Privacy policy for Greenreality services

Data Controller

Vitality and Urban Development Committee (Elinvoima- ja kaupunkikehityslautakunta)
Villimiehenkatu 1
FI-53100 Lappeenranta
Tel.: +358 (0)5 6161 (exchange)


Contact person for the data resource

The contact person is the party in charge of organising the event. The contact person’s details are indicated separately in connection to each event registration.


Data protection officer

Ilona Sidoroff
Tel.: +358 (0)40 768 1336


Purpose of processing personal data

The personal data is processed for the following purposes related to events organised by the City of Lappeenranta’s Greenreality services:
• Registration
• Managing and communicating about event-related arrangements
• Collecting event-related feedback


Personal data to be processed

The data subjects are persons who have registered for any event organised by the Greenreality services.
The following details may be collected directly from the data subjects in the context of registration:
• First name and last name
• E-mail address
• Telephone number
• Company/organisation
• Job title
• Special diet
• Name of possible companion or escort
• Permission for photography
Only the details that are necessary for registering for and participating in the event in question are collected in the context of registration.


Are special categories of personal data processed (GDPR, Article 9)?

Information on special diets can be requested for possible meals.


Grounds for the processing

The processing of personal data is based on the public interest of the controller (GDPR, Article 6(1)(e)).


Information sources of the data resource

The information is collected from the data subjects themselves.


Is the provision of information required by law or an agreement? What are the consequences of refusing to provide the information?

Registrants who do not provide the requisite details cannot take part in the event in question.


Systems used to maintain the data resource

Depending on the person organising the event, registrations are collected either by e-mail or through a registration system. The City of Lappeenranta uses the following applications: Lyyti, Questback, MS Forms, Tapahtumakone.
The register is maintained in MS Teams, the M-Files document and the content management system.


Is the information contained by the data resource in digital or physical format?

The data is primarily processed in digital form.


Have any of the data processing activities been outsourced?

As a general rule, personal data is not disclosed to parties outside the City of Lappeenranta. However, event organisation may require information to be disclosed to the parties involved in the arrangements.
The City of Lappeenranta has entered into a framework agreement on the provision of conference and facilitation services.


Principles of data protection

Using the information systems requires a personal username and password.
Personal data is only processed by persons involved in event organisation.


Disclosure of information contained by the data resource

No information in the register is disclosed to other parties.
However, event organisation may require information to be disclosed to the parties involved in the arrangements.
Furthermore, personal data may be processed by the service provider responsible for the invoicing of sales and purchases, Meidän IT ja talous Oy (Meita).


Automated decision-making and profiling

No automated decision-making is related to the information collection.


Disclosure of information outside the EU/EEA area

As a general rule, personal data is not disclosed to parties outside the City of Lappeenranta. If the event is part of an international project, information must be disclosed to the financing authority and the project partners, if so necessitated by the financial terms and conditions.
In the exceptional event that an event partner is located outside the EU or EEA, information on the disclosure of data to any such partner will be provided separately in the context of event registration.


Data storage periods or the principles based on which they are determined

The City of Lappeenranta will process personal data for as long as it is necessary for event participation. If the event is part of an international or national project, the storage period is determined by the financing authority. The typical data storage period is 10 years from the last payment of the project.


Rights of data subjects

Right to receive information on the processing of personal data

The controller must describe the processing of personal data in a clear and transparent manner.

Right to access one’s own data

As a data subject, you can check which of your personal details are being processed. We recommend using an electronic form that requires strong authentication. 

Right to request the rectification of personal data

If you notice that your personal data is erroneous or inaccurate, you can request the rectification of your data. To do so, please contact the person responsible for the register.

Right to restrict the processing of your personal data

In some specific cases, you are entitled to request the processing of your data to be restricted until your data has been appropriately checked and rectified or supplemented.

Right to lodge a complaint with a supervisory authority

If you find that your rights have been violated, you have the right to lodge a complaint with a supervisory authority. In Finland, this supervisory authority is the Data Protection Ombudsman.