Prepared: 31 August 2026
This is a privacy notice in accordance with the EU General Data Protection Regulation (GDPR) and the Data Protection Act (1050/2018), describing how the Port of Vaasa processes the personal data of its customers and service users.
This privacy notice describes what data we collect, for what purpose we use the data, on what basis we process it, and how we protect the data we collect.
We reserve the right to amend and update this privacy notice.
1. Data Controller
Vaasan Satama Oy (Business ID 3390130-7)
Vaskiluodon Satamakatu 14
65170 Vaasa, Finland
info@portofvaasa.fi
+358 (0)400 479 163
2. Contact Person Responsible for the Register
Janne Pylkkönen
Vaasan Satama Oy
janne.pylkkonen@portofvaasa.fi
+358 50 334 4608
3. Name of the Register
Port of Vaasa customer and permit application register.
4. Purpose and Legal Basis for the Processing of Personal Data
The data is used to inform customers about the Port of Vaasa’s operations, provided the customer has given permission for this. The customer has the right to prohibit the use of their data for direct marketing.
5. Data Content of the Register
Permit application data: the applicant’s name, phone number, email address, company or employer and its contact details, the grounds for the application (i.e. the reason for access to the port area), the applicant’s category, and information relating to the validity of the permit. Photography permit applications additionally include the planned date of filming/photography and the subject of the shoot.
Data collected through use of the website: browsing data and terminal device identification data (see Section 10).
6. Regular Sources of Information
The data mainly originates from the individual concerned. Data is obtained through forms on our website, by email, by phone, or in connection with the conclusion of a contract. Our forms indicate which fields are mandatory and which may be provided voluntarily.
In permit applications, data may also be provided by the applicant’s employer or the company being visited.
7. Regular Disclosure of Data
Data is used solely for the purposes described above. We may disclose necessary data to the following parties: our analytics and statistics partner, administrators of our information systems, and parties responsible for security within the port area, to the extent necessary for access control. Data may also be disclosed to authorities as required by law.
Service providers process the data as data processors under a service agreement.
8. Transfer of Data Outside the EU or EEA
Data is not transferred outside the EU or EEA. Website analytics are provided by a service hosted within the EU.
9. Data Retention
Customer data is retained for the duration of the customer relationship and thereafter for as long as necessary due to contractual or statutory obligations.
An individual may request that their data be deleted from the register. The right to erasure does not apply to data that we are required to retain due to a statutory obligation or for data security reasons.
10. Use of Cookies
We use cookies and other similar technologies. Cookies are used to collect information about visitor traffic and to improve the user experience of the service. Cookies and other identifiers have a defined expiry period, after which the browser deletes the identifier.
Cookies necessary for the functioning of the service are always set. Analytics and personalization cookies are set only with your consent, and you can change or withdraw your consent at any time via the cookie settings.
Our website uses the Cookiebot service for analytics, the data for which is hosted within the EU. Read more about Cookiebot’s data processing practices.
11. Grounds for Register Protection and Security Measures
The register is processed with due care, and the data processed is appropriately protected. Data is collected in a secure electronic database that requires a username and password to access. Usernames may only be issued by the register’s main administrator, who also determines access rights levels.
The register is treated as confidential. Data is processed only by Port of Vaasa staff whose duties require it and who are bound by confidentiality obligations. Data is stored electronically, and unnecessary printouts are destroyed appropriately.
12. Right of Access and Right to Request Rectification
You have the right to:
- find out whether we process personal data concerning you, and to obtain a copy of that data
- request the correction of inaccurate or incomplete data
- request the deletion of your data, subject to the limitations described in Section 9
- request the restriction of processing
- object to processing based on legitimate interest
- withdraw consent you have given at any time
- receive, in a machine-readable format, the data you have provided on the basis of consent or a contract
- prohibit the use of your data for direct marketing
Requests may be submitted by email to the contact person responsible for the register. We will respond to your request within one month. We may ask you to verify your identity before processing your request.
13. Right to Lodge a Complaint with a Supervisory Authority
If you consider that the processing of your personal data does not comply with data protection legislation, you may lodge a complaint with the Office of the Data Protection Ombudsman.
Office of the Data Protection Ombudsman
Lintulahdenkuja 4, 00530 Helsinki
P.O. Box 800, 00531 Helsinki, Finland
tietosuoja@om.fi
Switchboard: +358 29 566 6700
tietosuoja.fi
14. Contact
You can reach us by email at info@portofvaasa.fi and, if needed, by phone at +358 (0)400 479 163.