Privacy Notice – customer satisfaction surveys
What Personal Data is collected?
To be able to send you the questionnaire for customer satisfaction surveys, Grundfos collects and processes the following personal data about you and your employer/company: contact ID, respondent name and email, company name and ID, address, telephone and fax numbers, customer group and category, segment, global accounts relation, sales history, language, unique ID, survey responses, (hereinafter the “Personal Data”).
The Purpose of collecting the Personal Data
Grundfos processes the Personal Data for the purpose of conducting customer satisfaction surveys with the aim to develop our business in accordance with customer needs, thereby ensuring that we are always aligned with changing customer needs and expectations in order to deliver the best possible customer experience on fact based grounds.
The legal basis for collecting the 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 understand customer needs and expectations on fact based grounds, 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 the survey. Special regard is given to the fact
that the customer may decline an invitation to participate in the 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 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 Ennova A/S’ servers placed in Denmark and at Grundfos in Bjerringbro, Denmark, using Microsoft platforms.
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:
- Ennova A/S, Daugbjergvej 26, 8000 Aarhus C, Denmark: Ennova
A/S contacts Grundfos customers based on customer information provided by Grundfos. Customer responses go back to Ennova A/S’ platform (Confirmit) based on which Ennova A/S produces aggregated reports which are provided to Grundfos along with the specific responses enabling Grundfos to contact the specific customers based on their responses with the aim of improving customer experience.
- Other local companies within the Grundfos Group that will assist with IT support for 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 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.
Retention period
Grundfos will only store your Personal Data as long as necessary to fulfil the above-mentioned purposes, namely as long as necessary to evaluate customer experiences by recalculating data and making appropriate comparisons with previous years’ results. Your Personal Data will, however, never be stored for longer than 3 years. Some of your Personal Data may be stored for a longer period 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 ecss@grundfos.com 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.