The controller of the patient register is OVUMIA OY.
Contact information: Biokatu 12, 33520 Tampere, tel. +358 20 747 9312
OVUMIA TAMPERE
Biokatu 12, 33520 Tampere
tel. +358 20 747 9312
OVUMIA HELSINKI
Eteläranta 12, 00130 Helsinki
tel. +358 20 747 9314
OVUMIA JYVÄSKYLÄ
Väinönkatu 30, 40100 Jyväskylä
tel. +358 20 747 9313
OVUMIA KUOPIO
Ajurinkatu 16, 70110 Kuopio
tel. +358 17 263 1700
Please direct any queries or requests for information relating to the patient register directly to the clinic that treated you.
You can contact Ovumia’s data protection officer at privacy@ovumia.fi for information on data protection matters relating to the patient register.
If necessary, Ovumia may ask the data subject to specify their request in writing and the identity of the data subject may, if necessary, be verified before taking any other action.
The name of the register is the Ovumia Oy patient register.
Ovumia maintains separate privacy policies for patient data and customer data. With regard to the processing of customer data, Ovumia’s privacy policy on customer data can be found here:
www.ovumia.com/en/fi/privacy-policy/
In this privacy policy, the natural person whose patient or other personal data is processed is referred to as the patient or data subject in accordance with data protection legislation.
The processing of patient data is based on law (the Data Protection Act (1050/2018), the Act on the Status and Rights of Patients (785/1992), the regulation on patient documents (94/2022), the Medical Research Act (488/1999), the act on the secondary use of health and social data (552/2019), the Act on Assisted Fertility Treatments (1237/2006) and the Act on the Medical Use of Human Organs, Tissues and Cells (101/2001)) or the patient’s consent.
The processing complies with the European Union General Data Protection Regulation (2016/679; “GDPR”). The Customer Data Act (703/2023) will also apply from 1 January 2024.
The patient register has been created for the use of Ovumia Oy. The register enables Ovumia Oy to perform its tasks in the examination and treatment of patients and in ensuring the traceability of gametes as required by law.
The patient register is used for the purposes of:
organising the examination and treatment of patients, planning, implementing and monitoring patient care
ensuring the safety and traceability of donated and patient-derived gametes
invoicing for patient treatment and examinations
patient management
utilising patient data for statistical and monitoring purposes and for developing the quality of operations and services, regulatory supervision and data management of Ovumia Oy’s operations
monitoring activities and settlement of any claims for compensation
possible use of patient data for scientific research purposes, subject to specific agreements
other possible uses in accordance with the law and consent
The patient register consists of medical records and technical records containing personal data necessary for identification, treatment and organisation of care.
The register includes, among other things:
identification data (name, date of birth, personal identification number, municipality of residence, contact details, next of kin)
data necessary for infertility treatment or other Ovumia services
data generated or received in connection with treatment and care organisation
information on disclosures and their legal grounds
information on healthcare staff involved and appointment details
records of consents and refusals of consent
The data content also includes:
data recorded by psychologists and psychotherapists (accessible only to the relevant professional unless otherwise agreed)
infertility treatment data including gametes, embryos, pregnancies, miscarriages, births and child health
ultrasound imaging system data
Patient management information is collected from the patient or their relatives.
Medical treatment data is collected from examinations and treatments carried out in Ovumia Oy’s clinics and, with consent, from other care units and relatives.
With consent, data may also be obtained from other healthcare services or professionals, including via Kanta digital services.
Data related to outsourcing contracts is collected separately on the basis of those contracts.
Retention periods are governed by applicable legislation.
Medical records are retained in accordance with the Ministry of Social Affairs and Health regulation on patient documents (94/2022). As a general rule, data is retained for at least:
12 years after the patient’s death, or
120 years after the patient’s birth
Patient data is confidential. Ovumia Oy’s staff are bound by confidentiality obligations.
Patient data may be disclosed outside Ovumia only with the patient’s written consent or as permitted by law.
Prescription centre (Kela)
Electronic prescriptions are stored in the Kela prescription centre. The controller is Kela (www.kanta.fi).
Kanta archives
Ovumia has joined the Kanta archive. Patients can manage their data via MyKanta.
With patient consent, other service providers may use the data. Consent can be managed or withdrawn in MyKanta or at healthcare services.
National health care registers
Data is disclosed annually to the Finnish Institute for Health and Welfare fertility treatment register for statutory research and statistical purposes, without personal identification.
Ovumia aims to store data within the EU/EEA. Where transfers outside the EU/EEA are necessary, appropriate safeguards are applied, such as standard contractual clauses or adequacy decisions.
Further information is available upon request.
Patient data is confidential and used only for treatment or related tasks.
Access is granted based on work duties. Systems are secured, access-controlled and logged. Manual records are stored in locked, alarmed premises.
Patients have the right to view their medical records and processing logs.
Inspection is free of charge once per year. Log data shows who processed the data, when and for what purpose.
National log data is available via kanta.fi.
Ovumia must correct, delete or complete inaccurate, unnecessary or outdated data without delay.
Patients may also request restriction of processing while rectification or deletion is being assessed.
Incorrect entries are corrected so that both original and corrected data remain legible. Corrections include the name, position, date and reason.
Information on patient advocates is available from wellbeing services counties. From 1 January 2024, patient advocacy is organised entirely as a public service.
Patients have the right to lodge a complaint with the competent supervisory authority if Ovumia has not complied with applicable data protection legislation.
