Processing of personal data in the Voima system (maintenance work management system)
1. Purpose of and grounds for processing personal data
Personal data is generally used in Espoo for the provision, planning and assessment of activities and services and for statistical purposes. In the Voima work management system for building maintenance, personal data is used for the provision of maintenance services. The data is needed to use the system, for user access roles and as contact information for work orders.
In this service, personal data is processed on the following legal grounds:
- For the performance of a contract. The data subject is a party to the contract, or the processing is necessary in order to carry out preparatory measures at the request of the data subject prior to entering into a contract.
2. What data is processed and what are the sources of data?
It is necessary to process the following data to provide the service: Name, email address, telephone number, the employee’s personnel number, and the tax number of the contractor’s employee.
We obtain the data from the City of Espoo’s Iida access management system when role-based access rights are requested for an employee, from the City of Espoo’s Granlund Manager maintenance management system when an employee submits a service request, or from the browser-based Voima mobiili system when a contractor registers as a user. The personal data of the Premises Department’s employees who commission work is obtained through Iida. The personal data of employees who submit service requests is obtained in connection with the submission of each request, and the data of contact persons for a property is obtained when the property is created.
3. How long is data stored?
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:
The data of those commissioning work and the developer is stored for the duration of the system’s life cycle. Personal data related to demolished and sold properties is anonymised 10 years after the sale/demolition. The personal data of employees who have submitted a service request is anonymised one year after the completion of the request.
4. Parties processing or receiving data
4.1 Parties processing data on behalf of the City of Espoo
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: System supplier Digia and the Premises Department’s contracted suppliers (limited view of work orders assigned to them).
4.2 Disclosure of data to other organisations
Data is disclosed to the person requesting it in accordance with the Act on the Openness of Government Activities. In connection with this service, data is not disclosed to other parties.
5. Will data be transferred outside the EU/EEA?
The data will not be transferred outside the EU or the EEA.
6. Rights of the data subject
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.
7. Data controller
City of Espoo
7.1 Contact person of the register
If you have questions or need more detailed information on the processing of personal data, you can contact the contact person of the register:
Sari Nevia, Planning Officer
firstname.lastname@espoo.fi
Change history
- – Finalised on 6 November 2025