The reporting practices of the Occupational Safety Personnel Register to be lightened as of 2 April 2026
Legislation related to the Occupational Safety Register will be updated during the spring. The Act on the Registration of Occupational Safety and Health Cooperation Personnel (215/2025) will enter into force on 2 April 2026. With the new piece of legislation, the Centre for Occupational Safety will become the controller appointed in the legislation concerning the register.
The new legislation will ease the reporting obligations, especially at smaller workplaces. In the future, an Occupational Safety Personnel Register notification is only required if all of the following conditions are met:
- an occupational safety officer has been elected at the workplace
- work is commissioned on more than 50 calendar days
- the workplace has at least 10 employees
The legislation improves the data protection of data subjects and reduces the employer’s responsibility for the processing of sensitive personal data. In the future, the following will no longer be reported to the register, for example:
- an individual’s date of birth
- information related to trade union membership
- information about individuals’ training history
- information about occupational health care
Only a limited amount of ordinary personal data is reported to the register. The register does not include information belonging to special categories of personal data nor confidential information; the information is public in nature.
The new legislation will clarify the consent logic of registration. In the future, the disclosure of the information of non-statutory occupational safety and health coordinators requires the express consent of the person concerned. The consent can be withdrawn at any time, in which case the data will be deleted from the register. The employer must also know which information is based on a legal obligation and which on the person’s consent.
An employer must provide the following information:
1) for the employer reporting information:
a) name;
b) business ID or equivalent foreign organisation ID or, in the absence thereof, date of birth;
c) work email address and work email address;
2) for the workplace:
a) municipality or municipalities;
b) industry classification(s);
c) the number of persons covered by the occupational safety and health cooperation at the time of notification, with the accuracy of the size category defined by the Centre for Occupational Safety;
d) the name of the person in charge of the occupational safety manager’s duties, the role in occupational safety and health cooperation and the work email address;
e) the names, duties and work email addresses of the occupational safety officer and deputy occupational safety officers in occupational safety and health cooperation;
3) if an occupational safety and health committee has been appointed at the workplace, the names of the members of the occupational safety and health committee, their duties in occupational safety and health cooperation and their work email addresses, or, if another body carries out the duties of the occupational safety and health committee, the same information about the members of the body in question who perform duties in occupational safety and health cooperation.
In addition to the information referred to in Section 4, subsection 3, the employer referred to in subsection 1 may report to the Finnish Centre for Occupational Safety the names and work email addresses of other persons whom the employer has designated or appointed, or whom the personnel have chosen to perform a specific task that is significant for occupational safety and health cooperation at the workplace, if they give their consent.
An employer exercising primary authority at a shared workplace may report to the Centre for Occupational Safety the following information about the joint occupational safety and health coordinators at the shared workplace:
1) for the employer submitting the notification and exercising primary authority:
a) name;
b) business ID or equivalent foreign organisation ID or, in the absence thereof, date of birth;
c) work email address;
2) if the construction site is a joint workplace, for the joint construction site:
a) the municipality
b) the most important industry categories of employers and self-employed persons;
c) the number of persons covered by the occupational safety and health cooperation at the time of notification, with the accuracy of the size category defined by the Centre for Occupational Safety;
d) the name, duties in occupational safety and health cooperation and work email address of the person in charge of the duties of the joint occupational safety manager referred to in Section 43 d of the Act on Occupational Safety and Health Enforcement;
e) the names, duties in occupational safety and health cooperation and work email addresses of the joint site-specific occupational safety officer and deputy occupational safety officer referred to in Section 43 c of the Act on Occupational Safety and Health Enforcement;
3) if a workplace other than a construction site is a joint workplace, for the joint workplace:
a) municipality or municipalities;
b) the most important industry categories of employers and self-employed persons;
c) the number of persons covered by the occupational safety and health cooperation at the time of notification, with the accuracy of the size category defined by the Centre for Occupational Safety;
d) the name, duties in occupational safety and health cooperation and work email address of the person in charge of the duties of the joint occupational safety manager referred to in Section 43 d of the Act on Occupational Safety and Health Enforcement.
If a joint occupational safety manager referred to in Section 43 h of the Act on Occupational Safety and Health Enforcement has been appointed for occupational safety and health cooperation related to the protection from common hazards at workplaces, the employer may report the following information to the Centre for Occupational Safety:
1) for the employer reporting information:
a) name;
b) business ID or equivalent foreign organisation ID or, in the absence thereof, date of birth;
c) work email address;
2) for an industrial or commercial hall or similar single space:
a) the municipality
b) the most important industry categories of employers and self-employed persons;
c) the number of persons covered by the occupational safety and health cooperation related to protection from common hazards at the time of notification, with the accuracy of the size category defined by the Centre for Occupational Safety;
d) the name, duties in occupational safety and health cooperation and work email address of the joint occupational safety manager referred to in Section 43 h of the Act on Occupational Safety and Health Enforcement.
A person whose personal data is reported to the Occupational Safety Personnel Register has the right to prohibit the disclosure of their personal data for direct marketing concerning paid training, products and services promoting occupational safety and health by notifying the Centre for Occupational Safety of the prohibition.
The employer is responsible for keeping the information up to date
The employer must ensure that the information reported to the Occupational Safety Personnel Register is correct and up to date. The information reported to the register must be updated in its entirety at least every eight years, even if there have been no changes to the information reported. All individual changes, such as changes of personnel in occupational safety duties, must be reported to the register without delay.
The law also includes a transitional provision: all employers subject to a reporting obligation must submit a register notification no later than four years after the entry into force of the law, even if the information about the workplace has not changed.
Do you need guidance?
Do you have any questions about occupational safety and health, such as the organisation of occupational safety elections, the interpretation of the legislation or the employer’s obligations?
The occupational safety and health authority provides advice on the interpretation of the legislation and monitors compliance with the different laws
The occupational safety and health authority (the Occupational Safety and Health Department of the Finnish Supervisory Agency) is responsible for the supervision of occupational safety and health legislation and guides workplaces in matters related to the application of the legislation.
The occupational safety and health authority provides advice in particular with questions concerning:
- the application of the Act on Occupational Safety and Health Enforcement in occupational safety and health cooperation
- statutory obligations of the employer
- minimum legal requirements in cooperation
- situations where neglect or conflicts are suspected at the workplace
The Centre for Occupational Safety provides advice on practical arrangements
The Centre for Occupational Safety provides advice and guidance to workplaces, particularly in matters related to the practical implementation and registration of occupational safety and health cooperation.
- how the occupational safety officer elections are organised
- how to register cooperation personnel
- what kind of technical questions are related to registration
- what practical instructions should be followed at the workplace