Privacy notice - visitor
What Personal Data is collected?
Grundfos collects the personal data first name, last name, email, company name and telephone number (hereinafter the “Personal Data”) that you provide to Grundfos when setting up a meeting with a Grundfos employee.
You are free to decide whether you want to provide your Personal Data to Grundfos. However, you are obliged to provide the Personal Data to be registered in Grundfos’ guest booking system. If you do not provide the Personal Data you will not be able to visit Grundfos.
The Purpose of collecting the Personal Data
Grundfos uses the Personal Data for the purposes of identifying you as an invited guest and to give you the best service possible when visiting the Grundfos premises, including notifying the reception of your visit and granting you a guest visit card, to advice you about the exact address and the parking facilities, to communicate with your Grundfos contact person and inform you about safety instructions for the Grundfos premises. Moreover, Grundfos uses the information to have an overview of the guests present in case of fires or other circumstances where people need to vacate the premises.
The legal basis for collecting the Personal Data
The processing of your Personal Data is based on the understanding between you and a Grundfos employee that you will visit Grundfos, and that the processing of your Personal Data is necessary for the fulfilment of the purposes 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 to comply 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 the Personal Data stored?
Your Personal Data and data files are stored on 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, Denmark, telephone: +45 87 50 14 00, email: reception@grundfos.com and Grundfos A/S, Poul Due Jensens Vej 7, 8850 Bjerringbro, Denmark, (hereinafter “Grundfos”) are the joint data controllers 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 acting as Grundfos’ data processors for processing your Personal Data according to the purposes mentioned above. The following data processors are used:
· ID Company ApS, Hørkær 2, 2730 Herlev, Denmark: ID Company ApS delivers the guest booking system to Grundfos (placed at Grundfos servers in Bjerringbro, Denmark) and provides support to the system.
· Ekstern ApS, Frank Jægers Vej 34, 8600 Silkeborg, Denmark: Ekstern ApS provides support to the guest booking system.
· 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 advisers and similar third parties that are public bodies).
Retention period
Grundfos will only store your Personal Data as long as necessary to fulfil the purpose(s) for the processing of your Personal Data namely for 30 days after your visit at Grundfos. Some of your Personal Data may, however, be stored for a longer period of time due to accounting purposes or for defence of legal claims. This Personal Data will be stored until the expiration of the statutory limitation period. 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 e-mail to email reception@grundfos.com or calling telephone +45 87 50 14 00.
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. When visiting Grundfos, you will always be presented with the current Privacy Notice.