Privacy notice guest services
What Personal Data is collected?
Grundfos collects personal data in the form of first and last name, company details, email and Grundfos employee identification number, if applicable, (hereinafter the “Personal Data”) provided to Grundfos when booking participation in training or other events and/or accommodation at The Poul Due Jensen Academy, Grundfos Center, Pilevej or Frisholt (hereinafter the “Guest Services”).
You are free to decide whether you want to provide Grundfos with your Personal Data. However, you are obliged to provide the Personal Data to complete the Guest Services booking. If you do not provide the Personal Data you will not be able to make Guest Services bookings.
The Purpose of collecting the Personal Data
Grundfos uses the Personal Data for the purpose of providing training or other events and/or accommodation in connection with such training or event and to book catering and accommodation. We also use the information to have an overview of the guests present in case of fires or other circumstances where people need to vacate the premises.
If you are booking on behalf of someone else, you are responsible for forwarding this Privacy Notice to the person(s) whose Personal Data is being collected.
The legal basis for collecting the Personal Data
The collection and processing of your Personal Data is necessary for booking your training and accommodation using the Guest Services and thereby for the performance of a contract to which you are a party (Article 6, para. 1, lit. b of the General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”)).
You may consent to the storage of your Personal Data for other purposes than set out above, e.g. work permit, visa, for taxation or other purposes. In that case, the storage and processing of your Personal Data is based on your freely given, specific, informed and unambiguous consent, cf. Article 6, para. 1, lit. a of GDPR.
Your Personal Data may only be processed for different purposes if this is necessary in order 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 AK Techotel A/S’s servers placed in Brøndby, 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 87 501 900, is the data controller 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:
· AK Techotel A/S, Sandager 8, 2605 Brøndby, Denmark: Data processor supplying the Techotel Picasso system used by Grundfos to store and process your Personal Data for bookings at PDJ Academy.
· Grundfos Shared Services Kft., Teréz krt. 55-57, 1062 Budapest, Hungary: Grundfos Shared Services Kft. assist Grundfos Holding A/S in preparing invoices based on information from the Picasso system. Grundfos Shared Services Kft. has access to the Personal Data in the Picasso system but cannot submit Personal Data into the system.
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).
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.
Retention period
Your Personal Data will be stored for processing for 6 months, unless you consent to the storage for a longer period.
Some of your Personal Data may, however, be stored for 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).
Withdrawal of consent: If you have declared your consent for any Personal Data processing activities you can withdraw this consent at any time with future effect. Such a withdrawal will not affect the lawfulness of the processing prior to the consent.
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 Guest Services by sending an e-mail to pacademy@grundfos.com or calling telephone +45 87 501 900.
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, Grundfos Insite or on Grundfos’ company website.