Processing of stakeholders’ personal data

Heka is the controller of your personal data

Helsingin kaupungin asunnot Oy (Heka) acts as the data controller in accordance with data protection legislation when processing your personal data. 

On what basis do we process your personal data? 

Tendering of procurements

Heka may process your personal data in order to tender out public procurements.

A candidate or tenderer whose staff you are a member of may disclose your personal data to us in order to participate in the procurement procedure. We process personal data in order to carry out tendering procedures, i.e. for purposes such as preparing procurements, assessing the suitability of a candidate or tenderer, carrying out appeal procedures, and preparing and implementing procurement agreements. In such cases, the processing of your personal data is based on compliance with our legally prescribed obligations. Heka is obligated to comply with the Act on Public Procurement and Concession Contracts (1397/2016) , as well as other legislation pertaining to public procurements. The processing or personal data in connection with tendering out public procurements is also based on our obligations prescribed in the Criminal Records Act (770/1993)  and the Act on the Contractor’s Obligations and Liability when Work is Contracted Out (1233/2006) .

Heka may also process your personal data when making procurements that are not subject to legislation pertaining to public procurements. A tenderer whose staff you are a member of may disclose information about you to us in order to make a tender regarding the procurement. In such cases, the processing is based on compliance with our legally prescribed obligations and pursuing our justified interests:

Co-operation agreements

Heka will process your personal data if you have been named as the contact person for an agreement partner of ours or if you have made a co-operation agreement with us, e.g. as a private trader.

  • We will process your personal data in order to pursue our justified interests based on the agreement relationship. The processing is necessary in order to prepare and implement the agreement, pursue all rights and carry out all obligations therein, maintain and develop the agreement relationship and manage the agreement.
  • When you are an agreement partner of ours, we will process your personal data in order to not only pursue our justified interests, but also directly based on the implementation and preparation of our mutual agreement.

Hima magazine mailing list

Heka will process your personal data for distributing the Hima magazine if you have participated in the making of the magazine, e.g. as a freelance author, photographer or interviewee. In such a case, the processing of your personal data is based on the co-operation relationship between you and Heka, i.e. our justified interests.

Heka may process your personal information for purposes related to the distribution of the Hima magazine if you are a stakeholder of ours. The Hima magazine is Heka’s resident media on life in Heka rental apartments. We distribute the Hima magazine to our stakeholders on a regular basis. It is part of our information provision and communication with our stakeholders. The processing of your personal data is based on our justified interests related to the stakeholder or co-operation relationship between Heka and the stakeholder group you represent.

If you no longer wish to receive the magazine, you can unsubscribe from the mailing list at any time with an e-mail notification sent to viestinta@hekaoy.fi .

Newsletter mailing list

When you join the newsletter mailing list, your personal data will be processed based on your consent. You will give your consent in writing when you subscribe to the newsletter mailing list using the form on Heka’s website. 

We use the personal data you provide to send you newsletters at regular intervals. The newsletter provides up-to-date information on Heka’s operations, housing and tenant activities, among other things. 

If you no longer wish to receive the newsletter, you can unsubscribe from the mailing list at any time via the unsubscribe link in the newsletter.  

Personal data collected on you 

Reference information in procurements

During a procurement procedure, we will collect the following personal data on you as reference information:

  • your name
  • your position or title
  • your phone number
  • your education status
  • the address information of the reference location and a short description of the contents of the reference.

Contact information of agreement partners’ contact persons

When you serve as a contact person, we will collect the following personal data on you:

  • your name
  • your position or title
  • your e-mail address
  • your phone number
  • your work-related qualifications (if necessary).

Hima magazine mailing list

We will collect your name and address for posting the Hima magazine.

Newsletter mailing list

When subscribing to the newsletter mailing list, you must provide at least your e-mail address. 

If you wish, you can also provide your name when subscribing to the mailing list.

Sensitive personal data

We do not process any sensitive personal data.

Disclosure of your personal data

Personal data is processed by Heka employees whose work requires the processing of said personal data.

We have co-operation partners that process personal data on our behalf as processors of personal data. Their processing complies with the agreement between Heka and the agreement partner in question, as well as instructions issued by Heka. Such service providers include operators such as our service provider for the public procurement tendering system, our service provider for the information management system, our other IT system service providers and the printing house of the Hima magazine.

We may disclose your personal data to authorities, such as the Finnish Competition and Consumer Authority and occupational safety authorities, based on their legally prescribed supervisory duties and rights to receive information. We may also disclose your personal data for legal proceedings to parties such as the Market Court. We also disclose personal data in other cases when required by law. 

International data transfers

We will not process or disclose your personal information outside the European Union or the European Economic Area. 

Retention, archiving and deletion of your personal data

Heka will only retain your personal information for as long as it is necessary. The determination of the retention period is influenced by the purpose of the use of the personal data and legislation. 

We will retain the personal data you provide for the newsletter mailing list for as long as you wish to receive our newsletter. 

Your data protection rights

You have the right to access your personal data and receive a copy of it. You can correct and update your personal data conveniently in the human resource management system.

You also have the right to:

  • demand that we correct any erroneous and inaccurate personal data
  • demand the deletion of your data on grounds mentioned in the General Data Protection Regulation
  • demand restrictions to the processing of your personal data on grounds mentioned in the General Data Protection Regulation
  • have the data you have provided yourself transferred to another data controller
  • oppose the processing of your personal data for direct marketing and on other grounds mentioned in the General Data Protection Regulation; and
  • file a complaint regarding the processing of your personal data to the Data Protection Ombudsman if you believe that Heka has violated data protection legislation when processing your personal data. In Finland, the complaint should be addressed to the Data Protection Ombudsman . 

If you want to access your personal data, please fill out this inspection request form. After you have submitted the form, we will verify your identity through the Signom service.

We aim to respond to any requests regarding your personal data within one month at the latest from your contact.

Protection of your personal data

Heka has the appropriate IT and administrative data security measures in place to protect your personal data.

All people who have access to personal data are bound by the duty of confidentiality.