Privacy Notice Processing of personal data, Customers of exercise counselling

Date of publication of the Privacy Notice: 18 December 2025

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 processed for the purpose of providing personal exercise counselling. The aim of personal exercise counselling is to support customers in starting or increasing their physical activity. The appointment calendar maintained by sports counsellors is used to administrate exercise counselling customers. The purpose is to make an exercise counselling appointment for the customer, in other words to set a date, time and place for the counselling. The customer can also book an appointment with exercise counselling.

The legal basis/bases for processing your data in this service are the following:

• In order to perform the controller’s statutory obligation: Section 5 of the Act on the Promotion of Sports and Physical Activity 390/2015 and section 6 of the Act on the Organisation of Social Welfare and Health Care 612/2021. 

To provide the service, the following data need to be processed: 

- The customer's first name, last name, personal identity code, age, email, telephone number, aspects that they would like to discuss as part of the exercise counselling, exercise sessions per week, whether or not the customer has previously attended exercise counselling, other information provided by the customer. The register may contain special categories of personal data (preliminary health information from health care).

We receive data from:

• The customer
• Lifecare's Liikun page

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 data are retained and destroyed in compliance with the City of Espoo’s information management plan. Data can be deleted at the customer’s request or because the customer relationship ends. Notes made during the exercise counselling and data related to booking the appointment are stored at most for one year from the first customer meeting.

The retention period of personal data on Lifecare's Liikun page is 12 years after the patient’s death as a rule or, if not known, 120 years after the patient’s date of birth. For more information about the processing of personal data, see Western Uusimaa Wellbeing Services County's Privacy Notice Patient register Privacy Notice: Patient register | Western Uusimaa Wellbeing Services County.(external link, opens in a new window)

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: Western Uusimaa Wellbeing Services County (Lifecare's Liikun page).

No disclosures or transfers.

Data will not be transferred outside the EU/EEA.

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: 

Minna Tanninen, Sports Planner

Sports and Exercise Unit, P.O. Box 34, 02070 City of Espoo

Email: firstname.lastname@espoo.fi

Change history

1.0 Release date 18 December 2025