Processing of personal data in the Myyrmäki Sports Afternoon pilot of the City of Vantaa’s Jump into a Hobby project

In addition to the organization of the necessary activities, data is gathered for the purposes of the project’s research and two separate studies, with the aim of studying the attitudes and broader impacts on the wellbeing of children and families. For more information, please visit https://www.vantaa.fi/fi/myyrmaen-maksuton-liikuntailtapaiva-kolmosluokkalaisille.

We will never use the data for other purposes such as direct marketing or commercial purposes.

The processing of the personal data necessary for carrying out the Sports Afternoon pilot project is based on fulfilling a statutory obligation.
Participation in the services/use of the service is completely voluntary.

Legal basis of processing:
The EU's General Data Protection Regulation (2016/679), Article 6(1)(a) and (c)
Section 6 of the Data Protection Act (2018/1050)

According to Section 8 of the Youth Act: “Municipalities are responsible for youth work and youth policy. When implementing the objectives and underlying principles of section 2, municipalities shall, taking local conditions into account, create scope for youth work and youth activities by providing services and facilities intended for young people, and by supporting civic activities for young people.” According to Section 2 of the Youth Act, the objectives of the Act include supporting young people’s leisure activities. Pursuant to Section 7 of the Local Government Act, municipalities shall arrange the functions provided for them separately by law.
Participation in the service is voluntary, and participation in the study and the collection of information belonging to special categories of personal data are also based on consent.

The following information is collected from guardians in the Jump into a Hobby project’s Sports Afternoon pilot:

Registration form: participant’s name, address, school, grade, gender, child’s sensitive information/special information for the instructor, guardian's name, guardian’s email and phone number

Interview study:
Child's information: Name, school

Questionnaire study:

1) Child's information (optional): child's gender, school, grade,
2) Family’s information (optional): number of children and children living in the same household, guardians’ educational level, family's language(s), family’s income level

Volunteers’ registration form and extract from the criminal records:
1) Volunteer’s name, phone number and email
2) Finnish identity number
3) The following information is collected only if the person does not have a Finnish identity number: Date of birth, Place of birth, Municipality of residence, Contact information, Citizenship, Occupation

The amount of collected information and the processing procedures have been assessed and determined to be appropriate and necessary for fulfilling the desired objective.

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.

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. 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, 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.

Personal data is transferred to the United States (use of Microsoft software). The transfer is based on the EU Commission's decision, ratified on July 10, 2023, on the sufficient level of the U.S. data protection. The U.S. companies to which data is transferred are certified and committed to the data protection measures agreed between the EU and the U.S.

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.

The data will be stored only for the time needed to carry out the activities and research. The data will be deleted at the latest in July 2026, after the end of the operating period and the completion of the study.

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.

You can submit a personal data inspection request through the e-services, in person at Vantaa-Info, or by mailing the inspection request to the City of Vantaa’s Registry. You can find more detailed instructions on the city’s Data Protection webpage.

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 14. 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 14, 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@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@vantaa.fi