E-Authorisations in Findata

A mandate for transactions for persons who prepare and submit applications or order services from Findata.

With this mandate, you can

• submit applications and place Kapseli orders
• provide additional information and documents needed for processing applications
• follow the processing of your own applications and orders
• view decisions on your own applications.

With this mandate, you cannot

• view applications and orders made by others in your organisation. This requires the mandate for transactions Viewing permit and service matters related to the secondary use of data.

A mandate for transactions for persons whose work duties require them to see all applications and orders submitted to Findata in the name of the organisation.

With this mandate, you can

• view all applications and orders made in the name of the organisation and their processing status
• view the related decisions.

With this mandate, you cannot

• submit applications or place orders
• provide Findata with additional information on applications or orders.

Particular care should be taken when granting this mandate, as it gives broad access. The assignee can see all applications, orders and related decisions made in the name of the organisation. Applications and decisions may contain confidential information.

If you do not have a Finnish personal identity code and identification credentials, you need a foreign user identifier (UID) and the Finnish Authenticator application. This applies both to persons who request a mandate for transactions and to persons who grant mandates or for whom the right to grant a mandate is applied for. It applies regardless of whether your organisation is in Finland or abroad.

Proceed as follows

1. Register a foreign user identifier (UID) on the Finnish Authenticator Identification Service website. When you register, an account and a UID are created for you.
2. After registering, you can log in to the Finnish Authenticator Identification Service website, but you cannot yet use Finnish public sector e-services. You must first raise your account to the required level by verifying your identity with the Finnish Authenticator application.
3. Log in to Suomi.fi e-Authorizations with Finnish Authenticator under “Identification methods for foreigners”.

See detailed instructions: Activation of the Finnish Authenticator application (suomi.fi)

These instructions are for you if you need a mandate for transactions to act on behalf of your organisation in Findata’s e-service.

You do not need a mandate for transactions if you are the CEO, deputy CEO, a self-employed person or an authorised signatory of a Finnish company, or an authorised signatory of a registered association in Finland. If you also need to view all of the organisation’s applications, request the mandate for transactions Viewing permit and service matters related to the secondary use of data as instructed below.

Representatives of foreign organisations always need a mandate for transactions.

Before you request a mandate for transactions

First, find out whether there is someone in your organisation who has the right to manage Suomi.fi mandates. In Finnish companies, the CEO or an authorised signatory can always approve mandate requests.

If no one in your organisation can grant mandates, your organisation must first apply for the right to grant a mandate.

Once the right to grant a mandate has been registered, submit a mandate request as instructed below.

How to request a mandate for transactions

1. Log in to Suomi.fi e-Authorizations (suomi.fi/e-authorizations) with your personal identification credentials.
2. Select “Act as yourself” and then “Go to Suomi.fi e-Authorizations”.
3. Select “Grant or request mandates” and then “Request mandates”.
4. Add a company, association or other organisation as the assignor. You need the organisation’s name and Business ID (y-tunnus).
5. Search for the mandate theme with the keyword “secondary” and select “Management of permit and service matters related to the secondary use of data”. If your work duties require you to see all of the organisation’s applications, also select “Viewing permit and service matters related to the secondary use of data”.
6. Set the validity period of the mandate.
7. Check the information and send the request.
8. Let the person who can approve your request know that you have sent it.

Foreign organisations

If you do not have Finnish identification credentials, log in to Suomi.fi e-Authorizations with Finnish Authenticator under “Identification methods for foreigners”. When adding the assignor, you need your organisation’s VAT ID or its business registration number in the country of registration. If your organisation has a Finnish Business ID (y-tunnus), use it.

What happens next

Your request will wait until the person who grants mandates approves it. You will be notified when the mandate is granted if you have activated Suomi.fi Messages. You can also check your mandates in Suomi.fi e-Authorizations.

These instructions are for you if you approve mandate requests or grant mandates on behalf of your organisation.

Who can grant mandates

The following persons can grant mandates on behalf of an organisation in Suomi.fi e-Authorizations:

• the CEO, deputy CEO, self-employed person or authorised signatory of a Finnish company
• an authorised signatory of a registered association in Finland
• a person to whom the organisation has given the right to grant a mandate.

In public organisations and educational institutions, in foundations without representatives entered in the Finnish Trade Register, and in foreign organisations, only a person with the right to grant a mandate can grant mandates.

Which mandate types you can grant

• A mandate for transactions gives a person the right to act on behalf of the organisation in Findata’s e-service. Findata uses two mandates for transactions:
  • Management of permit and service matters related to the secondary use of data: submitting applications and placing Kapseli orders
  • Viewing permit and service matters related to the secondary use of data: viewing all applications and orders made in the name of the organisation.
• A right to grant a mandate gives a person the right to grant mandates for transactions to others on behalf of the organisation. It does not allow the holder to act in the e-service, so the holder must also grant themselves a mandate for transactions if they act themselves.

Grant mandates only to persons who need them for their work duties. As a rule, each person needs one mandate for transactions. The organisation can invalidate a mandate it has granted at any time. Remove unnecessary mandates without delay.

Approve a mandate request

1. Log in to Suomi.fi e-Authorizations (suomi.fi/e-authorizations) with your personal identification credentials.
2. Select “Act on behalf of a company or organisation” and choose the organisation.
3. Select “Mandates” and then “Go to Suomi.fi e-Authorizations”.
4. If the organisation has pending mandate requests, you will see the message “You have mandate requests to approve”. Select “Proceed to validate”.
5. Check the request carefully and select “Validate mandate” if you want to approve it.

Grant a mandate without a request

1. Log in to Suomi.fi e-Authorizations (suomi.fi/e-authorizations) with your personal identification credentials.
2. Select “Act on behalf of a company or organisation” and choose the organisation.
3. Select “Mandates” > “Go to Suomi.fi e-Authorizations” > “Grant or request mandates” > “Grant mandates”.
4. Select the mandate type: mandate for transactions or right to grant a mandate.
5. Add the assignee’s name and Finnish personal identity code or foreign user identifier (UID).
6. Search for the mandate theme with the keyword “secondary” or by its name, and select the mandate themes needed:
   • Management of permit and service matters related to the secondary use of data
   • Viewing permit and service matters related to the secondary use of data
   If you grant a mandate for transactions, select only the first one as a rule. Select the viewing mandate only if the person’s work duties require them to see all of the organisation’s applications.
   If you grant a right to grant a mandate, select the mandate themes for which the person may grant mandates for transactions to others.
7. Set the validity period of the mandate.
8. Check the information and validate.
9. Let the assignee know that the mandate has been granted.

Foreign organisations

In a foreign organisation, mandates can be granted by a person with the right to grant a mandate. If you do not have Finnish identification credentials, log in to Suomi.fi e-Authorizations with Finnish Authenticator under “Identification methods for foreigners”. If the assignee does not have a Finnish personal identity code, you need their foreign user identifier (UID).

These instructions are for organisations in which no one can yet grant Suomi.fi mandates.

If an organisation cannot authorise persons in Suomi.fi e-Authorizations itself, the Digital and Population Data Services Agency (DVV) can register mandates on the basis of an application. Authorisation by application is needed, for example, by central, regional and local government organisations, public educational institutions and foundations without representatives entered in the Finnish Trade Register.

It is advisable to apply for the right to grant a mandate for at least one person. After that, this person can grant the organisation’s mandates for transactions in Suomi.fi e-Authorizations without new applications.

For transactions with Findata

In the application, specify the Findata mandate themes for which the right to grant a mandate is given:

• Management of permit and service matters related to the secondary use of data
• Viewing permit and service matters related to the secondary use of data

Submitting the application

The application is submitted in the Suomi.fi service. Suomi.fi provides instructions for submitting the application, information on the required attachments and the processing time:

• Authorisation with an application (suomi.fi)
• How other organisations and foreign companies grant mandates (suomi.fi)

Foreign organisations

Foreign organisations usually need to submit an application. Foreign organisations must provide certified and legalised documents, so allow time to obtain them. If the person for whom the right to grant a mandate is applied for does not have a Finnish personal identity code, their foreign user identifier (UID) is needed.