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Document publicity description

For the application of the principle of publicity, LocalTapiola maintains a description of its information pools. This description is called the document publicity description. The purpose of the description is to help LocalTapiola’s customers when they wish to submit a request for information concerning LocalTapiola’s documents.

The information pools described in the document publicity description

An information pool refers to a complex of datasets that is processed using information systems or manually. The document publicity description is based on the statutes of the Act on Information Management in Public Administration.

The personal data of data subjects are processed in accordance with the Act on Information Management in Public Administration, the EU’s General Data Protection Regulation, Finnish data protection legislation, insurance legislation and other applicable provisions.

Purpose of use

The information in the register is used at LocalTapiola General Mutual Insurance Company for the purpose of insurance processing based on non-life insurance contracts. The information is needed for the comprehensive processing of insurance matters, for customer service and communications and to fulfil the requirements set by the authorities. The information is also used for service and product marketing, use monitoring, analysis and statistics as well as for product and service development.

Datasets

The information required for an insurance policy to be in line with the Workers’ Compensation Act is saved in the information pool for the purpose of risk evaluation, determining the insurance premium and taking care of the insurance policy.

Datasets contain some of the following data groups:

  • basic information on the policyholder and the insurance manager
  • the company’s beneficial owners, ownership relationships and turnover
  • bank account number
  • insurance applications
  • the policyholder’s line of business
  • occupation classes
  • earnings payment data
  • insurance inception date
  • occupational safety data
  • credit rating
  • entries from and documents for contacts with the customer, such as electronic messages
  • eServices agreement and marketing consent
  • customer feedback
  • emails and telephone records and data.

Datasets for invoicing and recovery contain some of the following data groups:

  • basic information on the policyholder and the payer
  • data on the imposition of the payment
  • invoicing data, such as amount, due date, number of instalments, invoice number, e-invoice data
  • data on enforcement and on other external collection
  • entries from and documents for contacts with the customer
  • status of collection
  • settlement method
  • data on bankruptcy and insolvency
  • customer feedback
  • emails and telephone records and data.

Information systems

The datasets of insurance, invoicing and collection are registered in different systems. These encompass the customer system, the offer and transmission system, the customer account management system, the document management systems, the invoicing system, the collection system and the online services. In addition, the information systems used include the customer feedback saving systems and the telephone system.

Requesting information

The keywords with which information can be retrieved are

  • business ID
  • name of entrepreneur or company
  • personal identity code
  • customer number
  • insurance number
  • offer number
  • invoice number.

Policyholders or those authorised by them have available for use an online service where insurance and invoicing information may be viewed. If a desired document is not available in the online service, or if the online service is not in use, information may be requested by submitting a request for a contact.

Purpose of use

The information in the register is used at the Information Management Unit for claims handling based on non-life insurance contracts. The information is needed for the comprehensive processing of claims matters, for customer service and communications and to fulfil the requirements set by the authorities. The information is also used for service and product marketing, use monitoring, analysis and statistics as well as for product and service development.

Datasets

Data on the insurance event customer

  • taxation information to be used in withholding tax.

Data on the loss or damage/loss event

  • data submitted by the customer on the loss or damage/loss event
  • data submitted by third parties required to process the loss event
  • loss event number and date on which claim processing was initiated
  • period of disability for work, and impairment percentage.

Indemnification decision data

  • coverability data
  • duration of compensation
  • data on the preliminary decision and on rejection.

Sets required to make a claim settlement decision

  • accident and occupational disease report
  • insurance certificate
  • claims, and supporting documents
  • health-related doctor’s statements
  • police reports
  • invoices for medical treatment
  • examination and treatment orders
  • tax calculations and payslips
  • decisions
  • expenditure records
  • other claims handling related documents.

Payment data

  • amounts of payment
  • amounts of pensions
  • amounts of savings payments
  • amounts of tax withheld
  • payment dates.

Subrogation data

  • data relating to the recovery of a contribution paid
  • data on the repayer.

Data on communications with the customer

  • data on the claim settlement decision
  • data on pensions and savings payment notifications
  • data on online communications
  • data on telephone records.

Appeals

  • appeal identification data
  • identification data of any decision by an appeal body.

Information systems

The datasets required in claims handling are registered in different systems. These encompass the customer system, the claims systems, the document management systems, the paper documents archives, the collection system and the online services. In addition, the information systems used include the customer feedback saving systems and the telephone system.

Requesting information

The keywords with which information can be retrieved are

  • business ID
  • name of entrepreneur or company
  • personal identity code
  • customer number
  • insurance number
  • offer number
  • invoice number.

Policyholders or those authorised by them have available for use an online service where insurance and invoicing information may be viewed. If a desired document is not available in the online service, or if the online service is not in use, information may be requested by emailing a request to yritysten.henkilovahingot(a)lahitapiola.fi.

Purpose of use

The information in the register is used at LocalTapiola General Mutual Insurance Company for the purpose of insurance processing based on non-life insurance contracts. The information is needed for the comprehensive processing of insurance matters, for customer service and communications and to fulfil the requirements set by the authorities. The information is also used for service and product marketing, use monitoring, analysis and statistics as well as for product and service development.

Datasets

The information required for an insurance policy to be in line with the Patient Insurance Act is saved in the information pool for the purpose of risk evaluation, determining the insurance premium and taking care of the insurance policy.

Datasets contain some of the following data groups:

  • the basic information on the policyholder and the insurance manager
  • the company’s beneficial owners, ownership relationships and turnover
  • bank account number
  • insurance applications
  • the policyholder’s line of business
  • occupational groups
  • quality and number of procedures
  • working hours
  • National Supervisory Authority for Welfare and Health (Valvira) registration number
  • number of persons
  • earnings payment data
  • insurance inception date
  • credit rating
  • entries and documents for contacts with the customer, such as electronic messages
  • eServices agreement and marketing consent
  • customer feedback
  • emails and telephone records and data.

Datasets for invoicing and recovery contain some of the following data groups:

  • the basic information on the policyholder and the payer
  • the data on the imposition of the payment
  • invoicing data, such as amount, due date, number of instalments, invoice number, e-invoice data
  • data on enforcement and on other external collection
  • entries from and documents for contacts with the customer
  • status of collection
  • settlement method
  • data on bankruptcy and insolvency
  • customer feedback
  • emails and telephone records and data.

Information systems

The datasets of insurance, invoicing and collection are registered in different systems. These encompass the customer system, the customer account management system, the document management systems, the invoicing system, the collection system and the online services. In addition, the information systems used include the customer feedback saving systems and the telephone system.

Requesting information

The keywords with which information can be retrieved are

  • business ID
  • name of entrepreneur or company
  • personal identity code
  • customer number
  • insurance number
  • invoice number.

Policyholders or those authorised by them have available for use an online service where insurance and invoicing information may be viewed. If a desired document is not available in the online service, or if the online service is not in use, information may be requested by submitting a request for a contact.


Purpose of use

The information in the register is used at the LocalTapiola regional companies and at LocalTapiola General Mutual Insurance Company for the purpose of insurance processing based on non-life insurance contracts. The information is needed for the comprehensive processing of insurance matters, for customer service and communications and to fulfil the requirements set by the authorities. The information is also used for service and product marketing, use monitoring, analysis and statistics as well as for product and service development.

Datasets

The information required to take care of statutory motor liability insurance is saved in the information pool. This encompasses information on the customer and on the object of insurance for the purpose of risk evaluation, determining the insurance premium and taking care of the insurance policy.

Datasets contain some of the following data groups:
  • the basic information on the policyholder and the insurance manager
  • bank account number
  • vehicle data
  • insurance inception date
  • entries and documents for contacts with the customer, such as electronic messages
  • marketing consent
  • customer feedback
  • emails and telephone records and data.
Datasets for invoicing and recovery contain some of the following data groups:
  • the basic information on the policyholder and the payer
  • the data on the imposition of the payment
  • invoicing data, such as amount, due date, number of instalments, invoice number, e-invoice data
  • data on enforcement and on other external collection
  • entries from and documents for contacts with the customer
  • status of collection
  • settlement method
  • customer feedback
  • emails and telephone records and data.

Information systems

The datasets of insurance, invoicing and collection are registered in different systems. These encompass the customer system, the financial system, the customer account management system, the document management systems, the invoicing system, the collection system and the online services. In addition, the information systems used include the customer feedback saving systems and the telephone system.

Requesting information

The keywords with which information can be retrieved are
  • business ID
  • name of entrepreneur or company
  • personal identity code
  • customer number
  • insurance number
  • offer number
  • invoice number.
Policyholders or those authorised by them have available for use an online service where insurance and invoicing information may be viewed. If a desired document is not available in the online service, or if the online service is not in use, information may be requested by submitting s request for a contact.

Purpose of use

The information in the register is used at the Information Management Unit for claims handling based on motor liability insurance contracts. The information is needed for the comprehensive processing of claims matters, for customer service and communications and to fulfil the requirements set by the authorities. The information is also used for service and product marketing, use monitoring, analysis and statistics as well as for product and service development.

The personal data of data subjects are processed in accordance with the Act on Information Management in Public Administration, the EU’s General Data Protection Regulation, Finnish data protection legislation, insurance legislation and other applicable provisions.

Datasets

Data on the loss event customer

  • customer’s name, personal identity code, contact details and account details
  • data on any guardianship concerning the person
  • language and nationality
  • taxation information to be used in withholding tax.

Data on the loss event

  • date on which claim processing was initiated
  • loss reference or number
  • insurance number
  • information submitted on the loss event by the policyholder/driver of the vehicle/injured party/witness.
  • information submitted by authorities/third parties required to process the loss event.

Indemnification decision data

  • coverability data
  • sets required to make a claim settlement decision
  • loss report and supporting documents
  • claims, and supporting documents
  • medical documents
  • official documents from authorities
  • decisions of other insurance companies
  • tax calculations and payslips.
  • loss assessment information
  • information from the investigation of the scene of the loss
  • expert statements
  • invoices
  • expenditure records.
  • other claims handling related documents.

Payment data

  • claim type
  • amount of and deductions made from the compensation
  • amount of tax withheld
  • payment date
  • party entitled to compensation
  • payee and account information
  • period of disability for work.

Subrogation data

  • data relating to the recovery of a contribution paid.

Data on communications with the customer

  • data on the claim settlement decision
  • data on online communications
  • data on email messages
  • data on SMS messages
  • data on telephone records
  • other data on communications with the customer.

Requests for a statement, and appeals

  • customer’s application for revision
  • customer’s request for a statement
  • legal action brought by the customer
  • insurance company’s request for a statement
  • statement by a board issuing dispute settlement recommendations
  • decision of a court.

Information systems

The documents used in claims handling are stored in the following archives:

  • electronic document system
  • claims system
  • customer information system
  • paper document archives.

Indices and metadata
Claims documents are saved with the following metadata

  • personal identity code
  • name
  • business ID
  • unique pseudonymised customer identifier
  • loss reference or number
  • insurance number
  • document type
  • register number
  • insuring company.

Requests for information

A customer has the right to request from LocalTapiola the information concerning him or her used in claims handling. With each request for information, LocalTapiola is obliged to verify the customer’s identity before disclosing the information.

The customer is to submit information necessary to find and transmit the information, such as name, address, personal identity code, loss number and what information he or she wishes to be transmitted and for what period of time.

Requests for information in cases of road accident should be submitted as follows:
Requests for information concerning traffic-related bodily injury claims: via email lhk@lahitapiola.fi or by mail to LähiTapiola-ryhmä, Liikenteen henkilökorvauspalvelut, PL 35, 02010 LÄHITAPIOLA.

Requests for information concerning traffic-related material damage claims: At LocalTapiola’s online service www.lahitapiola.fi, via email yksityisajoneuvokorvaukset@lahitapiola.fi or by mail to LähiTapiola, Ma-omaisuuskorvaus, PL 33, 02010 LÄHITAPIOLA.

Alternatively, the information request form (in Finnish) can also be used to submit a request for information. A request for information may also be made in person at a LocalTapiola office. By virtue of a request for information, a customer has the right to see the information concerning him or her at a LocalTapiola office and be given a copy of it upon request. We submit the information to the customer by mail or provide the customer with an opportunity to view it at an agreed office at an agreed time.