Privacy Notice Processing of personal data in connection with grant applications submitted to the Sports and Exercise Unit

Date of publication of the Privacy Notice: 18 March 2026

In general, personal data are used in Espoo to provide, plan and evaluate activities and services as well as for statistical purposes. In this service, personal data are collected and processed for the purposes of processing and archiving grant applications relating to sports and physical activity. Grants dispensed by the Sports and Exercise Services include the sports service grant (for sports clubs and special groups), rental support for sports facilities, training grants, stipends for young athletes and orienteering map grants.

The legal basis for processing your data in this service is the following:

• Performance of a task carried out in the public interest or exercise of official authority vested in the controller

To provide the service, the following data of a person associated with a community or other actor need to be processed:

- name
- personal identity code
- address
- municipality of residence
- phone number
- email 

Additionally
- year of birth (young athlete stipends)

We obtain personal data, including the person’s name, personal identity code, address and municipality of residence, through the identification service (SUOMI.FI E-IDENTIFICATION) or from data provided by the customer to an official. When customers are using services, the data are obtained from the customer.

Personal data will only be stored for as long as this is necessary for the provision of the service or as required by law. For this service, data will be deleted as follows: 
The retention period for grants is 10 years.

Data are retained and destroyed in compliance with the information management plan of the City of Espoo and the currently valid regulations and orders of the National Archives of Finland.

Personal data are processed by office holders and employees of the City of Espoo, as well as actors outside the City of Espoo to which Espoo outsources services, or with whom Espoo engages in various cooperation projects. We only select as our contracting partners processors that comply with good personal data processing practice and meet the requirements of the General Data Protection Regulation. Compliance with data protection requirements is ensured by written agreements.

In this service, we use the following external actors: Reaktor as a supplier and Amazon EU as sub-processor.
 

Data will be disclosed to the party requesting them as provided in the Act on the Openness of Government Activities.

By default, Espoo aims to ensure that your personal data will be processed in the EU/EEA. In some cases, however, our city's services and functions can also be delivered using service providers, services or servers located elsewhere. Reaktor uses Amazon EU as a sub-processor. Amazon is a company based in the United States of America. In special cases, U.S. law may oblige Amazon to disclose to the authorities the data it processes.

Espoo has undertaken to comply with the GDPR criteria for transfers of personal data and has ensured in this service an adequate level of protection for your personal data through an EU-US data protection framework compliant with data protection legislation as a transfer to countries recognised as having an adequate level of protection(external link, opens in a new window); or binding corporate rules.

The EU General Data Protection Regulation guarantees you different rights in the processing of your personal data. To read more about your rights and how to use them, see Data protection | City of Espoo on Espoo's website.

The data controller is the City of Espoo.

If you have any questions or you would like to know more about the processing of personal data, you can get in touch with the contact person for the register: 

Mirja Taavila, Sports Manager

+358 46 8772401
mirja.taavila@espoo.fi 

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