Privacy notice: Espoo Employment Services, coaching services

Original date of publication: 10 February 2025. Updated on 20 May 2025.

Personal data is generally used in Espoo for the provision, planning and assessment of activities and services and for statistical purposes. In terms of this service, personal data is processed when a client expresses an interest in participating in coaching or when we order coaching services from an external service provider for a client with their consent.

In this service, personal data is processed on the following legal grounds: To comply with a legal obligation to which the controller is subject (Act on the Organisation of Employment Services 380/2023, chapter 6, section 53)

The client’s name and personal identity code are required on the form used by clients to express an interest in participating in coaching and on the form used for ordering coaching services. The client’s consent to the use of the form is also required. If the client refuses to give their consent, they will be asked to contact coaching services by email.

Information on the client’s municipality of residence (Espoo or Kauniainen) and client relationship with Employment Services is also required on the form used by clients to express an interest in participating in coaching. In addition, the client must choose the language of the form (Finnish, Swedish or English). The client can also provide further information about their wishes regarding the coaching (type of coaching) and other information in the text field. The data provided on the form is processed by Espoo Employment Services, and information on the client’s interest in coaching is forwarded to their designated specialist through the national client information system A-TMT used by employment authorities. If the person does not live in Espoo or Kauniainen and/or is not a client of Espoo Employment Services, the form will remain anonymous, and the person cannot provide information about themselves. In this case, the person will be asked to contact their local employment services or start their job search process. Clients can also specify how they found out about coaching services.

A phone number, the language of the service, and the name and dates of the coaching are required on the form used for ordering coaching services. In addition, the official who orders the coaching service must provide their email address. The following information is optional: email address, payer of unemployment benefit, and additional information on the client’s situation or needs and desire to obtain a competence passport. If this information is not provided on the form, the service provider will obtain the information directly from the client. Other additional information may also be obtained directly from the client, with whom the designated specialist orders the coaching service.

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 related to those interested in coaching and coaching orders is deleted from the system regularly on an annual basis.

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.

We use the following external operators in connection with this service: Webropol is the system through which the forms have been created and information on a person’s interest in participating in coaching is conveyed to the officials in charge of coaching services and, in relation to coaching orders, also to the service provider. Coaching services are provided by Eezy Valmennuskeskus Oy and Luksia koulutus Oy.

Data is disclosed to the person requesting it in accordance with the Act on the Openness of Government Activities.

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

The General Data Protection Regulation of the European Union guarantees various rights for you in terms of the processing of your personal data. You can read more about your rights and how to exercise these rights on our website.

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 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 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.

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:

Suvi Ylälahti, Senior Planning Officer
suvi.ylalahti@espoo.fi

1.0    Date of publication
2.0    Updated on 20 May 2025