Data protection and processing of personal data on the Ministry of the Environment’s Virtuaalikortteli workspace platform
External statement in accordance with Article 13 of the EU General Data Protection Regulation 15 February 2019
Ministry of the Environment
P.O. Box 35, FI-00023 GOVERNMENT, Finland
Telephone: +358 029 516 001 (Government switchboard)
Email: kirjaamo (at) ym.fi
Contact details of the Data Protection Officer:
tietosuoja (at) ym.fi
Programme Director Virve Hokkanen
Telephone: +358 295 250 034
Email: [email protected]
Purpose and legal basis for processing of data
Users of the Ministry of the Environment’s electronic Virtuaalikortteli platform have the opportunity to participate in work carried out on the challenges related to sustainable urban development, respond to surveys and share their own content and documents. The discussion and the surveys are managed by representatives of the Ministry of the Environment, the Finnish Environment Institute and, if necessary, other organisations.
The results of the discussions, surveys and voting conducted on the platform and the documents uploaded on it will be used in the activities of the Sustainable City programme and possibly also in the Ministry of the Environment’s other work on urban development. The results of the surveys and discussions may also be used in other activities in the programme, however, in such a manner that users' personal data cannot be linked to the content used.
The legal basis for the processing of personal data stored on the Virtuaalikortteli platform is the consent (Article 6(1)(a) of the GDPR) given by the data subject to the processing. Consent is requested from the data subject when the data subject requests a username for the service.
Processing and processors of data
Virtuaalikortteli is a network environment built on a Zoho Connect platform for the purpose of information exchange and discussion. Zoho Connect is a cloud service, in which the Virtuaalikortteli platform has been created. To use Zoho Connect, the user must create usernames for the Zoho service.
Users can request a personal invitation from the Ministry of the Environment. Through the invitation, they can create a username and a password for the service provided by Zoho. By creating the username, the user gives consent to the processing of personal data to Zoho, which acts as the controller of the data platform it offers and is responsible for the lawfulness of the processing of data.
The Ministry of the Environment acts as the controller of the Virtuaalikortteli service and is responsible for the lawfulness of the processing of data in it. At least the name, email address, organisation and job title of the persons invited are stored on the Virtuaalikortteli platform. If they wish, users can also add their phone number, information about their interests and their photo to their personal profile. This information is also visible to other users.
The data stored on the Virtuaalikortteli platform is processed by Zoho Corporation, the service provider of the discussion platform, and the platform's administrators, who are officials of the Ministry of the Environment and the Finnish Environment Institute.
Transfer of data to third countries
The data will not be transmitted outside the EU or the EEA or to international organisations.
Data retention period
User profile data on the Virtuaalikortteli platform will be retained until Virtuaalikortteli is closed down or the person in question has in writing requested that the Ministry of the Environment delete the data.
The discussions, the survey material collected and the documents will be kept until the end of the Sustainable City programme. If the user has requested the deletion of his or her profile data, the personal data enabling identification will also be removed from the discussions, survey materials and documents.
Rights of the data subject
Access to own personal data:
The data subject can get access to his or her personal data recorded in the register by sending a request for data to the Ministry’s Registry. The Virtuaalikortteli workplace platform of the Sustainable City programme must be mentioned in the request. More detailed instructions on how to submit a request for data can be found on the Ministry of the Environment's website: Data protection and processing of personal data at the Ministry of the Environment under section “Right to check your own data”.
Rectification or completion of data or restricting the processing of data:
If the data subject finds that there is an inaccuracy, omission or error in his or her personal data, the data subject can request the deletion and rectification of the incorrect data by emailing a request to kestavakaupunki(at)ym.fi. The data subject also has the right to request that the processing of the data be restricted until the data has been corrected. The data subject can also change his or her profile information in the service if he or she so wishes.
Withdrawal of consent to use data and erasure of data:
The data subject has the right to withdraw his or her consent to the processing of his or her personal data at any time, in which case the processing of the personal data will be terminated and the data will be deleted from the register.
Leaving Virtuaalikortteli and Zoho simultaneously:
If you no longer wish to participate in Virtuaalikortteli you can leave it and simultaneously delete your Zoho account by following these steps:
1. Click your avatar (top right) and select My Account > Settings > Close Account
2. Enter your password and confirm the action by selecting Close Account
If you want to keep your Zoho account for other use, you can request the deletion of your profile from the Virtuaalikortteli platform by emailing a request to kestavakaupunki(at)ym.fi.
Deleting your Zoho account if you have already been removed from the Virtuaalikortteli platform:
If you have left Virtuaalikortteli, you can no longer access the community’s content. However, you will still have the Zoho account that was created when you received the membership. The account gives you access to other Zoho Connect communities similar to Virtuaalikortteli or to other Zoho services. If you wish, you can remove this Zoho account completely by following these steps:
1. Go to https://accounts.zoho.eu and sign in
2. Select Preferences > Close account
3. Enter your password and confirm the action by selecting Close Account
Notification and complaint concerning the processing of personal data:
If the data subject wishes to report a problem related to the processing of his or her personal data, he or she is requested to contact the Ministry’s Data Protection Officer. You will find the contact details at the top of this page.
It is also possible to lodge a complaint about the processing of personal data with the supervisory authority, the Data Protection Ombudsman. More detailed instructions on this matter are available on the website of the Office of the Data Protection Ombudsman at www.tietosuoja.fi.
As a user of the service, you have the right to:
- gain access to your personal data
- have the data rectified
- restrict the processing of the data
- withdraw your consent to the processing of your personal data
- have the data erased
- have the data transferred from one system to another
- lodge a complaint with the supervisory authority