Privacy notice sales
What Personal Data is collected?
Grundfos collects and processes contact information about your company and transactional data for the purpose of having a sales relationship or potential sales relationship with your company. In that connection, as your company’s contact person, Grundfos also collects and processes personal data about you which can include the following personal data: contact ID, first and last name, job title, academic title, title, email, correspondence language, and survey responses, if any, (hereinafter the “Personal Data”).
The Purpose of collecting the Personal Data
Grundfos processes the Personal Data to be able to provide you and your company the best service and experience as a Grundfos customer or a potential Grundfos customer. This includes processing of your Personal Data to be able to fulfil the contract with your company in relation to Grundfos’ identification and initiation/offer/quotation processes as well as in the negotiation, order fulfilment and after sales processes. We may also give you the opportunity to participate in customer satisfaction surveys.
Further, Grundfos uses your Personal Data to make reports regarding activities, quotations and opportunities to be able to provide customers with the best service, to support account management and sales/activity planning in the sales processes.
Besides the above, all interactions with customers (emails, calls etc.), including correspondence with you, are being logged in Grundfos’ sales system (cf. the description below) to enable Grundfos to follow up on the customer relation and document the agreements that have been entered into with a customer.
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 are or may be interested in purchasing Grundfos products. The processing of your Personal Data is thereby considered necessary for the performance of a contract to which you are a party or to take steps at the request of you prior to entering into a contract, cf. art. 6(1), lit. b of the General Data Protection Regulation (EU) 2016/679 (“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.
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, and your local Grundfos entity (jointly referred to as “Grundfos”) are joint data controllers and responsible for data security and the processing of your Personal Data according to the specific purposes mentioned above. Please see this link for an overview of local Grundfos entities.
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:
· SAP DANMARK A/S, Lautrupsgade 11, 2100 København Ø, Denmark: SAP assists Grundfos in the processing of customer data and provides the system for the processing. The system is stored locally on premises in Bjerringbro, Denmark.
· CSC Danmark A/S, Retortvej 8, 1780 Copenhagen, Denmark: CSC assists Grundfos in the processing of customer data.
· ISEC7 Software Limited, Schellerdamm 16, D-21079 Hamburg, Germany: ISEC7 assists Grundfos in the processing of customer data.
· Microsoft Ireland Operations Limited, Atrium Building Block B, Carmenhall Road, Sandyford Industrial Estate, Dublin 18, Ireland: Microsoft assists Grundfos in the processing of customer data and helps Grundfos with the storing of data in the Microsoft Azure Cloud in Ireland.
· Adobe Systems Software Ireland Limited 4-6 Riverwalk, City West Business Campus, Dublin 24 Ireland: Your Personal Data is replicated into Adobe Campaign and used either for marketing purposes if you have consented to this, or for other correspondence.
· Other local companies within the Grundfos Group that will assist with IT support for the above systems and support for the sales processes.
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 the Grundfos – please see the contact information below in the ‘How can you access your Personal Data?/Further rights’ section.
Grundfos will only store your Personal Data as long as necessary to fulfil the above-mentioned purposes, namely as long as you are in a business relationship with Grundfos customer. Some of your Personal Data may be stored for a longer period in an anonymised form that does not allow you to be identified.
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).
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 using the contact form or calling telephone +45 87 50 14 00. 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 to the Privacy Notice are regarded as material and significant, you will be informed hereof, for example via email or on Grundfos’ company website.