Privacy Notice - Customer data
What personal data is collected, for which purposes and on what legal basis?
You have attended an event, exhibition or meeting where you have met a Grundfos contact and Grundfos has collected your personal data, which could include your full name, email address, business area, country, company, job title, phone number, company address, industry and focus areas (hereinafter the “Personal Data”) that you provided to Grundfos when you met with Grundfos’ contact person.
It is free for you to decide whether you want to provide your Personal Data to Grundfos. However, you are obliged to provide the Personal Data to get the requested services. If you do not provide the Personal Data you will not be able to get the services.
The purpose of collecting Personal Data
Grundfos is storing and using the data for the purpose of contacting you as agreed with the Grundfos contact person on relevant focus areas. Besides receiving an email with relevant focus areas, you may have requested that Grundfos gives you (and your company) a call, a quotation, a visit or refer you to a partner/distributor.
The legal basis for collecting your Personal Data
The processing of your Personal Data is based on the understanding between you and Grundfos that Grundfos can contact you for the fulfilment of the purpose mentioned above. The processing of your Personal Data is thereby considered necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract, which is Grundfos’ legal basis for processing your Personal Data (Article 6, para. 1, lit. b of the General Data Protection Regulation (Regulation (EU) 2016/679)).
Your Personal Data may only be processed for different purposes if this is necessary for complying with legal or regulatory obligations (e.g., transfer to courts or criminal prosecution authorities), if you have consented to the respective processing, or if the processing is otherwise lawful under applicable law. If processing for a different purpose takes place we may provide you with additional information.
Where is data stored?
If you have requested information or material from Grundfos, your Personal Data and data files are stored on Microsoft Azure Cloud servers placed in Ireland.
If you have requested a call, quotation or visit from Grundfos or requested that Grundfos refers you to a partner/distributor you and/or your company will be considered a potential new Grundfos customer, and your Personal Data will be transferred to and stored and processed on SAP servers placed in Bjerringbro, Denmark.
Details of the data controller and recipients of the personal data
Grundfos Holding A/S, Poul Due Jensens Vej 7, 8850 Bjerringbro, telephone +45 87 50 14 00, email: email@example.com, Denmark and your local Grundfos entity (together “Grundfos”) are joint data controllers of your Personal Data and responsible for data security and the processing of your Personal Data according to the specific purposes mentioned above.
Grundfos can share your Personal Data with third parties who will be the data processor(s) and process your Personal Data for the specific purposes mentioned above.
The following data processors are used:
• Microsoft Ireland Operations Limited, Atrium Building Block B Carmenhall Road Sandyford Industrial Estate Dublin 18, Ireland: Microsoft Azure Cloud servers are used by Grundfos for storing and processing your Personal Data on behalf of Grundfos according to the purposes mentioned above.
• SAP DANMARK A/S, Lautrupsgade 11, 2100 Copenhagen Ø, Denmark: If you have requested a call, quotation or visit from Grundfos, you and your company will be considered a potential new customer and your Personal Data will be transferred to and stored and processed on SAP servers placed in Bjerringbro, Denmark, and SAP DANMARK A/S helps Grundfos with the processing of your Personal Data for these purposes.
• Other local companies within the Grundfos Group that will assist with IT support for the above systems.
• Other recipients, typically consultants, that will assist with IT support for the above systems and assist with the processing of your Personal Data on behalf of Grundfos in the above systems.
Other authorised third parties may need to access or store personal data if required or permitted by applicable law (e.g. governmental authorities, courts, external advisors, and similar third parties that are public bodies).
Transfer of the Personal Data
In certain cases, your Personal Data may be transferred to outside of EU/EEA. Grundfos ensures that such transfer will be carried out in accordance with the applicable data protection laws. This entails that any party outside of EU/EEA which comes in possession of your Personal Data must ensure an adequate level of protection, for example by entering into the EU standard contractual clauses, or implement and comply with binding corporate rules, where applicable. If you have any inquiries in relation hereto, you are welcome to contact Grundfos – please see the contact information below in the ‘How can you access your Personal Data?/Further rights’ section.
Your Personal Data collected when you have requested information or material from Grundfos will be stored for processing for a maximum of 6 months. However, if you have requested a call, quotation or visit from Grundfos or requested that Grundfos refers you to a partner/distributor, you and/or your company will be considered a potential new customer and your Personal Data will be stored for a longer period of time namely as long as you are considered the contact person of your company and your company is considered a potential customer or customer of Grundfos.
If a judicial or disciplinary action is initiated, the Personal Data may be stored until the end of such action, including any potential periods for appeal, and will then be deleted or archived.
Moreover, some of your Personal Data may be stored in an anonymised form that does not allow you to be identified.
How can you access your personal data?/Further rights
Under applicable law, you have various rights (under the conditions set out in applicable law).
Right of access: You may have the right to obtain from us confirmation as to whether or not personal data concerning you is processed, and, where that is the case, to request access to the personal data. The access information includes – inter alia – the purposes of the processing, the categories of personal data concerned, and the recipients or categories of recipients to whom the personal data have been or will be disclosed. However, this is not an absolute right and the interests of other individuals may restrict your right of access.
You may have the right to obtain a copy of the personal data undergoing processing. For further copies requested by you, we may charge a reasonable fee based on administrative costs.
Right to rectification: You may have the right to obtain from us the rectification of inaccurate personal data concerning you. Depending on the purposes of the processing, you may have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
Right to erasure ("right to be forgotten"): Under certain circumstances, you may have the right to obtain from us the erasure of personal data concerning you and we may be obliged to erase such personal data.
Right to restriction of processing: Under certain circumstances, you may have the right to obtain from us restriction of processing your personal data. In this case, the respective data will be marked and may only be processed by us for certain purposes.
Right to object: Under certain circumstances, you may have the right to object, on grounds relating to your particular situation, or where personal data are processed for direct marketing purposes at any time to the processing of your personal data by us and we can be required to no longer process your personal data.
Right to data portability: Under certain circumstances, you may have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you may have the right to transmit those data to another entity without hindrance from us.
If you would like to know more or wish to use one or more of your above rights, you are welcome to contact Grundfos Holding A/S by sending an email to firstname.lastname@example.org.
Some Grundfos companies have a local data protection officer whom you may also
contact. Please see this link for an overview of data protection officers.
Filing of complaints
In case of complaints, you also have the right to lodge a complaint with the competent supervisory authority regarding the processing of your Personal Data.
Changes to the Privacy Notice
We reserve the right to change or supplement this Privacy Notice at any time. To the extent the changes of the Privacy Notice are regarded as material and significant, you will be informed hereof, for example via email or on Grundfos’ company website.