The Population Register is the uniform database of the personal data of Estonian citizens and foreigners with Estonian residence permits, which is administered and developed by the Ministry of the Interior.
The data in the Population Register is used for performing the tasks assigned to institutions of the state and the local governments as well as physical and legal persons. Legal and physical persons have access to the data in the Population Register only in case of legitimate interests
The administration and issuance of Population Register data is based on the requirements of the protection of personal data.
What is the Population Register data used for?
Correct data in the Population Register provide the state with information that enables the state to better perform its obligations. Based on the data in the Register, it is possible for the state to more precisely plan the use of monetary resources and manage the development process. It also guarantees the existence of exact information that allows administrative agencies to conduct business with the residents more smoothly.
In cases specified by law, the data in the Population Register has legal effect. As of 1 January 2006, the vital records compiled using the Register’s software have legal effect, which means that the information is considered to be correct based exclusively on the data in the Register, and there is no need to prove this information with a paper copy.
The residence data entered in the Population Register has legal effect in three cases:
1. Voter cards are sent to the address in the Population Register.
2. Personal income tax is received by local governments based on residence data.
3. If an address is needed for the performance of functions specified by law, the address data in the Register will be used.
The remaining data is primarily of an informative and statistical nature.
What data is contained in the Population Register?
The Population Register contains the following information on Estonian citizens and foreigners with Estonian residence permits:
The following data on individuals is also entered in the Population Register:
How does personal data arrive in the Population Register?
The data in the Population Register is constantly updated upon the registration of personal events and the documents issued by institutions of the state or local governments. Of the institutions fulfilling public law functions, the main providers of data are the Citizenship and Migration Board; county, city and rural municipality governments as registry authorities; the courts and foreign representations.
The entry of data in the Population Register takes place with the help of special software upon the registration of the event (birth, death, marriage, etc.) or issuance of the document (identity card, passport, residence permit, etc.). For instance, upon the registration of the birth of a child, a entry develops in the Population Register regarding the newborn, where his/her first and family name, gender, personal ID code and residence are indicated.
There is also data that can only be submitted for entry into the Population Register by the individual. The residence data in the Register is entered or amended based on a residence notice submitted by the individual. Upon the birth of a child, the mother’s address is automatically registered as the child’s residence.
Is the data in the Population Register sufficiently protected? How is security guaranteed?
The use of the Population Register takes place in accordance with the provisions of the Population Register Act and the Personal Data Protection Act.
The protection of the data is checked by the responsible processor (Ministry of the Interior) as well as the Data Protection Inspectorate. Security audits of the processing of personal data are also carried out regularly.
Applications for the use of data in the Population Register are submitted to the Ministry of the Interior. The application includes the purpose, time and manner of using the data. The legal basis for receiving the data is recorded or one’s legitimate interest is substantiated. Agreements are concluded with all users for the use of the data. The primary users of the Register of state institutions, but private companies can also use the data in case of legitimate interests.
How can I check my data in the Population Register and correct it, if necessary?
Everyone has the right to become familiar with their data in the Population Register. Parents or guardians have the right to see children’s data, and in the case of individuals with restrictions of active legal capacity, their guardian has this right.Access to the data is enabled by the local government based on an individual’s application. In addition, any individual can see his/her own data by accessing the citizen’s portal www.eesti.ee on the Internet and identifying him/herself with an ID card or via an Internet bank. Upon finding a mistake in the data, an individual can notify the local government or authorized processor of the Register data via the citizen’s portal.