Processing of personal data at the City of Vantaa business advisory services

Data on the client will only be collected to the extent required for providing the service. We basically get the information that we process from the customer. On the other hand, e.g. our personnel uses public sources of information when necessary e.g. Finnish Patent and Registration Office (PRH) and YTJ). If the customer already has a business ID, the information about the company (registration date, contact information and standard industry classification) is transferred to our systems from the YTJ. When a customer has established or wound up a company, said information is transferred to our registers from the Trade Register maintained by PRH. When necessary, we receive information (and inform the customer about this) from different interest groups.

The client has the right to restrict use of their personal data or to ask that they be removed. In case handling and storing of the data are based on a legislative obligation, the data will only be removed after termination of the legal deadline.

If there is no legislative grounds for disclosure of information, the data will only be disclosed with the client’s consent. Personal data may be disclosed to such actors, outside the City of Vantaa, from whom Vantaa buys services. Data will not be further disclosed without consent from the outside actor to parties other than the City of Vantaa. Your data will never be disclosed for marketing purposes.

Only the employees that need the data in the register to perform their work are allowed to handle the data. As a general rule, the only personal data collected consist of those personal and contact data that are in principle public, unless the client has defined them to be confidential.

When offering advice on establishing a company, we may process the following information about our customers:

• Name
• Home address
• Telephone number
• E-mail address
• Business concept/Business ID

The above mentioned information will be entered in the Slotti system, when an appointment is booked. 

Electronically stored data are technologically protected. Businesses’ and their representatives’ client information are stored in a client register maintained by Hakosalo Software Oy(http://hakosalo.fi/). 

When meeting the customer for the first time, we will add the following information to our register:

• Gender
• Year of birth
• Domicile (municipality)
• Nationality
• Language used
• Education class
• Employment situation
• Where the customer has heard of Business Vantaa’s services

If the company is already operational, its business ID, registration date and contact 

information, which are transferred automatically from the Business Information 

System (YTJ).

In addition, we make notes about the meeting with the customer and the business concept, any expert sources and the customer’s business plan.

Customers register for Business Vantaa events through the Webropol service, which may also be used for communications about events. In connection with the registration, we ask the customer’s name, e-mail address and other details in connection with the event that are necessary for arranging it. We may request feedback about the event by e-mail, the Webropol system or with some other corresponding tool. It is also possible to register for some of the events directly, for example by sending e-mail to our customer advisor.

It is possible that, despite encryption, your data may in exceptional cases end up in the wrong hands. In such a situation, the City of Vantaa will take immediate action to amend the situation. The City of Vantaa will inform the persons concerned of the matter immediately or, at the latest, within 72 hours from the time the breach was noticed, if the security breach causes significant disadvantage to the rights of the concerned parties. If the security breach applies to many people, the security breach can also be informed in a general announcement.

Data in the register can be used for providing, planning, and assessing activities and services, as well as for statistics. Personal data will be stored for only as long as required for providing the service, or stipulated by legislation. After termination of the data storage period, the data will be deleted.Datawill be deleted at the latest after ten (10) years from the last contact, or by request.

The client has the right to check their own data saved in the person register. You can primarily see your own data in a client service situation. The registered person has the right to have any erroneous or defective data corrected or supplemented.

The client is entitled to receive a copy of their data free of charge once a year. Submit a written request to the body maintaining the register. In case of registers maintained by the City of Vantaa, submit the request at the city's Registry or Vantaa Info. Your identity will be verified. Add information about the register in question to your request.

The client has the right to restrict use of their personal data or to ask that they be removed. In case handling and storing of the data are based on a legislative obligation, the data will only be removed after termination of the legal deadline.

The data will not be used for profiling.

If you suspect that data protection legislation has been breached when handling your data, you have the right to submit the matter to be handled by the data protection officer.

You will find the data protection officer's up-to-date instructions and contact information online at: tietosuoja.fi

You can request a more detailed report of handling your data at Vantaa Info.

Further information on data processing and storage is available on the addresses below. Please keep in mind that email is not a safe tool for handling personal data. Do not, for example, send your identity number or any delicate information by email.

Contacts

business.vantaa@vantaa.fi

Data protection officer

tietosuojavastaava@vantaa.fi

tel. 040 071 3358

Controller       

Vantaan kaupunki                                                       

Business ID: 0124610-9                                                                

Asematie 7, 01300 Vantaa

Registry 

Registry's contact information

Information document updated on February 28, 2025.

You will find the City of Vantaa’s information documents online at: Henkilötietojen käsittely Vantaan kaupungilla