Processing personal data in the City of Vantaa Public relations’ customer information register

An interest group register is used for managing the City of Vantaa public relations. The data in the register is used to target the invitations to the city’s events as regards interest-group events arranged by the city by itself or in cooperation with its partners, various events, and receptions. 

The data will never be used for other purposes such as direct marketing or commercial purposes.  

The consent is asked in writing. Giving your consent is voluntary and can be canceled at any time.   

Legal basis of processing: 

The EU's General Data Protection Regulation (2016/679), Article 6.1 a and c  

§6 of the Data Protection Act (2018/1050) 

Data on the client will only be collected to the extent required for providing the service. As a general rule, the data source consists of public data sources, such as organizations’ own websites. Data is also acquired from the city's own operations, such as meetings.  

The register entries consist of the name of organization, job title, person’s name, person’s email address, and, in restricted cases, also telephone number and mailing address. 

Information on allergies will be collected for events with catering, but the allergy information will be removed after the event. 

Providing your personal data is necessary for arranging public relations operations. The customer also has the right to have their data removed from the register. 

Personal data may be disclosed to such outside actors from whom the City of Vantaa purchases services. In these cases, the same data protection principles that the city has will be applied. Data will not be further disclosed without consent from the outside service provider to parties other than the City of Vantaa.  

You can cancel your consent to disclosing 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. 

To ensure your privacy, we have protected your personal data with the help of various technological and organizational measures. 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. 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.  

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 mend 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 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 termination of the data storage period, the data will be deleted. 

Personal data will be stored for only as long as required for providing the service. Personal data will be deleted, at the latest, after five years from the last contact or request. 

Your data will not be used for profiling or automatic decision-making. 

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 your option to submit the matter to be handled by the data protection ombudsman or to exercise other legal remedies. 

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 delicate information by email. 

Contact person 

Jarna Hyvärinen, PR coordinator, City Strategy and Management Department,                                 Local Democracy Service Area 

E-mail: jarna.hyvarinen@vantaa.fi 

The data controller is the City of Vantaa. You will find the contact information of the data controller and the  data protection officer below: 

Controller  

City of Vantaa  

Business ID: 0124610-9  

Asematie 7, 01300 Vantaa  

Data protection officer 

tietosuojavastaava@vantaa.fi 

Registry  

Mailing address: PL 1100, 01030 Vantaan kaupunki 

Street address: Tikkurilan Vantaa-info, Dixi, Ratatie 11, 2nd floor, 01300 Vantaa. 

Phone (switchboard): 09 839 11 

Fax: 09 8392 4163, email: kirjaamo(at)vantaa.fi