Processing of Personal Data in Vantaa's Brand Bank

Personal data is processed in the Brand Bank for the creation of user groups and user accounts, as well as for defining the user's material view. We never use this data for other purposes, such as direct marketing or commercial purposes.

The processing of personal data is based on the use of the service. By using Vantaa's Brand Bank, the user accepts the terms required for its use.

Legal basis for processing:
•    Article 6(1)(a) and (c) of the EU General Data Protection Regulation (2016/679)
•    Data Protection Act (1020/2018) 6§

A link to the service will be added when the service is launched.

Partner information is obtained during registration. When filling out the registration form, the user's last name, first name, email address, phone number, and organization information are requested. Additionally, the user group and purpose of use are asked.

City of Vantaa employees log in via Vantaa AD with SSO login. The information is automatically obtained through Vantaa AD. The information includes the user's last name, first name, email address, phone number, and organization information.
 

Providing the specified personal data is necessary because it grants the user the rights to use Vantaa's Brand Bank. The data allows administrators to grant access to the material as needed. User accounts and user groups are also created based on the registration data.

 The provided data enables communication with users and information dissemination.

The data of registered users is not disclosed to third parties outside the City of Vantaa, nor is the data transferred to other systems or outside the EU or EEA countries.

To ensure your privacy, the security and protection of personal data are ensured through various technical and organizational measures. For example, only those individuals who need the data for their work or official duties and only to the extent required by the specific task are allowed to process personal data.

Staff members have a confidentiality and non-disclosure obligation that continues after the end of the employment or official relationship.
In the case of Vantaa's Brand Bank, personal data is processed by system administrators who grant access to the material as needed.

 User accounts and user groups are also created in the Brand Bank based on the registration data.
 

In cases where a data processor processes personal data on behalf of the City of Vantaa, the appropriate level of data security and protection is agreed upon in the contract with the processor. A data processor refers to an entity that processes personal data on behalf of the city, such as a service provider.

Despite the protection, it is possible that your personal data may be subject to a data breach and fall into the hands of an outsider in exceptional cases. In such situations, we will immediately take action to correct the situation and notify the Data Protection Ombudsman if the data breach poses a risk to you. 

The notification will be made no later than 72 hours after the breach is discovered. If the data breach poses a high risk, we will also notify you of the data breach.

The data is retained and destroyed in accordance with the City of Vantaa's information management plan. The retention periods for documents defined in the information management plan are based on legislation, the National Archives' regulations on permanently retained documents, and the recommendations of the Association of Finnish Local and Regional Authorities for documents retained for a fixed period. After the retention period has expired, the data will be destroyed.

The information provided during the registration for Vantaa's Brand Bank and the created user account are valid indefinitely. The system administrator has the right to remove a registered user from the system if the user account has not been actively used or if the service is misused. The user account will be deactivated and deleted automatically if the user has not logged into the system for six months.

 

Your data is not used for profiling or automated decision-making.
 

The data subject refers to the individual whose personal data is being processed. If we process your personal data, you have the right to:

•    Inspect what data is being processed
•    Request the correction of incorrect or inaccurate data
•    Request the deletion of your data
•    Request the restriction of the processing of your data
•    Object to the processing of your data

The inspection request is made using a separate form available on the vantaa.fi website and at Vantaa-info locations. If you want to ask for more information about the processing of personal data or your rights, please contact the contact person mentioned in section 15 below. The legal requirements for exercising the rights are checked on a case-by-case basis once your identity has been verified.

We will fulfill data requests without undue delay, but no later than one month after receiving the request. The deadline can be extended by up to two months if necessary, considering the complexity of the request and the amount of data. If the deadline is extended, we will inform you of this.

 

The exercise of rights is generally free of charge. However, we may charge a reasonable fee corresponding to the administrative costs of fulfilling the request or refuse to carry out the requested action if the request is manifestly unfounded, excessive, or repetitive. If a fee is to be charged for fulfilling your request, we will contact you. If we refuse to carry out the requested action, you will be informed in writing of the reasons for the refusal and the possibility to refer the matter to the Data Protection Ombudsman or use other legal remedies.

If you suspect that your personal data is being processed unlawfully, you can file a complaint with the Data Protection Ombudsman. More information and instructions on how to file a complaint can be obtained from the contact person mentioned in section 15 below, the city's Data Protection Officer, and the Data Protection Ombudsman's office website and telephone counseling:

•    Data Protection Ombudsman's Office
•    Visiting address: Ratapihantie 9, 00520 Helsinki
•    Postal address: PL 800, 00521 Helsinki
•    Email: tietosuoja@om.fi
•    Phone (switchboard): 029 566 6700
•    Phone (counseling for private individuals): 029 566 6777
 

For more information on the processing of personal data, please contact the person mentioned below. Please note that email is not a secure means of processing personal data, so do not send, for example, your social security number or sensitive information by email.

•    Contact person: City of Vantaa, Communications, Heidi Hölttä, Visual Communications Team Leader, [viestinta@vantaa.fi](mailto:viestinta@vantaa.fi)
•    Data controller: City of Vantaa, Communications, Business ID 0124610-9, Asematie 7, 01300 Vantaa
•    Data Protection Officer: [tietosuojavastaava@vantaa.fi](mailto:tietosuojavastaava@vantaa.fi)
•    Registry Office: Postal address: PL 1100, 01030 City of Vantaa, Visiting 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
 

You can find the information documents of the City of Vantaa compiled on the Processing of Personal Data by the City of Vantaa page.