary Ombud Act).
We use an electronic case processing and archive system to process complaints, which follows the Norwegian archival standard. Complaints documents and personal data included in complaints cases are only permanently stored in the case processing and archive system.
As part of complaint processing, we register the complainant’s name, address, telephone number, and email address, and other personal data included in the complaint. If necessary, we obtain documents in the case from the public administration and register these in the case processing and archive system. The Parliamentary Ombud has a legal basis for obtaining documents from the public administration in the Parliamentary Ombud Act. We process the information in accordance with the Personal Data Act and the Archives Act.
If we receive complaints documents on paper, we scan and transfer them to the case processing and archive system. We shred the paper copies within a year at the latest.
Complaints that are sent via the electronic complaints form on our website are automatically transferred and encrypted via a secure connection to the case processing and archive system when the complainant presses the send button. As soon as the transfer is complete, the complaint is automatically deleted from the website server, where it was temporarily stored while being filled out.
When we receive complaints via email, we transfer the complaints to the case processing and archive system. The email is deleted from our email application within a year.
The name of the complainant will normally be shown in the public journal, alongside the case number and the internal case name. We do however redact information that is subject to a statutory duty of secrecy and other information that is not subject to a public right of access.
We register queries by phone about a complaints case as a comment in the case processing and archive system.
Everyone can request access to information about complaint cases. The right to access information is processed in accordance with the provisions in the Parliamentary Ombud Act and the Instructions for the Parliamentary Ombud. The name of the person who requested access to a case will be shown in the public journal alongside information about the case. We do not give access to information that is subject to a statutory duty of secrecy and other information that is not subject to a public right of access.
If you request access to information through the Parliamentary Ombud’s website, the enquiry is transferred to the case processing and archive system, and is then deleted from the website server.
When the Parliamentary Ombud writes a statement concerning a case, we usually publish the statement on our website. In some instances, we also publish excerpts in the annual report. Names and other personal data will in such case be anonymous. Statements in cases that are of a particularly private nature or of a personal character are not published.
Processing of personal data in connection with the prevention of torture and other inhuman treatment
The Parliamentary Ombud’s legal basis for processing personal data in connection with the prevention of torture and other inhuman treatment is the Parliamentary Ombud Act section 3 c.
The National Preventive Mechanism (NPM) visits and inspects places where people are or could be deprived of their liberty. As part of our investigations, we do process names and other personal data of people who are or could be deprived of their liberty in the relevant places. Our work includes carrying out interviews and in some instances obtaining confidential information. Such data might include information about health and criminal offences.
After the visit, we write a report describing our findings and risk factors. The reports are published continuously on our website. They do not contain identifiable personal data about persons who have been deprived of their liberty in the places we visit.
We use an electronic case processing and archive system, which follows the Norwegian archival standard, for our preventive activities. We also use a web-based document system. Information on paper is locked away. We also use our own camera to document different conditions during our visits. The camera does not have access to the internet. Only a few employees who have an official need have access to the information and the documents. We process the information in accordance with the Personal Data Act and the Archives Act.
Applications for vacancies with the Parliamentary Ombud
We use an electronic recruitment portal for recruitment purposes. Applicants register their personal information and upload documentation to the portal. When the application deadline has expired, the applications and attachments are automatically transferred to the case processing and archive system, where they are registered.
The applications are deleted from the recruitment portal a year after the appointment process has taken place at the latest. Applications and other information connected to the recruitment process that have been registered by the Parliamentary Ombud are kept in accordance with the provisions of the Archives Act.
Public journals
Postal journals (correspondence registers) from the Parliamentary Ombud are published on eInnsyn, a service that anyone can use to search for information related to the public sector.
Newsletters
The Parliamentary Ombud routinely sends newsletters about statements and reports, among other things. In order to receive the newsletter, it is necessary to subscribe to the newsletter service on the Parliamentary Ombud’s website and submit an email address. We use the email addresses to send newsletters only and delete the email address when a person unsubscribes to the newsletter.
We gather statistics about when a newsletter is opened and which of our webpages are visited via the newsletter. We use IP addresses for this purpose. The aim of the statistics is to improve and further develop the information available in the newsletters.
The information about when a newsletter is opened and which webpages are visited from the open newsletter is processed in an unidentifiable and aggregated form and cannot be traced back to the individual user or email address. This is achieved by only using the first three groups of the IP address in the statistics. That means that if the IP address consists of the numbers 195.159.103.82, only 195.159.103.xx is used.
Website statistics
We also gather statistics about visits to our website. The aim of gathering statistics is to improve and further develop our website and what we offer our users. We also process this information in an unidentifiable and aggregated form that cannot be traced back to a specific user or IP address.
Cookies
We use cookies on our website. When you visit our website, you will be asked whether you support the use of cookies. If you consent – and only then – cookies will be activated.
We use cookies to improve our website only.
Talks and seminars
Personal data about the participants of seminars and talks organised by the Parliamentary Ombud are only used when organising the seminar. We normally delete the information once the talk or seminar has been carried out. If the participant has consented to using their contact information to inform them about new seminars and talks, or the information is subject to a duty to be registered in the records pursuant to the Archives Act, we will nonetheless keep the information.
List of visitors
Due to safety concerns, we register the name and contact details of visitors to our premises. The information is used for safety reasons and is deleted when this purpose is no longer applicable.
Cameras in and outside the premises
Cameras have been fitted in the entrance areas of our premises. The aim of the camera surveillance is to safeguard the employees’ safety and prevent unauthorised persons from entering the premises. The images are only used for these purposes and are shown in real time. The recordings are normally kept for up to a week.
Data processing agreement
We enter into data processor agreements with all the enterprises that process personal data on our behalf.
Rights
All persons who request access to information on how we process their personal data, are entitled to this information. We have provided such information in this statement, and we will refer to it in the event of requests.
Contact information
You can contact us by email, telephone or ordinary post if you have any questions or would like additional information. Our contact details are:
Email: postmottak@sivilombudet.no
Tel.: (+47) 22 82 85 00
Postal address:
The Parliamentary Ombud
P.O. Box 3 Sentrum
NO-0101 Oslo
Our office is at Akersgata 8 in Oslo.
The Parliamentary Ombud’s data protection officer is Kari Rørstad, whose email address is kar@sivilombudet.no.