Privacy Notice Processing of personal data, Personal data file for special swimming and gym wristbands
The purpose of the processing of personal data is to provide special swimming and gym wristbands to persons entitled to them. Special swimming and gym wristbands may be granted on medical grounds. A written decision to grant a wristband is sent to the customer by post.
Date of publication of the Privacy Notice: 24 May 2022 (Updated on 28 April 2026. The practice referred to in the updated statement was changed as from 25 September 2025).
1. Data controller
City of Espoo
2. Person responsible for the register
Sports Director
3. Contact person for the register
Sports Manager, Sports and Exercise Instructors
P.O. Box 34, 02070 CITY OF ESPOO
4. Data Protection Officer
Data Protection Officer of the City of Espoo.
Address: PO BOX 12, 02070 City of Espoo
Tel. +358 9 81621 (switchboard)
Email tietosuoja@espoo.fi
5. For what purpose will personal data be processed? Practice until 25 September 2025.
The purpose of the processing of personal data has been to provide special swimming and gym wristbands to persons entitled to them. Granting special swimming and gym wristbands on medical grounds was possible until 25 September 2025. A written decision to grant a wristband was sent to the customer by post.
6. On what grounds will personal data be processed?
Article 6(1)(c) of the EU General Data Protection Regulation: processing is necessary for compliance with a legal obligation to which the controller is subject.
Under section 5 of the Act on the Promotion of Sports and Physical Activity, responsibility for creating opportunities and facilities for engagement in physical activities at the local level rests with the local authorities.
Special categories of personal data: Under section 6 of the Data Protection Act, Article 9(1) of the General Data Protection Regulation does not apply to any processing of data that is provided by law or that derives directly from a statutory duty set out for the controller by law.
7. What data will be processed?
Customer data:
• name
• personal identity code
• address
• telephone number
Medical grounds, such as a medical certificate
Decisions
PUBLICITY AND SECRECY OF DATA:
The documents are secret.
GROUNDS FOR SECRECY:
Section 24.1, paragraph 25 of the Act on the Openness of Government Activities
8. What are the sources of data?
Customer data were provided by the customer or their guardian in their application. Until 25 September 2025.
9. Will data be disclosed or transferred outside the city?
There are no regular disclosures of data. Data can only be disclosed if the legal requirements are met.
10. Will data be transferred outside the EU/EEA?
Personal data will not be transferred outside the EU or EEA.
11. How long will the data be stored?
Data are retained and destroyed in compliance with the archive formation plan/information management plan of the City of Espoo and the currently valid regulations and orders of the National Archives of Finland.
Decisions concerning wristband applicants have been archived manually in the unit in alphabetical order by year. The retention period of applications and decisions is five years.
12. How will data be protected?
Original applications are stored in chronological order by year in folders kept in a locked cupboard. The decision is documented in a password-protected external hard drive, from which a paper copy has been sent to the customer. The external hard drive is stored in the same cabinet. Only the person responsible for the register or an office holder or employee authorised by them can access the cabinet. At the end of the retention period, paper forms and digital material on the hard drive are destroyed securely.
13. Data subject's rights
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.