Processing of personal data, Application to join the participatory budgeting panel in Suurpelto

Date of publication: 21 March 2024

City of Espoo

Petri Vainio, Project Manager

Petri Vainio, Project Manager

petri.vainio@espoo.fi

4.   Data Protection Officer

Data Protection Officer of the City of Espoo

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

Tel. 09 81621 (switchboard)

Email address: tietosuoja@espoo.fi

Personal data is collected from people who apply to join the residents’ panel for the purpose of establishing a resident’s panel.

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 data to be processed includes the name, age, email address, and possible free-form comments of the people who apply to join the residents’ panel.

PUBLIC ACCESS TO AND CONFIDENTIALITY OF DATA:

Data may be partly confidential.

GROUNDS FOR CONFIDENTIALITY:

Act on the Openness of Government Activities, section 24, subsection 1.

The data is obtained directly from the data subjects via the Webropol application form. When applying to join the panel, the data subject accepts the processing of their data.

Data will not be disclosed to parties external to the city.

Webropol Oy processes personal data as a service provider.

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

The data is stored for a maximum of six (6) months after the person has applied to join the panel.

The data is stored in the Webropol survey tool and Excel files, which can only be accessed by City of Espoo employees involved in organising the panel events. The information system can only be accessed with a username and password granted by the city. IT equipment is located in protected and supervised premises.   

Further instructions on submitting information requests referred to in the General Data Protection Regulation: Data protection / Clients’ right of access to personal data

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 controller does not take action on the request of the data subject, the 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: https://tietosuoja.fi/en/home(external link, opens in a new window)