Privacy notice: Appointment booking at Ohjaamotalo

Date of publication: 08 August 2024 (Updated 04 Aug 2025)

City of Espoo

Anna Vilen, Manager of Local Youth Services

Email: anna.vilen@espoo.fi

Tel. 09 816 21 (switchboard)

Anna Hiltunen, Planning Officer at Ohjaamotalo

Email: ohjaamotalo@espoo.fi

Tel. +358 9 81621 (switchboard)

Helena Niemi, 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

The purpose of the processing of personal data is to book appointments for services provided by Ohjaamotalo.

Ohjaamotalo is a low-threshold, multidisciplinary service centre for under-30-year-olds. Ohjaamotalo provides information, advice, guidance and services related to employment, education, life management and wellbeing. Ohjaamotalo implements the goals and activities of the EU’s Youth Guarantee.

Email addresses provided in connection with appointment booking are used to send appointment invitations and reminders. Phone numbers are used to request additional information if needed or, for example, to notify about cancellations. Clients can also use the services anonymously if they so prefer.

Personal data is also processed to produce monitoring information for assessing nationwide, regional, and local effectiveness. The national objectives of Ohjaamo centres include facilitating young people’s transition to work, education, or other activities; promoting young people’s participation, functional capacity, and life management skills; and bringing together service providers from different fields.

Article 6(1)(a) of the General Data Protection Regulation of the European Union: the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

The personal data processed includes contact information as needed, such as name and email address, as well as relevant background information. When booking appointments at Ohjaamotalo, required background information includes the client’s phone number, and if necessary, their date of birth and additional information on the topic of the appointment.

Personal data is obtained from the data subjects themselves when they fill in the form. Alternatively, the data is obtained when an Ohjaamotalo employee completes the form on behalf of the data subject.

Data and documents are disclosed to the person requesting them in accordance with the Act on the Openness of Government Activities. Information and documents are public unless specifically defined as confidential under law.

The technical service provider of the survey tool is Webropol Oy. Microsoft Bookings is a scheduling tool and part of the Microsoft Office product family. Microsoft processes email addresses in connection with sending appointment invitations.

All data included in the Webropol service is stored within the EU and is not disclosed or processed outside the EU.

Microsoft workspaces are stored within the EU. Microsoft operates and develops Office 365 services from locations outside Europe, and data is considered to be transferred outside the EU if, for example, an administrator establishes a remote connection from the United States to a data centre in Europe, for example to solve a technical problem. In these circumstances, a European Commission-approved basis for transfer applies. The basis for the transfer is the European Commission’s adequacy decision on US data protection. The recipient of personal data is committed to the EU-US Data Privacy Framework.

Data is stored and destroyed in line with the City of Espoo’s records management plan and the applicable provisions and regulations issued by the National Archives of Finland.

Data collected in connection with appointment booking is deleted as soon as it is no longer needed, at least twice a year.

Data protection legislation guarantees various rights for the data subject in relation to the processing of personal data. Requests concerning the data subject’s rights can be submitted to the city’s Data Protection Officer or the contact person of the register using the above-mentioned contact details.

If necessary, the controller may ask the data subject to provide additional information to fulfil the request.

The controller must respond to a request concerning the data subject’s rights without undue delay and no later than one month after receiving 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, as a rule, free of charge. However, where requests from a data subject are manifestly unfounded or excessive, in particular because of their repetitive character, the 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.

The data subject shall have the right to obtain from the controller confirmation as to whether personal data concerning him or her is being processed as well as the right to access the data and to obtain a copy of the data. However, the provision of data shall not adversely affect the rights or freedoms of others.

The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. In addition, taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed.

Under certain conditions, the data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her. For example, if the processing of personal data is based on consent and the data subject withdraws his or her consent and there is no other legal ground for the processing, the data subject shall have the right to have his or her data erased. However, the data subject shall 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 controller.

The data subject shall have the right to request the restriction of processing in certain situations. For example, if the accuracy of the personal data is contested by the data subject, processing is restricted for a period enabling the controller to verify the accuracy of the personal data. The right also applies if the data subject has objected to processing pending the verification whether the legitimate grounds of the controller override those of the data subject.

The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her, which is processed for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. In such a situation, the controller may only continue processing the personal data if the controller demonstrates compelling legitimate grounds for the processing. Processing may also continue if it is necessary for the establishment, exercise or defence of legal claims.

The data subject shall have the right to lodge a complaint with a supervisory authority if the data subject considers that the processing of personal data relating to him or her infringes data protection legislation. The data subject can lodge a complaint with the Office of the Data Protection Ombudsman: www.tietosuoja.fi(external link, opens in a new window)

Change history: 

04.08.2025 Updated point 11.