Privacy Notice Processing of personal data, Sports and Exercise Unit, boat space booking system

Date of publication: 21 February 2025

Personal data is generally used in Espoo for the provision, planning and assessment of activities and services and for statistical purposes. In this service, personal data is processed by the Sports and Exercise Unit for the purpose of maintaining customer information stored in the boat space booking system. In addition, personal data is used for service-related reporting, such as access control at the Ämmäsmäki boat storage area, sending booking confirmations including season stickers to customers, and various invoicing-related reports.

In this service, personal data is processed on the following legal grounds:

• For the performance of a contract. The data subject is a party to the contract, or the processing is necessary in order to carry out preparatory measures at the request of the data subject prior to entering into a contract.

In order to provide the service, we must process the following data:

Private customer or organisation’s contact person:

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

Organisation:

- name
- address
- invoicing address
- telephone number
- email
- home municipality
- boat and trailer registration number

Information needed for access control at the Ämmäsmäki boat storage area: 

- name

We obtain the person’s name, personal identity code, address, and municipality of residence either through the Suomi.fi e-identification service or from information provided directly to an official by the customer. In customer service-related matters, data is obtained directly from the customer.

Personal data is stored for as long as it is necessary for the provision of the service or required by legislation. In terms of this service, data is deleted as follows:

Customer data is stored in the boat space booking system for two years after the customer relationship has ended.

Personal data is processed by the City of Espoo’s office-holders and employees as well as external operators from whom the City of Espoo purchases services or with whom the City of Espoo carries out cooperation projects. We only select contracting partners who comply with good personal data processing practices and meet the requirements of the General Data Protection Regulation. Compliance with data protection requirements is ensured through written agreements.

We use the following external operators for this service: supplier Reaktor and sub-processor Amazon EU.

Data is disclosed to the person requesting it in accordance with the Act on the Openness of Government Activities.  

The City of Espoo aims to ensure, by default, that your personal data is processed within the EU/EEA. However, some services and functions may involve the use of service providers, services, or servers located outside this area. Processors may transfer data from the register outside the European Union or the European Economic Area only if the transfer meets the applicable statutory requirements and if the transfer and appropriate protection measures have been agreed upon between the controller and the processor as required by data protection legislation. Amazon EU acts as a sub-processor for Reaktor. Amazon is a U.S.-based company. Under specific circumstances, U.S. law may require Amazon to disclose data it processes to authorities.

The General Data Protection Regulation of the European Union guarantees various rights for you in terms of the processing of your personal data. You can read more about your rights and how to exercise these rights on our website.

Further instructions on submitting information requests referred to in the General Data Protection Regulation.

You have the right to obtain from the data controller a copy of the personal data that is subject to processing. The data controller must provide the data without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests.

If the data controller does not take action on the request of the data subject, the data controller must inform the data subject without delay, and at the latest within one month of receipt of the request, of the reasons for not taking action and of the possibility of lodging a complaint with a supervisory authority and seeking a judicial remedy.

Requests from the data subject and any resulting actions are free of charge. However, where requests from a data subject are manifestly unfounded or excessive, in particular because of their repetitive character, the data controller may either charge a reasonable fee taking into account the administrative costs of providing the information or communication or taking the action requested, or refuse to act on the request. 

You have the right to have inaccurate, incomplete, outdated or unnecessary personal data that we store either rectified or completed by us.

You have the right to have the data controller erase your personal data without undue delay under certain conditions. The data subject does not have the right to erasure if the processing of data is necessary for compliance with a legal obligation or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In these cases, the data will only be erased after the statutory time limit.

If the data concerning you is inaccurate, you have the right to request that its processing be restricted until its accuracy has been verified.

You have the right to lodge a complaint with a supervisory authority if you feel that the processing of your personal data is in infringement of data protection legislation. You can lodge a complaint with the Office of the Data Protection Ombudsman: www.tietosuoja.fi(external link, opens in a new window)

City of Espoo.

If you have questions or need more detailed information on the processing of personal data, you can contact the contact person of the register:

Pia Martin, Liaison Manager

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

Email: firstname.m.lastname@espoo.fi

1.0 Date of publication