Processing of Personal Data in Vantaa's Newsletter Service
In accordance with the EU General Data Protection Regulation, individuals must be informed if their personal data is recorded in any personal register. Personal data includes, among other things, name and address information. The registered person must also be informed about the purpose of the processing of personal data, to whom the data is regularly disclosed, and the rights of the registered person.
The information document was updated on February 28, 2022.
This page explains how your personal data is processed when you have subscribed to newsletters from Vantaa's newsletter service.
Personal Data Contained in the Newsletter Service and Their Purpose
The address register of the newsletter service consists of email addresses. Subscribers choose newsletters based on their interests by making a subscription on the website's subscription form. The City of Vantaa sends targeted communication on various themes to newsletter subscribers. Each newsletter is sent only to those who have subscribed to it.
The address register of the newsletter service does not contain any other personal data than email addresses. From the analytics data of an individual sent newsletter, it is possible to see in which country, on which device (computer/mobile device), when, and how many times the recipient has opened the newsletter. Additionally, the analytics can show which links the recipient has clicked and opened, and whether the newsletter has been forwarded.
Necessity of Providing Information
Providing information is voluntary. Each newsletter subscriber makes their own decision about providing their information when making the subscription. Those included in the address register can remove their email address from the newsletter application's register immediately if they wish, for example, from the "Unsubscribe from the newsletter" link in the received newsletter.
Forwarding of Information
Email addresses included in the address register of the newsletter service are not disclosed to third parties outside the City of Vantaa.
Handlers of the Address Register and Data Security
The address register is used by employees of the City of Vantaa who have been granted access to the service based on their job duties. The City of Vantaa and the newsletter application's service provider comply with the relevant legislation in the processing of the address register. Both the service provider and the city's employees have signed a data protection commitment regarding the use of information systems.
Transfer of Information Outside the EU or EEA
Email addresses included in the address register of the newsletter service are not disclosed outside the EU or EEA countries.
In Case of a Data Breach
Despite the protection, it is possible that your data may end up in the wrong hands in exceptional cases. In this situation, the city will immediately take action to correct the situation.
You will also be notified immediately or no later than 72 hours after the incident is detected if the leakage of your data may harm your rights. If the data breach affects a large number of people and does not require immediate action from you, it can also be announced through a general notice.
Retention Period of Data
Email addresses in the address register are retained only as long as necessary.
Your email address will be removed from the register no later than one year after unsubscribing from the newsletter.
Right to Review, Correct, and Delete Data
Those included in the address register can remove their email address from the newsletter application's register, for example, from the "Unsubscribe from the newsletter" link in the received newsletter. Each subscribed newsletter must be canceled from its own newsletter-specific cancellation link. The subscriber can also cancel all Vantaa newsletters at once.
The newsletter subscriber has the right to review what information about them is stored in the newsletter service's address register and, if necessary, request correction of the data. The newsletter subscriber can review their data for free once a year. Incorrect and unnecessary data will be deleted upon request.
The request for data review can be made at Vantaa-info during a personal visit. For the review request, a review request form can be obtained from Vantaa-info, which must be signed. When making the review request, identity and the right to use the email address must be proven.
Profiling
From the analytics data of an individual sent newsletter, it is possible to see in which country, on which device (computer/mobile device), when, and how many times the recipient has opened the newsletter. Additionally, the analytics can show which links the recipient has clicked and opened, and whether the newsletter has been forwarded. Vantaa does not profile individual persons based on analytics data.
Possibility to Bring the Matter to the Data Protection Ombudsman
If you suspect that the processing of your data has violated the relevant legislation, you have the right to bring the matter to the Data Protection Ombudsman.
The up-to-date instructions and contact information of the Data Protection Ombudsman can be found on the tietosuoja.fi page.
More Information on Processing and Contacts
For more information on the processing and retention of data, please contact the addresses mentioned below. Please note that email is not a secure means of processing personal data. Please do not send, for example, your social security number or sensitive information by email.
Contacts
viestinta@vantaa.fi
Data Protection Officer
tel. 040 071 3358
Data Controller
City of Vantaa, Business ID 0124610-9,
Asematie 7, 01300 Vantaa