City of Vaasa Outreach Youth Work Register

Name of the register

City of Vaasa Outreach Youth Work Register 

Data controller

The City of Vaasa, business ID 0209602-6 

Kirjaamo, PL 3, 65101 Vaasa 

Contact persons for the register and their contact details

Director of Youth Affairs  

email: nuorisopalvelut@vaasa.fi  

tel. +358 6325 1111 (exchange) 

Data Protection Officer

email: tietosuojavastaava@vaasa.fi 

tel. +358 6325 1111 (exchange) 

Purpose of processing personal data

Information is collected during the young person’s engagement with the outreach youth work service. Personal data is processed for the provision, management, and development of the client relationship, as well as for statistical purposes. 

Personal data processed

The register may contain and process the following categories of personal data, as required:  

Basic information: First name, last name, date of birth, gender, email address, telephone number, street address, postcode and town/city. 

Background information: Education, work experience, specialist skills, strengths, goals, health information, means of subsistence, type of housing, as well as family background and other relevant background information. 

Client relationship information: How the client was referred to the service, the start date, the end date of the client relationship, and any measures or actions taken during the client relationship. 

Notes: Information provided by the client and approved by them for recording where it is relevant to their engagement with the service. 

Personal data is processed using systems such as Microsoft 365 and PAR.  

Are special categories of personal data processed?

For group activities or any trips, it may be necessary to collect information such as young people’s allergies or special dietary requirements to arrange meals, as well as their personal identity code and essential health information to help ensure their safety.

Legal basis for processing  

Public interest or the exercise of official authority 

For the purposes of outreach youth work, personal data is processed in the performance of a task carried out in the public interest. 

• Youth Act (1285/2016) 

• Data Protection Act (2018/1050) 

• EU General Data Protection Regulation (2016/679) 

Consent
Personal and contact details provided by the client for outreach youth work purposes, with their consent. 

Data sources

Information is collected from the client, their family members, or other close contacts, and from public authorities (for example educational institutions, the Finnish Defence Forces, the Wellbeing Services County, and Employment Services).  

Regular disclosures of data

Anonymised statistical data is shared with the organisations responsible for administering the PAR system and with partner organisations. 

Personal data may only be disclosed for research purposes where the necessary permission has been granted. The Ministry of Education and Culture processes applications for permission. 

Routine transfers and disclosures of data outside the EU/EEA 

Data is not transferred or disclosed.

Data storage periods

Personal data is retained for the duration of the client relationship and, where necessary for the purposes of the service (a returning client, follow-up), for up to four (4) years after the client relationship has ended. 

Automated decision-making

Automated decision-making is not used. 

Rights of data subjects

Information on the rights of data subjects can be found on the City of Vaasa’s website.