Joint register services of the earnings-related pension field

The Finnish Centre for Pensions is the registrar and owner of the data of the joint central registers of the earnings-related pension field. We maintain and develop the registers and register services in cooperation with Arek Oy and the earnings-related pension providers.

We maintain the registers and guide and instruct the pension providers. In doing so, we contribute to the accuracy of the register data.

In addition, together with domestic and international cooperative partners, we develop the online data exchange between the earnings-related pension system and foreign institutions.

We and the pension providers use the joint register data of the earnings-related pension field when we implement earnings-related pensions. We also release data (centrally) on the earnings-related pension system to such authorities and institutions handling social security that have a legal right to get the information.

Our operations are regulated by law and decrees

Our task of keeping registers and register services have been regulated in the Act on the Finnish Centre for Pensions (Chapter 2, Section 1, subsection 5). The Act stipulates that we are to administer the registers that we need to carry out our statutory tasks and to ensure that the data that the pension providers need to carry out their tasks (as stipulated in the earnings-related pension acts) is available.

When we handle personal data, we act as a registrar as referred to in EU’s General Data Protection Regulation (GDPR) and are governed by obligations of registrars as stipulated in data protection acts.

Joint registers and services

The links below contain short descriptions of the purpose of the joint registers of the earnings-related pension field and related services.

Earnings and accrual register services

The earnings required in the implementation of the earnings-related pensions system are stored in the earnings and accrual register. Data on earnings include, among other things, data on wages and social benefits for which pension accrues.

The wage data is imported from the national Incomes Register. The wage data is not at the disposal of the earnings-related pension system in the raw; instead, the data content is based on a legally stipulated right to get information.

The Finnish Centre for Pensions functions as the registrar for some of the information, for example, the information on social benefits for which pension accrues. The data comes from the parties granting the benefits.

Pension provider register services

The pension provider register includes information that is required by the field on national and international actors within the earnings-related pension field. The data in the pension provider register is used as a background register for the other registers.

The Finnish Centre for Pensions is liable for the correctness of the register data. The service focuses on investigating and registering the contact information of domestic and international actors.

Support services (pension handling)

The Finnish Centre for Pensions registers data that affect pension applications and pension application handling and transmits it to various actors. The data on pension applications is stored in the Pension application system that is shared by the earnings-related pension field. Information transmitted to pension providers includes, among other things, information related to authorities’ recovery proceedings and changes in the daily allowances and pensions paid under the Accident Insurance Act and the Motor Liability Insurance Act.

The Finnish Centre for Pensions offers pension insurers training and guidance on how to register pension application data in the Pension decision system that is common to the earnings-related pension field. In complex registration situations, it registers the information on behalf of the pension provider. It ensures the correctness of the registered data by supervising the registration of data.

The Insurance Period Application, shared by the earnings-related pension field, is used to establish the insurance periods of an individual based on their working history. In addition to the Finnish Centre for Pensions, the pension providers, the Centre for International Affairs at Kela and foreign liaison bodies need the data on insurance periods when processing EU pension applications and calculating pensions. The Finnish Centre for Pensions offers guidance and support to users of the application.

The Finnish Centre for Pensions also registers data on certificates for posted workers received from abroad in the Case management system that is joint to the earnings-related pension system. It functions as a background system in several services.

Personal data register services

The personal data register of the earnings-related pension system contains personal data needed by the earnings-related pension field. The data is used as identification data in the other registers of the earnings-related pension field and as a background system for the other registers.

The Finnish Centre for Pensions ensures that the register data is correct and monitors the use of personal data in the earnings-related pension field. Its service operations focus on finding and registering the contact information of domestic and foreign personal data.

When needed, the Finnish Centre for Pensions assists pension providers in finding the data of persons unidentified in the systems. Upon request by the pension providers, it can create temporary identification codes for persons who lack a personal identification code.

The Finnish Centre for Pensions exchanges personal data online with foreign institutions. The exchange of personal data (policy numbers and names) expedite the processing of pension applications. Exchanging information on changes in the status of pension recipients reduces the cases of excess payment and offers pension providers real-time data on the status of pension recipients who live abroad.

Pension record services

The employment record services are used by pension providers when they issue pension decisions, offer online services and advance guidance for the insured, conduct investigations and issue annual pension records. The earned pension stated on the employment record is calculated with the joint pension calculation software of the earnings-related pension system. The employment record offers also information on other registers of the earnings-related pension system.

In addition to earnings-related pension providers, the employment record services are used by accident insurance companies, life insurance companies, the Pension Appeal Board and the Employment Fund.

The pension record contains data on an individual’s gainful employment for which pension has accrued. As a rule, the pension providers distribute the pension record. The Finnish Centre for Pensions handles the statutory annual distribution of the pension record for individuals who do not have any registered earnings or who have only received benefits during certain unsalaried periods. It distributes the record to check the missing earnings information.

The Finnish Centre for Pensions offers the earnings-related pension record as an authority service to, among others, Kela and the unemployment funds for the handling of their statutory tasks.

Based on law, the Finnish Centre for Pensions provides the data on the last employment and pension in payment, when necessary, to certain authorities in the form of an authoritative record (among others, to execution authorities and municipal social authorities).

Kela requests information from the service on income from self-employment when determining its various benefits. The Finnish Centre for Pensions also provides Kela with a pension projection to avoid any unnecessary work ability assessments.

Employer register services

The employer register contains information on employers who have taken out earnings-related pension insurance and the pension provision they have arranged for their employees. The earnings-related pension providers enter the data into the register.

The Finnish Centre for Pensions offers guidance relating to the employer register and, when necessary, register employer data on behalf of the pension providers. It ensures that the register data is correct by supervising the registration.

The Finnish Centre for Pensions uses the data in the employer register when it supervises the insurance obligation of employers, establish employment relationships and the validity of insurance policies of the insured and for guidance. The register is also used as a background system for other systems of the earnings-related pension system.

The data of the employer registers is submitted to the national Incomes Register so that the validity of employers’ earnings-related pension insurance policy can be checked already when registering the wage data.

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