Processing of personal data in remote bibliotherapy

The City of Vantaa’s Cultural Services offers remote bibliotherapy courses through Microsoft Teams within the framework of the Estradi project coordinated by the City of Helsinki. Personal data is required for organizing the course, as invitations are sent to the participants of the Teams meetings via email.

The processing of the personal data necessary for arranging remote bibliotherapy is based on the consent of those who enroll in the course.

Consent is requested separately in writing. Giving your consent is voluntary and can be canceled at any time.

The EU's General Data Protection Regulation (2016/679), Article 6(1)(a).

The name, email address and phone number of those who enroll in the course are collected for the purpose of arranging the service.
Those who enroll in the course provide the data themselves through a Microsoft Forms form.

Necessary information: email
Email addresses are required for inviting the participants to join the Teams meetings.

Voluntary information:
Name, facilitates communication
Phone number, technical support can be provided over the phone, for example.

We will only disclose your personal data to another party if the data transfer is based on law or if you have given your consent to the disclosure of your data. You can cancel your consent to the disclosure of your data to outside parties at any time. The data will not be disclosed to outside parties for other purposes such as direct marketing or commercial purposes.

The creators of the Microsoft Forms registration form, that is, the Cultural Producer for the elderly and the Cultural Producer’s deputy, will deliver the data to the bibliotherapists via encrypted email.

To ensure your privacy, we have protected your personal data with the help of various technological and organizational measures. For example, only the employees that need the data to perform their work are allowed to handle the data and only to the extent required by any individual task. In the customer-information system, this is monitored with the help of logfiles, among other things. Personal data will only be delivered to the bibliotherapists via encrypted email. The bibliotherapists have received instructions on the information-secure processing of personal data.

The City of Vantaa’s employees are bound by confidentiality and professional secrecy, which continues also after termination of employment. 

As a general rule, data is processed only within the EU or EEA, but the processor may also transfer data outside the EU or EEA countries. Nevertheless, the transfer is only allowed when it meets the demands of the data protection legislation and contract that ensure a sufficient level of protection of personal data.

It is possible that, regardless of protection, your personal data may exceptionally end up as a target of a breach of data as well as in the possession of an outside party. In these cases, we will take immediate measures to rectify the situation, and we will inform the data protection ombudsman if the breach of data security causes any risk to you. The notification will be made, at the latest, within 72 hours of noticing the breach of data security. If the breach of data security presents a high risk, we will also inform you about it.

The data will be stored until week 20 of 2025, after which the data will be deleted. 

Your data will not be used for profiling or automatic 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 how your data is processed
-    demand that inaccurate or faulty data be corrected
-    demand that your data be removed
-    request that handling of your data be restricted
-    object to the handling of your data
-    get your data and transfer it to another controller as well as cancel your consent at any time, if processing is based on your consent. 
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You can submit an inspection request by personally visiting Vantaa-info. Inspection request forms are available at Vantaa-info and online at: vantaa.fi. Bring your passport, driver’s license, or photo-ID to verify your identity. You can also mail the form to: Kirjaamo, P.O. Box 1100, 01030 Vantaan kaupunki. In this case, we will verify your identity by another reliable means.

If you wish to exercise the data subject's other rights or ask for additional information on the processing of personal data, please contact the person mentioned below in section 15. We will case-specifically verify the preconditions for exercising your rights. Exercising your rights may require verification of your identity.

We will execute information requests without undue delay, but, at the latest, within a month of receiving the request. The deadline can be extended by at most two months, when required, by accounting for the complexity and amount of data of the request. If the deadline is extended, we will inform you about it.

As a general rule, exercising your rights is free of charge. We may, however, charge a reasonable fee, corresponding with the administrative costs, for implementing the request, or decline to perform the measure, if the request is obviously ungrounded, unreasonable, or recurrent. If there is a charge for executing your request, we will contact you. If we decline to perform the measure, we will inform you in writing about the grounds for the refusal as well as about the option to submit the matter to be handled by the data protection ombudsman or to exercise other legal remedies.

If you suspect that your personal data is being illegally processed, you can submit an appeal to the data protection ombudsman. Further information on and instructions for submitting an appeal is provided by the contact person mentioned in section 15, the city's data protection officer, the data protection ombudsman's office website, and phone consultation:

Data protection ombudsman's office / www.tietosuoja.fi
Street address: Lintulahdenkuja 4, 00530 Helsinki
Mailing address: P.O. Box 800, 00531 Helsinki
Email: tietosuoja(at)om.fi 
Phone (switchboard): 029 566 6700
Phone (consultation for private persons): 029 566 6777

Additional information on processing personal data is provided by the contact person below. Please note that email is not a safe medium for processing personal data. Be sure not to send, for example, your identity number or any sensitive information by email.

Contact person
Urban Culture and Wellbeing data protection officer
kaku.tietosuoja(at)vantaa.fi

The data controller is the City of Vantaa’s Urban Culture and Wellbeing Committee. You will find the contact information of the data controller and the City of Vantaa's data protection officer below:

Controller                    
The City of Vantaa                     
Urban Culture and Wellbeing Committee                
Business ID: 0124610-9 
Asematie 7, 01300 Vantaa            

Data protection officer
tietosuojavastaava@vantaa.fi

Registry    
Mailing address: P.O. Box 1100, 01030 Vantaan kaupunki
Street address: Tikkurila Vantaa-info, Dixi, Ratatie 11, 2nd floor, 01300 Vantaa.
Phone (switchboard): 09 839 11
Fax: 09 8392 4163, email: kirjaamo(at)vantaa.fi