The Nordic Energy Capital (NEC) Register

Nordic Energy Capital (NEC) project

The Nordic Energy Capital (NEC) Project (EUI03-111) is a joint EU-funded project of six organisations operating in the Vaasa region. The duration of the project is 2025–2029. Its aim is to make the City of Vaasa a model city for carbon-neutral energy solutions.

The participating organisations act as joint controllers. They are the City of Vaasa (project owner), Oy Merinova Ab, University of Vaasa, EPV Energia Oy, Vaasan Sähkö, and the Vaasa 4H Association. Each organisation is responsible for the personal data generated in its own activities during the project. Personal data is transferred between the parties when it is necessary. The City of Vaasa is responsible for the cooperation platform essential for project activities.

In the Nordic Energy Capital project:

• a “digital twin” of Vaskiluoto will be built, i.e., a virtual model used to assess and develop ways to use electricity and heat more efficiently and with lower emissions,
• energy efficiency in cities is increased,
• new ways for Vaasa residents to participate and influence are developed, for example through an energy portal,
• Vaasa’s unique energy education pathway is deepened, and
• solutions will also be evaluated in Umeå (Sweden), Alcalá de Guadaíra (Spain), and Fyli (Greece).

Name of the Register

The Nordic Energy Capital (NEC) Project Register (project number: EUI03-111)

 

Joint Controllers

City of Vaasa, Business ID 0209602-6

Registry, P.O. Box 3, 65101 Vaasa

 

Oy Merinova Ab, Business ID 0778620-2

Yrittäjänkatu 12, 65380 Vaasa

 

University of Vaasa, Business ID 0209599-8

Wolffintie 32, 65200 Vaasa

 

EPV Energia Oy, Business ID 0216734-9

Kirkkopuistikko 0, 65100 Vaasa

 

Vaasan Sähkö Oy, Business ID 0209628-8

Kirkkopuistikko O, 65100 Vaasa

 

Vaasan 4H-yhdistys ry, Business ID 1440141-1

Gripinpolku 1, 65380 Vaasa

 

Register Contact Persons and Their Contact Details

The City of Vaasa acts as the primary point of contact for requests to exercise the rights of data subject.

 

City of Vaasa:

Suvi Aho, Strategy Manager

Email: suvi.aho@vaasa.fi

Phone: +358 6325 1111 (switchboard)

 

Data Protection Officers or Persons Responsible for Data Protection

 

The City of Vaasa acts as the primary point of contact for requests to exercise the rights of data subject.

 

City of Vaasa:

Email: tietosuojavastaava@vaasa.fi

Phone: +358 6325 1111 (switchboard)

 

Purpose of Personal Data Processing

Personal data are processed to enable the planning, implementation, and communication of project activities. The data are used, for example, for organising meetings and events, to manage the contact information of participants and guardians, and to report and develop operations. During the project, the energy efficiency of apartments will also be monitored for research purposes with the aim of improving the energy efficiency of buildings. The data will only be processed for the purposes mentioned above.

 

Personal Data Processed

In relation to events:

– name, contact information, dietary information, contact information of guardians, if necessary, photo with consent and, if necessary

In relation to project administration and communication:

– name, contact details, represented organisation, role in the organisation, photo with consent and, if applicable

In relation to research:

– name, contact information, address or location of the apartment, photo with consent and if necessary

 

Diverse types of consent may be processed in all parts of the project.

 

Are Special Categories of Personal Data Processed?

Special categories of personal data are processed regarding dietary information when food is provided at events. If necessary, travel and accommodation arrangements may require the processing of personal data required for bookings with the person’s consent, which may include, for example, a personal identity code.

 

Legal Basis for Processing

For the City of Vaasa, the processing of personal data is based on the public interest (GDPR 6.1 e) when the data is processed for the implementation of the project’s non-profit activities. In addition, the processing may be based on the consent of the participant or guardian (GDPR 6.1 a), for example with regard to event registration and dietary information, as well as on the fulfilment of a contract (GDPR 6.1 b) with regard to employee and partner data.

 

For Oy Merinova Ab, the processing of personal data is based on legitimate interest (GDPR 6.1 f) when the data is processed for the purpose of conducting the project’s operations. In addition, the processing may be based on the consent of the participant or guardian (GDPR 6.1 a), e.g. with regard to event registration and dietary information, on the fulfilment of a contract (GDPR 6.1 b) with regard to employee and partner data, and on a Legal Obligation (GDPR 6.1 c) in the case of data processing related to accounting and statutory reporting.

 

For the University of Vaasa, the processing of personal data is based on the public interest (GDPR 6.1 e) for the purpose of conducting scientific research.

 

For EPV Energia Oy, the processing is based on the consent of the participant or guardian (Article 6.1a of the GDPR) regarding the study on the energy efficiency of apartments. The processing of personal data is also based on a contract (Article 6.1 b of the GDPR), e.g. regarding the processing of registration for events. The processing of certain personal data provided in connection with registration may be based on consent (Article 6.1a GDPR), including special data (such as diet). In addition, the processing may be based on legitimate interest (Article 6.1(f) of the GDPR) when the data is processed for the purposes of the company’s operations, administration, shareholder relations, general project arrangements, and communication, as well as for the implementation of communications or compliance with a legal obligation (Article 6.1 c of the GDPR), for accounting, taxation, or statutory reporting.

 

For Vaasan Sähkö Oy, personal data processing is based on legitimate interest for statistical analysis and research purposes.

 

For the Vaasan 4H-yhdistys ry, the processing of personal data is based on Article 6 of the GDPR: the performance of the contract (6.1 b), the fulfilment of legal obligations (6.1 c) and the implementation of the project in the public interest (6.1 e).

 

Sources of Data

Personal data is obtained directly from participants, guardians, or partners, for example, in connection with registration. In addition, personal data may be collected indirectly from energy consumption and IOT sensor data. The data is not collected from official registers or external sources.

 

Regular Disclosures of Data

Data are not regularly disclosed to external parties.

Personal data may be disclosed in a limited manner to the EU project funding authorities in connection with project reporting.

However, if necessary, the data may be disclosed to a limited extent to service providers participating in the practical arrangements of events or events, such as catering companies or event organisers, for example to accommodate dietary requirements, such as restaurants or event producers, for example, in order to take into account dietary needs.

Personal data may be transferred between project partners when necessary to enable cooperation. In the future, the data generated in the research may be used in further research where personal data is processed, if and only if it is necessary for the research. Research datasets will not be shared, but the information describing it (metadata) will be deposited in an appropriate data archive.

 

Transfers or Disclosures Outside the EU/EEA

The data is not regularly transferred outside the EU or EEA. If transfers are made in exceptional circumstances, they will be conducted with safeguards in accordance with the General Data Protection Regulation, such as standard contractual clauses approved by the European Commission.

 

Retention Periods

Personal data are retained until the end of the project and thereafter for as long as and to the extent necessary to fulfil statutory reporting and accounting obligations.

 

Automated Decision-Making

The processing of personal data does not involve automated decision-making or profiling. All processing is always based on human discretion.

 

Rights of the Data Subject

If you wish to exercise your rights, please contact the contact persons of the City of Vaasa.

As a data subject, you have various rights depending on the legal basis of processing:

• Right to be informed about the processing of personal data
• Right to inspect your own data
• Right to rectification
• Right to erasure (“right to be forgotten”)
• Right to object to data processing
• Right to data portability
• Right not to be subject to automated decision-making
• Right to lodge a complaint with the Data Protection Ombudsman