Name of the register
Youth Services Register
Data controller
City of Vaasa, Business ID 0209602-6
Registry, P.O. Box 3, 65101 Vaasa
Register contact persons and their contact details
Director of Youth Affairs
email: firstname.lastname@vaasa.fi
tel. +358 6325 1111 (switchboard)
Data Protection Officer
email: tietosuojavastaava@vaasa.fi
tel. +358 6325 1111 (switchboard)
Purpose of personal data processing
The purpose is the organisation and implementation of youth services, evaluation and development of services, statistics, rental of premises, invoicing and enabling contact with children, young people and guardians.
Processed personal data
The register contains, among other things, the following information:
Children and young people: name, address, phone number, email address, date of birth
Guardians: name, personal identity number, address, email address, phone number
Employees: name, phone number, email address, log data, usernames
Renters of premises: name, phone number, email, address, personal identity number, rented premises and rental time
Personal data are processed, for example, in the Hellewi system, the Webropol system and the Microsoft365 service.
Are special categories of personal data processed?
Information on children’s and young people’s allergies and special diets for the organisation of meals.
Necessary health information to ensure the safety of children and young people.
For some trips, for example personal identity number may be required.
For invoicing of premises rentals, personal identity number is required if invoiced to a private individual.
Legal basis for processing
Statutory task
Statutory task to organise youth services:
– Data Protection Act
– EU General Data Protection Regulation
– Youth Act
Sources of information
Personal data are collected directly from the data subject.
Regular disclosures of data
Data are not disclosed to third parties.
Regular transfers and disclosures of data outside the EU/EEA
Data are not transferred or disclosed outside the EU/EEA.
Retention periods
Retention is carried out in accordance with the city’s data management plan. Primarily data are retained according to the needs related to organising and carrying out the activities.
Automated decision-making
Automated decision-making is not used.
Rights of the data subject
You can find information on the rights of the data subject and instructions for exercising rights on the Data Protection at the City of Vaasa page under the headings “Rights of the data subject” and “Exercising rights”.