Processing of Personal Data in Vantaa's Material Bank

When you register as a user of the material bank, you fill out a registration form. The material bank is used for downloading and sharing materials in Vantaa's internal and external communications3.

Based on the information provided, the main user grants the rights to use the material bank as needed. User accounts for the material bank are also created based on the registration information. The provided information enables communication with users and notifications. We never use personal data for other purposes, such as direct marketing or commercial purposes4.

The City of Vantaa processes the data in the register to organize the service and manage related tasks. Using the material bank requires registration as a user and acceptance of the terms of use5.

Legal basis for processing:

• EU General Data Protection Regulation (2016/679) Article 6(1)(a) and (c)6

Data Protection Act (1020/2018) 6§

When filling out the registration form, the user's last name, first name, email address, phone number, and organization information are requested. Additionally, the user group and purpose of use are asked. 

When you register as a user of the material bank, a registration request is sent to the main user, who approves it with the necessary rights for use. You are granted the user level required for the purpose of use. There are different levels.
 

Providing personal data is necessary because it grants the user the rights to use the material bank. The City of Vantaa processes the data in the register to organize the service and manage related tasks. Using the material bank requires registration as a user and acceptance of the terms of use.

The information of registered users is not disclosed to third parties outside the City of Vantaa, nor is the information transferred to other systems or outside the EU or EEA countries.

To ensure your privacy, the security and protection of personal data are ensured through various technical and organizational measures. For example, only those individuals who need the information for their work or official duties and only to the extent required by the individual task are allowed to process personal data. This is monitored in the customer information system, among other things, through log data. Paper documents are stored in various archive facilities of the city in a secure location where no outsiders have access.

The staff has a confidentiality obligation that continues after the end of the employment or official relationship.
 

In cases where a personal data processor processes personal data on behalf of the City of Vantaa, the appropriate level of data security and protection has been agreed upon in the contract with the processor. A personal data processor refers to an entity that processes personal data on behalf of the city, such as a service provider.

As a rule, data is processed only within the EU or EEA area, but the processor may also transfer data outside the EU or EEA. However, the transfer is only allowed when it meets the requirements set out in data protection legislation and the contract to ensure an adequate level of protection for personal data.
 

Despite the protection, it is possible that your personal data may, in exceptional cases, be subject to a data breach and fall into the hands of an outsider. In these situations, we will immediately take action to correct the situation and notify the Data Protection Officer if the data breach poses a risk to you. The notification will be made no later than 72 hours after the breach is discovered. If the data breach poses a high risk, we will also notify you of the data breach.

The data is stored and destroyed in accordance with the City of Vantaa's information management plan. The retention periods for documents defined in the information management plan are based on legislation, the National Archives' regulations on permanently stored documents, and the recommendations of the Association of Finnish Local and Regional Authorities on documents stored for a fixed period. After the retention period, the data is destroyed.

The information provided during registration and the created user account are valid until further notice. A registered user can be granted a time-limited or temporary user account, which will be deactivated according to the time limit.

The main user of the material bank has the right to delete a registered user from the system if the user no longer works for the City of Vantaa or the user account has not been actively used.

As a registered user, you can check and edit your own information and delete your own user account in the "My Information" section.
 

The information is not used for profiling or automated decision-making.

The data subject refers to the person whose personal data is being processed. If we process your personal data, you have the right to:

•    Check what data is being processed
•    Request the correction of incorrect or inaccurate data
•    Request the deletion of your data
•    Request the restriction of processing your data
•    Object to the processing of your data

The inspection request is made on a separate form available on the vantaa.fi website and at Vantaa-info. If you want to ask for more information about the processing of personal data or your rights, please contact the contact person mentioned below in the section "More information about processing and contacts." The legal requirements for exercising the rights are checked on a case-by-case basis when your identity is verified.

We implement data requests without undue delay, but no later than one month after receiving the request. The deadline can be extended by up to two months if necessary, considering the complexity of the request and the amount of data. If the deadline is extended, we will inform you of this.
 

The exercise of rights is generally free of charge. However, we may charge a reasonable fee corresponding to the administrative costs of fulfilling the request or refuse to perform the requested action if the request is manifestly unfounded, excessive, or repetitive. If a fee is to be charged for fulfilling your request, we will contact you. If we refuse to perform the requested action, you will be informed in writing of the reasons for the refusal and the possibility to refer the matter to the Data Protection Officer or use other legal remedies.

If you suspect that your personal data is being processed unlawfully, you can file a complaint with the Data Protection Officer. More information and instructions for filing a complaint can be obtained from the contact person mentioned in section 15, the city's Data Protection Officer, and the Data Protection Officer's office website and telephone counseling.

Data Protection Officer's office

•    Data Protection Ombudsman’s Office
•    Visiting address: Ratapihantie 9, 00520 Helsinki
•    Postal address: PL 800, 00521 Helsinki
•    Email: tietosuoja@om.fi
•    Phone (switchboard): 029 566 6700
•    Phone (counseling for individuals): 029 566 677731
 

You can request a more detailed description of the processing of your data from Vantaa-info.

For more information about the processing and storage of data, you can contact the following contact details. Please note that email is not a secure means of processing personal data. Please do not send, for example, your social security number or sensitive information by email.

Contacts
•    viestinta@vantaa.fi

Data Protection Officer
•    tietosuojavastaava@vantaa.fi)
•    Phone: 040 071 3358

Data Controller
•    City of Vantaa
•    Business ID 0124610-9
•    Asematie 7, 01300 Vantaa

Registry Office
•   Kirjaamon yhteystiedot

You can find the information documents of the City of Vantaa compiled on the Processing of Personal Data by the City of Vantaa -page.