Youth Services Register

Name of the register

Youth Services Register

Data controller

The City of Vaasa, business ID (Y-tunnus): 0209602-6

Kirjaamo, PL 3, 65101 Vaasa

Contact persons for the register and their contact details

Director of Youth Affairs

email firstname.lastname@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 purpose is to organise and deliver youth services, assess and develop those services, maintain statistics, manage venue hire and invoicing, and enable communication with children, young people, and their guardians.

Personal data processed

The register processes, among other data, the following information:

Children and young people: name, address, telephone number, email address, date of birth

Guardians: name, personal identity code, address, email address, telephone number

Staff: name, telephone number, email address, log data, user IDs
Venue hirers: name, telephone number, email address, address, personal identity code, the space being hired, and the date and time of the hire

Personal data is processed in systems including Hellewi and Webropol, as well as the Microsoft 365 service.

Are special categories of personal data processed?

Information on children’s and young people’s allergies and special dietary requirements for organising meals.

Essential health information to ensure the safety of the children and young people.

For any trips, a personal identity code may be required.

For invoicing venue hires, a personal identity code is required when billing a private individual.

Legal basis for processing

 Legal obligation

Legal obligation to provide youth services:

• Data Protection Act
• EU General Data Protection Regulation
• Youth Act

Data sources

Personal data is collected directly from the data subject.

Regular disclosures of data

Data is not disclosed to third parties.

Routine transfers and disclosures of data outside the EU/EEA

Data is not routinely transferred or disclosed outside the EU or EEA.

Data storage periods

Data is stored in line with the city’s data management plan and primarily according to the requirements of organising and delivering activities.

Automated decision-making

Automated decision-making is not used.

Rights of the data subject

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