Finnish Police Federation (SPJL)
Archive, member registry and cabin bookings as one secure whole
The Finnish Police Federation (SPJL), representing nearly 11,000 professionals in internal security and the administration of justice, needed several renewals to its digital environment, all united by the same requirement: the secure handling of sensitive personal data.
We helped the federation renew its archiving system, replace its member registry, and build a completely new holiday-cabin booking system that serves members year-round.
An expert as part of the federation’s everyday work
Working with SPJL has not been traditional one-assignment-at-a-time work. A Sofokus expert has been closely involved in the federation’s everyday work, listening, sparring, and moving things forward. This model means the client gets a person at their side who knows the organisation’s needs broadly, not just for individual projects.
“Long-term, open collaboration is important when you want to develop digital operations. In practice it is about parallel and chained projects.” — Tomi Neulanen, Senior Consultant, Sofokus
The nature of SPJL’s work places a special requirement on all digital development: members’ personal data is sensitive, and handling it carefully is an absolute prerequisite. Information security has been a principle running through the cooperation from the start, in both design and implementation.
The digital environment is built step by step
The first major part of the cooperation was renewing SPJL’s archiving system. Sofokus handled the functional specification, clarifying what the system truly needs before committing to technical solutions. Proper handling and storage of personal data was a central theme already at this stage.
After that came two more significant areas: renewing the federation’s member registry and building a new cabin-booking system. The member registry is especially critical for security, as it handles a large amount of personal data. The requirements had to be right already at the procurement stage. Sofokus helped SPJL define needs, facilitate the procurement process, and support the rollout.
Cabin bookings made smooth and secure
Alongside the member registry renewal, a new cabin-booking system was developed. The federation’s seven holiday cabins in five locations are available to members and retirees year-round. Released in late 2025, the system was designed and built with Sofokus from start to finish.
The cabin-booking system is integrated with the member registry so that confirmed bookings and cancellations transfer there automatically and in real time. This is central from a security perspective: data is centralised in the member registry, while the cabin-booking system operates anonymously.
A member logs in with strong authentication, searches for cabins by date and various criteria, and receives confirmation and cancellation messages and booking invoices directly from the member registry, where member data and communications are centralised. For administrators, the system offers versatile tools for managing cabins, pricing, handling bookings, and managing door codes. Fair treatment is ensured through seasonal draws, a maximum number of bookings, and cooling-off periods.
The result: smoother everyday work and new expansion opportunities
The cabin-booking system went live in late 2025, and old bookings were migrated to the new system at the same time. Since launch, about 1,600 bookings have been recorded. Cabins for summer and autumn 2026 are already almost fully booked, and the first draws for the most popular dates have been carried out successfully. Booking is effortless for members, and administrators’ work has eased. Everyday life with the new system is simply smooth.
The cabin-booking system is also a good example of how one solution can open up several new possibilities. It is designed so that it could also serve the federation’s member associations as a unified, ready-made platform, enabling the development of the digital environment at the association level too.
What we did
- Specification and rollout of the archiving system: Sofokus handled the functional specification and supported the system rollout. Proper handling and storage of sensitive personal data were central requirements from the start.
- Member registry renewal: Sofokus was involved in defining needs, facilitating the procurement process, and supporting the rollout. Security requirements were taken into account already in the procurement criteria.
- Design and implementation of the cabin-booking system: A completely new booking system, integrated with the Kilta member registry, was built for the federation’s seven cabins. SPJL owns the system itself, and Sofokus provides its lifecycle services.
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