Skip to main content
SearchServices

Processing of personal data, Event notifications and surveys of the Sports and Exercise Unit

Date of publication of the Privacy Notice: 14 March 2024, sections 5, 9, 11 and 12 updated on 18 March 2026.

  1. Data controller

City of Espoo

2. Person responsible for the register

Sports Director, Sports and Exercise Unit

PO BOX 34, 02070 City of Espoo

3. Contact person for the register

Sports Manager, sports and exercise management and development

P.O. BOX 34, 02070 City of Espoo

4. Data Protection Officer

Data Protection Officer of the City of Espoo.

Address: P.O. BOX 12, 02070 City of Espoo

Tel. +358 9 81621 (switchboard)

Email: tietosuoja@espoo.fi 

5. For what purpose will personal data be processed?

The purpose of the personal data processing is to process registrations for events and to develop services: registration forms, surveys, questionnaires, statistics, analysis, feedback and draws.

6. On what grounds will personal data be processed?

Determine grounds for processing compliant with the EU General Data Protection Regulation.

  • Article 6(1)(a) GDPR: the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

7. What data will be processed?

Relevant contact details (name, address or residential area, email address). Necessary background information (title, organisation, age, family status, gender, native language, role in the use of the relevant service).

PUBLICITY AND SECRECY OF DATA:

Some of the data may be secret.

GROUNDS FOR SECRECY:

Section 24(1) of the Act on the Openness of Government Activities

8. What are the sources of data?

Personal data will be collected directly from the data subjects when they register for an event or respond to a survey.

9. Will data be disclosed or transferred outside the city?

As a rule, the data are not transferred outside the City of Espoo. The data will only be processed in the Sports and Exercise Unit of the City of Espoo. The data may only be disclosed if legislation, such as the Act on the Openness of Government Activities, so requires.

If a Webropol survey is used, Webropol Oy processes personal data as a service provider.

10. Will data be transferred outside the EU/EEA?

Personal data will not be transferred outside the EU or the European Economic Area (EEA).

11. How long will the data be stored?

Data will only be stored for the retention period determined based on the purpose of the survey. For example, for event registrations this is the time required to organise and close out the event, up to six months after the event. After a draw, the paper forms will be destroyed securely.

12. How will data be protected?

Data stored in the registry are securely protected, ensuring that they may only be viewed and used by City of Espoo employees who have the right to access the data. The information system can only be accessed with a user ID and password granted by the city. Any paper documents will be stored securely, and only City of Espoo employees who need them in their work have access rights to them.

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.