Processing of personal data in the interest group register

Date of publication of the Privacy Statement: 6/2/2018

City of Espoo.

City of Espoo Communications Director.

Espoo Communications info@espoo.fi

City of Espoo Data Protection Officer
P.O. Box 12, 02070 City of Espoo
Tel. +358 9 81621 (exchange)
tietosuoja@espoo.fi

The purpose of processing personal data in the data file is to provide information and invitations to the City of Espoo’s interest groups.

The EU General Data Protection Regulation, Article 6(1)(e): 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.

Basic contact information is collected about the data subjects: name, community/workplace they represent, address, e-mail address.

The information is confidential.

Information is collected, for example, on the basis of an agreement or other cooperation with the city and from public data (for example, companies operating in Espoo).

The postal address register of the Espressi and Espoo magazines is handed over on an issue-by-issue basis to the printing house, which takes care of the mailing of the magazine and disposes of the address register after use. The same applies to other contract printing houses used in the distribution of printed materials.

Personal information will not be transferred outside the EU or the European Economic Area (EEA).

Address registers submitted to printing houses will be disposed of immediately after the material has been mailed.

Personal data files are stored electronically as Excel files on the city personnel’s secure workstations.

Access rights to the files are based on personal access rights whose use is controlled. Access rights are granted task-specifically. Each user accepts the access and secrecy obligation regarding the City of Espoo’s information and information systems.

More detailed instructions on how to submit data requests in accordance with the GDPR: https://www.espoo.fi/en/city-espoo/data-protection#section-7317 

You have the right to obtain from the data controller a copy of the personal data undergoing processing. The 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 shall inform the data subject without delay and no later than 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 by the data subject and the related measures are free of charge. However, 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 take the action requested.

You have the right to have us correct or supplement any incorrect, inaccurate, incomplete, outdated or unnecessary personal data that we retain.

You have the right to have personal data concerning you erased by the data controller without undue delay under certain preconditions. You have no right to remove the data if following the statutory commitment requires processing of the data or the processing is done for the purpose of performing a task carried out in the public interest or exercising official authority vested in the controller. In these cases, the personal data will only be destroyed after the statutory deadline.

If the data collected about you is inaccurate, you may require that the processing of your customer data be restricted until the accuracy of the data has been verified.

You have the right to lodge a complaint with a supervisory authority if you consider the processing of personal data to be in breach of data protection legislation. You can lodge a complaint with the office of the Data Protection Ombudsman: https://tietosuoja.fi/en/home.