This page concerns the treatment of PilotGreen project register personal data. Please read the page thoroughly in order to understand our practices concerning personal data and their treatment.
PilotGreen customer register
1 NAME OF REGISTER
Register database for PilotGreen project consortium (PG from here on), consisting of following parts:
- customer register
- register for sending newsletters, invitations, events and bulletins
- project database
2 REGISTER OWNERS
The register controllers referred to in the EU General Data Protection Regulation (EU) 2016/679 (”GDPR”) are:
Metropolia Ammattikorkeakoulu Oy
Forum Virium Helsinki Oy
Metropolia Ammattikorkeakoulu Oy
Business ID: FI20945511
Postal address: PL 4000, 00079 Metropolia
Visiting address: Myllypurontie 1, 00920 Helsinki
Forum Virium Helsinki Oy
Business ID: FI21700292
Postal and visiting address: Unioninkatu 24, 00130 Helsinki
LAB Ammattikorkeakoulu Oy
Business ID: 2630644-6
Postal and visiting address: Mukkulankatu 19, 15210 Lahti
3 RESPONSIBLE PERSON FOR REGISTER
The person responsible for the register is CIO Juhani Kantola (firstname.lastname@example.org).
His responsibilities for ensuring that the register is used for intended purposes include:
- check access rights frequently
- ensure proper security measures (including security updates)
- ensure that database users have adequate instructions for using the register
4 RESPONSIBLE PERSON FOR REGISTER DETAILS
The person responsible for register details is CIO Juhani Kantola.
His responsibilities is to maintain access rights for users, give out information about the register and inform customers about their rights for checking and updating their data stored in the register.
5 THE PURPOSE OF THE REGISTER
The PilotGreen project (January 2023–December 2025) aims to make cities greener and more comfortable by piloting new green infrastructure solutions in partnership with businesses, cities and residents. The project is coordinated by Forum Virium Helsinki, and the project partners are Metropolia University of Applied Sciences and LAB University of Applied Sciences. The project is funded by the European Regional Development Fund.
The legal basis for processing of personal data in the PilotGreen project is consent received by registrees.
6 REGISTER DATA
The data stored in the register consists of the following details:
Basic contact information:
- first and last names
- phone number
- email address
- company or organisation and department name
- survey answers
Information pertaining to collaboration and contacts
- subscribing and unsubscribing to project services
- audiovisual recordings from events
- blogs and other publications
The register consists of several parts and not all parts contain the previous details.
7 REGISTER DATA SOURCES
The data is received directly from customers: companies, organisations and private persons. Additionally public websites and databases may be used as source.
8 PERSONAL DATA SHARING GUIDELINES
Personal data will not be shared with third parties otherwise than permitted by current legislation. The data is stored in both EU/ETA server facilities as well as facilities in the Unites States. PG maintains contracts with all of its service providers, which state that they will adhere to EU General Data Protection Regulations. Anonymous data (excluding names and identifying details) may be exported for research purposes.
9 REGISTER USAGE
The register is accessed, maintained and edited by PG personnel. Access to the register is restricted and only available with a personal account and password combination. The account username is granted when access to the register is opened and will be closed when the employee’s contract is terminated or if the employee is assigned to a different role in PG.
The following services are used for accessing and processing the registry data:
Metropolia’s Microsoft Outlook Exchange system
Forum Virium Helsinki’s Google Workspace system
10 THE REGISTER IN RELATION TO OTHER PERSONEL REGISTERS
The register is solely for PG’s use. Any updates will be performed by data submitted by customers or data available via public access.
All data in the register is used only by PG. No social security numbers (or similar details) are stored. Several service providers provide servers and storage space where the register is stored. Servers are located in high security facilities with no unauthorized access. Register data is regularly backuped.
12 STORAGE OF PERSONAL DETAILS, REGISTER DATA, ARCHIVING AND DISPOSAL OF DATA
Register data is stored on a usage basis, archiving is not in use. The data is stored for the period for which the data is needed for the register. Any expired data is deleted manually.
13 INFORMING REGISTERED PERSONS
14 RIGHT TO INSPECT, CORRECT OR REMOVE PERSONAL DATA
Persons have the right to inspect, correct or remove their stored data by request. The register does not have classified person data. Person data is usually validated when entered (either through public databases or other public sources) or periodically. Companies or persons can request correcting their data by request to the register owner. Requests can be made at this address: https://forumvirium.fi/en/change-delete-personal-information/
The request will be replied to as soon as possible and then carried out. The register does not include data for which these requests cannot be carried out.
15 RIGHT TO NON-DISCLOSURE
No data is exported or disclosed from the register without written consent from the customer company or person.
16 REGISTER MANAGEMENT
CIO Juhani Kantola is the maintainer of the register.
The CIO is responsible for
- usage policy and data model of the register, granting access rights, informing registered persons, responding to requests for data inspection and maintaining data integrity
- technical administration of the register
- security, archiving and backups, also any data deletions
- naming any additional responsible persons for the register
The register data is maintained collectively by FVH personnel.
17 INTERNAL INSTRUCTIONS AND TRAINING
Internal usage guidelines are maintained separately. Training is provided regularly.