Youth Workshop Register of the City of Vaasa Youth Services

Name of the register

Youth Workshop Register of the City of Vaasa Youth Services

Data controller

The City of Vaasa, business ID 0209602-6 

Kirjaamo, PL 3, 65101 Vaasa 

Contact person for the register

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

The delivery, planning, development, and statistical monitoring of youth workshop activities, and for the management of the client relationship. 

Personal data processed

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

Basic information: First name, last name, gender, personal identity code, email address, telephone number, street address, postcode and town/city. 

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

Client relationship information: How the client was referred to the service, the start and end dates of the client relationship, measures taken during the client relationship, and the participant’s situation during and after the client relationship period. 

The systems used for processing personal data include: 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 youth workshop purposes, personal data is processed on the basis 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 youth workshop activities, 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 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 the data subject

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