Processing of personal data: Centre of Excellence for Sustainable Development
1 Data controller
Espoon kaupunki, the City of Espoo
PL 1, 02070 ESPOON KAUPUNKI
2 Person responsible for the register
Development Manager, the City of Espoo Centre of Excellence for Sustainable Development
3 Contact person of the register
The centre’s contact information can be found on the website www.espoo.fi.
4 Data Protection Officer
5 For what purpose will personal data be processed?
The purpose of processing the personal data in the register is conveying information and invitations to the stakeholders of the Espoo Centre of Excellence for Sustainable Development, as well as maintaining a register of contact information. In addition to these, the data will be used to coordinate and promote the projects and work of the Espoo Centre of Excellence for Sustainable Development. The register may also be used as a delivery list for the Sustainable Development Newsletter.
6 On what grounds will personal data be processed?
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
Article 6(1)(e) of the General Data Protection Regulation of the European Union: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
7 What data will be processed?
The contact information register contains the following data:
Personal data: Name, position/title, email address, phone number.
Additionally, organisation-specific data will be collected, such as data of the interests or sustainable development solutions adopted by the organisation that the person represents, as well as in which projects of the Espoo Centre of Excellence for Sustainable Development the partner is participating.
8 What are the sources of data?
The data is provided by the data subject as they register for the activities or events of the Centre of Excellence for Sustainable Development using a separate registration form or otherwise stating their interest through personal meetings or email.
Providing personal data is based on agreement. Data may also be collected from the websites of public organisations.
9 Will data be disclosed or transferred outside the city?
A company’s data may also be shared with other partners in sustainable development projects and used in project reporting. Personal data will not be transferred without consent.
10 Will data be transferred outside the EU/EEA?
Data will not be transferred outside the EU or the European Economic Area (EEA).
11 How long will data be stored?
Personal data will be stored for as long as it is necessary for the operations of the City of Espoo or until the data subject themselves denies the data processing.
12 How will data be protected?
Personal data registers are stored electronically as Excel files on the secure workstations and internal data network of the City of Espoo personnel.
Permissions to access the files are based on personal access permissions, and their use is being monitored. Access permissions are granted based on the employee’s tasks. Each user accepts the City of Espoo’s use and confidentiality commitment for data and data systems. The personnel will be trained in matters of data protection and appropriate processing of personal data.
13 Rights of the data subject
Further instructions on submitting information requests referred to in the General Data Protection Regulation:
13.1 How can I access my data?
You have the right to obtain from the controller a copy of the personal data that is subject to processing. The controller shall 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 shall 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 on 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. 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.
13.2 When can I request rectification of my data?
You have the right to have inaccurate, incomplete, outdated or unnecessary personal data that we store either rectified or completed by us.
13.3 When can I request erasure of my data?
You have the right to have the 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 controller. In these cases, the data will only be erased after the statutory time limit.
13.4 When can I request restriction of processing of my data?
If the data concerning you is inaccurate, you have the right to request that its processing be restricted until its accuracy has been verified.
14.5 Right to lodge a complaint
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: www.tietosuoja.fi.