Privacy Notice Processing of personal data in Play and Move activities

Date of publication of the Privacy Notice: 12 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 collected and processed for the purpose of providing the Play and Move (Leiki ja liiku) service.

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

• Performance of a task carried out in the public interest or exercise of official authority vested in the controller.
• Performance of a contract. The data subject is a party to the contract, or the legal basis for processing is taking steps at the request of the data subject prior to entering into a contract. 

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

- Names and work emails of the contact persons and unit directors of ECEC and pre-primary education groups

- Names and contact details of suppliers’ contact persons as well as the names, contact details and qualifications of suppliers' instructors.

- Emails of children's guardians for registration for family events.

Early childhood education and care data are obtained directly from the data subject, the head of unit or another employee of the unit. The data concerning suppliers' contact persons and instructors are obtained from the supplier. The guardians’ data are obtained directly from the data subject.

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 contact details of child groups' contact persons and heads of units will be kept on file for the duration of the operating year. The data will be deleted no later than 1 month after the end of the operating year once feedback surveys have been conducted, the results sent to the units and Play and Move family events have been held, or when Play and Move activities are no longer organised.

- Suppliers' contact information will be deleted 10 years after contract termination.

- Data concerning suppliers' instructors will be deleted 10 years after contract termination.

- Guardians’ emails collected for family events will be deleted once the feedback survey has been sent out and no later than 1 month after the event.

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:

- Suppliers of the Play and Move exercise activities.

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

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:

Maija Pelttari, Sports Planner

+358 40 6368380
maija.pelttari@espoo.fi

Change history

1.0 Release date