Privacy notice: Electronic signature service of the City of Espoo

Date of publication:  28 September 2026

The City of Espoo’s electronic signature service is used to sign documents related to the city’s operations, such as decision documents and contracts. We process your personal data in our signature system to enable documents to be signed electronically. When a document is signed, personal data is stored in the register of the signature service, in the document being signed and in logs. This enables the verification of the authenticity and integrity of the signature. The log data collected by the signature service is also used to monitor the use and disclosure of data in the information system and to investigate technical errors in the system.

In this service, personal data is processed on the following legal grounds:

• To comply with the data controller’s legal obligation
  • Act on Information Management in Public Administration (907/2019), section 17
• For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • Act on Strong Electronic Identification and Electronic Trust Services (617/2009)
  • eIDAS Regulation (EU) No 910/2014
  • Act on Electronic Services and Communication in the Public Sector (13/2003)

The signature service processes documents containing data related to several statutory duties performed by the City of Espoo. Information on the processing of such data is provided separately in other privacy notices.

• Signatories’ names and email addresses
• Names and email addresses of Espoo employees who manage signature workflows
• Signatories’ personal identity codes
• Log data from the signature service, including information on users’ viewing, downloading, modifying, deleting and signing activities.
• Signatories’ IP addresses

The signature service also processes documents containing data related to various statutory duties performed by the City of Espoo. This personal data is described in the following City of Espoo’s privacy notices: Tietosuojaseloste Päätöksentekojärjestelmä Dynasty 10 (in Finnish)

Depending on the task in question, we obtain the data either directly from the data subjects or through disclosure by third parties. The names and personal identity codes of the signatories who are part of the City of Espoo’s office-holder organisation are obtained from the Digital and Population Data Services Agency’s Population Information System in connection with strong identification. Email addresses are obtained from the City of Espoo’s email information management system.

The names and personal identity codes of signatories from outside the City of Espoo are obtained through the Suomi.fi e-Identification service. The email addresses and names are obtained from the signatories.

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:

Data and documents related to signing activities are stored in the signature service for 45 days. Signed documents are transferred from the signature service to the information systems intended for processing them, in which the documents are stored in accordance with the City of Espoo’s records management plan and the privacy notices of the relevant services.  
Log data related to activities carried out in the signature service is stored for 5 years.

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: the signature service system provider.

In connection with this service, data is not disclosed.

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:

Otto Tuomaala, Records Manager

P.O. Box 1, 02070 City of Espoo

Tel. +358 9 81621 (switchboard)

kirjaamo@espoo.fi

Data Protection Officer of the City of Espoo: tietosuoja@espoo.fi

P.O. Box 12, 02070 City of Espoo

Tel. +358 9 81621 (switchboard)

Date of publication: 28.9.2026