Privacy Notices, Growth and Learning Sector
The privacy notices contain information about clients’ rights and explain in simple terms the way we process clients’ personal data stored in these registers, such as the methods we use for collecting and protecting it. When personal data is collected for a particular purpose, it forms a register. Most privacy notices are currently only available in Finnish.
Privacy notice Processing of personal data, Espoo youth centres’ membership register
Processing of personal data, privacy notice for Youth Services’ camping equipment lending service
Privacy Statement Processing of personal data, Youth council elections and youth councillors
Processing of personal data, privacy notice for Espoo’s summer job vouchers
Privacy notice Registration for events organised by Youth Services and Ohjaamotalo
Privacy notice Appointment booking at Ohjaamotalo
Privacy notice Requesting job database points to employ young people
Privacy notice Processing of personal data, outreach youth work
What is personal data?
Personal data refers to information that can be used to identify you. Examples of personal data include your full name (such as Kerkko Koululainen), date of birth, personal identity code, home address, phone number and email address. Photos and videos of you, as well as audio recordings of your voice, are also considered personal data.
Some of your personal data is considered sensitive, as it can reveal private or delicate information about you. These types of data need extra protection. For example, you should avoid sharing information about your health or illnesses with others.
What does data protection mean?
Everyone has the right to the protection of their personal data – this is called data protection. Data protection ensures for example that your personal data isn’t publicly available on the internet. Without this protection, someone you don’t know could pretend to be you by using your name, photos, voice, or other personal details.
The city of Espoo handles your data in responsible manner and keeps it safe from outsiders.
Key terms in data protection
A data controller is a person, company or organisation that decides for what purpose your personal data is used and how it is processed.
You are referred to as a data subject. As a school pupil, you are a data subject whose information is processed by the education provider and the data controller – in your case, the City of Espoo.
Data protection rights
Your data protection rights mean that you have the right to ask what information the City of Espoo or your school holds about you and for what purpose your personal data are used. You also have the right to change or delete your personal data.
How can I find out what data has been collected about me?
If you ask, your education provider must tell you what personal data has been stored about you. You can request this information from your school’s principal. You can also ask the principal other questions related to data protection if there’s something you’d like to know.
You have the right to access and check your own data. Together with your guardian, you can send a request to access your data to the school principal. For example, you can check that your details – such as your home address and phone number – are correct. You can also request that outdated or unnecessary data be deleted if it is no longer needed for organising your education. You can receive your data listed on paper or sent to you by email.
For what purpose and why does the City of Espoo use your data?
The City of Espoo uses your personal data to organise basic education in accordance with the Finnish Act on Primary and Secondary Education. Your data is used for the organisation of teaching. It is also used for assessments and to manage other tasks necessary for your schooling. In addition, your data is used for statistical purposes and for fulfilling statutory data collection obligations. Personal data is also needed to prepare decisions about school transport, to provide school meals for those with special dietary needs, and to organise school trips and camps.
In addition to the City of Espoo, your data is used by the Western Uusimaa Wellbeing Services County (LUVN)(external link, opens in a new window). From there, you can request data related to your health and wellbeing.
What services require your personal data?
Your data is also used in digital services and learning environments that support teaching and studying. These services include Wilma, email, and cloud platforms such as Google Workspace for Education and Microsoft M365.
Wilma is used in all schools in Espoo. It’s a tool for cooperation between home and school. Through Wilma, your guardian can follow your school performance, send and receive messages, and read messages from teachers. You can use Wilma to send messages to your teachers, read bulletins, and keep track of your school performance. Your teachers record your assessments and absences in Wilma.
Microsoft M365 is a cloud service, which means you can use its programmes online. M365 includes various tools for studying and schoolwork. These include: Word for writing documents; Excel for simple calculations, organising data, and creating tables; PowerPoint for creating presentations with text, images, and videos; and Outlook email for communicating with teachers and other pupils.
Google Workspace for Education is another cloud service used in Espoo, offering similar tools for studying and schoolwork. Google collects technical data about devices, such as the model and operating system version. In both cloud services, you can view your personal data and adjust your privacy settings, such as your name, email address, and school details. Please don’t add other personal details, such as your phone number or date of birth, to these services. You can ask your school principal for more information about what data is stored in these services and other environments used in your school.
Your data can be transferred when you change schools
Your school may transfer your data when you change schools or transition from basic education to a general upper secondary school or vocational institution. Only data needed to organise your education may be shared with the new school.
Student welfare professionals can view your datai
School social workers, psychologists, and school nurses from the Western Uusimaa Wellbeing Services County (LUVN) have limited viewing access to essential information about you when you are their client.
How long is your data stored?
Your personal data is stored according to the guidelines of the City of Espoo and the regulations of the National Archives of Finland. Your data is stored in the pupil register for one year after you’ve left school or stopped using a specific service.
Sources and enquiries
Helena Niemi, Data Protection Officer of the City of Espoo, helena.niemi@espoo.fi and Heidi Virtanen, Data Protection Specialist, heidi.virtanen@espoo.fi
The City of Espoo’s Data Protection Officer supports schools and provides guidance on data protection matters.
Privacy notice for basic education in Espoo tells in more detail processing of personal data in basic education.
Please act responsibly also during your free time. You can find more information about the processing of children’s and young people’s personal data in hobbies on the Data Protection in Hobbies website at https://tietosuojaharrastuksissa.fi/en/front-page/(external link, opens in a new window).