Processing of personal data in connection with registering for Vantaa Culture Kids activities and booking tickets

The guardian registers their child as a Vantaa Culture Kid by filling out and sending a Webropol form. The guardian receives newsletters in their e-mail containing information on activities and free cultural events.

The newsletters sent from Liana Mailer will end and the data will be deleted from the system when the Vantaa Culture Kids program ends in August of the year when the child turns 7.
You can cancel your subscription to the newsletter at any time via the link in the newsletter.

Tickets are reserved for the Vantaa Culture Kids events via Vantaa Event Calendar and Vantaa online store. You will find the online store's information document here:
https://verkkokauppa.vantaa.fi/tietosuojaseloste/

You will find Webropol's information document here:
https://www.vantaa.fi/fi/kaupunki-ja-paatoksenteko/selosteet-oikeudet-ja-tietosuoja/henkilotietojen-kasittely/henkilotietosi-webropol-jarjestelmassa  

You will find LianaMailer newsletter service’s information document here:
https://www.vantaa.fi/en/kaupunki-ja-paatoksenteko/selosteet-oikeudet-ja-tietosuoja/henkilotietojen-kasittely/henkilotietojen-kasittely-vantaan-uutiskirjepalvelussa

We will never use the data for other purposes such as direct marketing or commercial purposes, without your separate consent. 

The processing of personal data is based on a legal obligation (Article 6(1)(c) TSA). According to section 7 of the Local Government Act, the municipality carries out the tasks it has assumed under self-government and organizes the tasks specified for it by law. According to section 8 of the Youth Act, youth work and policy are part of the tasks of the municipality. According to section 3 of the Act on Municipal Cultural Activities, the municipality is responsible for organizing cultural activities.  The basis for processing is also the consent given by the customer to the processing of personal data (Article 6(1)(a) TSA). The consent is requested electronically on the registration form. Participation in the services is voluntary.

Personal data is collected from the data subject and, in the case of children, from their guardians.

Personal data collected
Webropol
-    guardian's first and last names
-    guardian's email address
-    Another email address 
-    child’s first name
-    child’s year of birth
-    child's place of residence
-    home language and postcode of the family (it is not necessary to provide a home language). Home language information can be used to provide services in a targeted manner.

Online store (see Verkkokaupan informointiasiakirja (“Online store’s information document”) 
will only collect the necessary information.

The forms only ask for the necessary information to contact the customer and provide the service. The amount of collected information and the processing procedures have been assessed and determined to be appropriate and necessary for fulfilling the desired objective. Participation in the activities is voluntary. 

Registration data will not be passed on, but ticket booking data for events will be handed over to the organizers of the Vantaa Culture Kids events. The disclosure of information to event organizers is necessary to enable the service. The data is disclosed in as technically a secure manner as possible, and the service providers have committed to using the data only for the purpose for which the data was disclosed.

No other regular disclosure of information. Personal data may only be disclosed with the consent of the person whose personal data is in question, or if the law requires the disclosure of the data. The data will not be disclosed to outside parties for other purposes such as direct marketing or commercial purposes.

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, for example, with the log files. Paper documents are stored in the city’s various archives, on safe premises that are inaccessible to outside parties.

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

In cases where a party processes personal data on behalf of the City of Vantaa, the level of appropriate information security and data protection has been agreed on in the contract made with the processor. The processor of personal data refers to a party that processes personal data on behalf of the City of Vantaa, for example, a service provider.

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, 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. 

Data will be stored and deleted in accordance with the City of Vantaa’s information management plan.
The duration of storing documents specified in the information management plan is based on legislation,
the National Archives of Finland's regulations for permanently stored documents,
as well as the Association of Finnish Local and Regional  Authorities’ recommendations for temporarily stored documents. After the end of the data storage period, the data will be
deleted.

More specific storage periods
•    The data on the Webropol form will be deleted from the system when the Vantaa Culture Kids program ends in August of the year when the child turns 7. As a general rule, personal data is stored throughout the Vantaa Culture Kids program. However, upon request, it is possible to delete the data at any time.
•    From Liana Mailer, data will be deleted as soon as possible on request, but not more than one week after receipt of the request.

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 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.

The verification request shall be submitted on a separate form, available online at:  vantaa.fi  and at Vantaa Infos. If you want more information about processing your personal data or about your rights, please contact the contact person mentioned in section 15 below. We will case-specifically verify exercising the legislative rights, as soon as your identity has been authenticated.

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 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 paragraph 15, the city's data protection officer, the data protection officer's office website, and phone consultation:

Data protection ombudsman's office / www.tietosuoja.fi

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 department/Shared services
tietosuoja.kaku@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: PL 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