PRIVACY NOTICE – SURVEYS

Which Personal Data is collected?

Grundfos has collected contact information about you and collects and processes further contact information that you choose to provide when responding to surveys from Grundfos. Such information may include email, name and telephone number from you and/or your company (hereinafter the “Personal Data”). Furthermore, Grundfos collects and processes your survey answers which may also contain Personal Data.

Grundfos operates with two different kinds of surveys:

Online survey on Grundfos’ website
Grundfos collects and processes the contact information you choose to provide when responding to online surveys on Grundfos’ website. Such information may include email and telephone number from you and/or your company (hereinafter the “Personal Data”). Furthermore, Grundfos collects and processes your survey answers which may also contain Personal Data.

The provision of Personal Data in connection with online surveys is voluntary. If you choose to be anonymous and not provide Personal Data when responding to online surveys from Grundfos, no Personal Data will be stored or processed. You are free to decide whether you want to provide your Personal Data to Grundfos. However, you are obliged to provide the Personal Data if you want to be contacted by Grundfos regarding your survey answers and receive quick support from Grundfos.

Email invitation
If you respond to a survey following an email invitation, Grundfos already has collected your contact data. Your survey answers which may contain additional Personal Data will also be collected and processed by Grundfos. You are free to decide whether you want to participate in the survey and provide answers to Grundfos.

The Purpose of collecting Personal Data

Grundfos uses the Personal Data for the purposes of sending out and conducting customer surveys with the aim of developing the business in accordance with customer needs, and for the purposes of reacting quickly to specific customer needs and to provide quick support. When you have completed the survey, your input to the survey and Personal Data may be used by Grundfos to reach out to you to improve your experience with the service.

The legal basis for collecting Personal Data

The processing of Personal Data is necessary in order to fulfil or protect the legitimate interest of Grundfos. Grundfos has deemed that this interest overrides any interests or fundamental rights and freedoms the customer completing the survey may have which require the protection of personal data (Article 6, para. 1, lit. f of the General Data Protection Regulation (Regulation (EU) 2016/679)). The legitimate interest and objective of Grundfos is to develop its business in accordance with customer needs and to provide quick support, thus being able to deliver the best possible customer experience.

That objective and interest is deemed not to be overridden by interests or fundamental rights and freedoms of the customer completing a survey. Special regard is given to the fact that the customer may decline an invitation to participate in a survey, and the fact that the survey is ultimately also in the interest of the customer whose data are being processed, because the survey is used to improve customer experience.

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 are stored on a Qualtrics server controlled solely by Grundfos and placed in Ireland and in Grundfos’ Microsoft Azure data lake environment placed in Ireland.

Details of the data controller and recipients of the Personal Data Grundfos Holding A/S, Poul Due Jensens Vej 7, 8850 Bjerringbro, Denmark, email ecss@rundfos.com, 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:

·       Microsoft Ireland Operations Limited, Atrium Building Block B, Carmenhall Road, Sandyford Industrial Estate, Dublin 18, Ireland: Microsoft provides IT infrastructure.

·       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.

·       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 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 into 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

Grundfos will only store your Personal Data as long as necessary to fulfil the above-mentioned purposes, which entails that Grundfos will store your Personal Data for a period of 24 months following completion of a survey. 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.

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 this Personal Data. The access to 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 has 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 the processing of your personal data by Grundfos, on grounds relating to your particular situation, at any time. Grundfos may be required to cease processing 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 that data to another entity without hindrance from us.

If you would like to know more or wish to exercise one or more of the rights listed above, you are welcome to contact Grundfos Holding A/S by sending an e-mail to ecss@grundfos.com. 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 on Grundfos’ company website.