Processing of personal data, AI translation service on the Hello Espoo website

Personal data is generally used in Espoo for the provision, planning and assessment of activities and services and for statistical purposes. In this context, personal data is processed for the purpose of testing an AI translation service on the City of Espoo’s Hello Espoo website from September 2025 to August 2026. Using AI-powered voice and translation software, the website’s content will be made available in audio and text formats in 13 languages. 

The City of Espoo is responsible for the Finnish and Swedish content of the HelloEspoo website. The Service Provider Voice Intuitive is responsible for the text translations and voice functions of the languages of the artificial intelligence translation service that is being tested.

The service is accessible and promotes multilingual communication, integration and access to public services. Data collected during the use of the AI translation service – such as the use of text and audio functions – is needed to implement, test and develop the service, as well as to improve the user experience. 

As part of the trial, a feedback and error reporting form will be provided using the City of Espoo’s Webropol tool. The information collected through the feedback and error reporting form will be used to improve the service during the trial. 
 
In this service, personal data is processed on the following legal grounds:  

• For the AI translation service, the basis for processing is the city’s desire to develop multilingual communication and access to public services. The City of Espoo implements section 10 of the Act on the Promotion of Immigrant Integration and Article 6(1)(e) of the General Data Protection Regulation of the European Union.
• Through the feedback and error reporting form, users can provide feedback, for example, on the accessibility of the service. (Act on the Provision of Digital Services, https://finlex.fi/fi/lainsaadanto/2019/306(external link, opens in a new window), in Finnish) 

The software provided by Voice Intuitive Oy processes the content of the website, enabling users to listen to or read the information not only in the original languages but also in other languages supported by the service. 

The software processes the following data: time of use, page used and web domain (IP address). The stored data cannot be linked to individual users. 

During the trial, usage data is provided by the service provider (Voice Intuitive Oy), while feedback form responses are stored directly in the City of Espoo’s system. 

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: 

Service users’ language-specific usage data, including log data, will be deleted and destroyed from the provider’s technical environment by the end of the trial period, no later than 31 August 2026.  

Data collected through the feedback and error report form will be stored for 30 days from its collection, after which it will be deleted. 

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. 

In this service, we use the following external service providers: Voice Intuitive Oy 

Data is disclosed to the person requesting it in accordance with the Act on the Openness of Government Activities. In this service, data is not disclosed to other authorities or organisations.   

The data will not be transferred outside the EU or the EEA.   

The General Data Protection Regulation of the European Union guarantees you various rights in terms of the processing of your personal data. You can read more about your rights and how to exercise them on the City of Espoo website: Data protection | City of Espoo. 

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:  

Astrid Puumala-Thévenet, Development Manager, International Affairs and Immigration 
astrid.puumala@espoo.fi