Privatlivspolitik

EcoOnline er dataansvarlig for behandling af persondata. Denne erklæring indeholder oplysninger, du har krav på, når der indsamles oplysninger fra vores hjemmeside.

 

General Data Protection Regulation (GDPR)

EU’s persondataforordning, GDPR, har til hensigt at skabe større gennemsigtighed om, hvilke oplysninger der opbevares om individer og også give alle mulighed for at få disse oplysninger slettet.

EcoOnline opfylder dine adgangs- og sletningsrettigheder gennem:

  • evnen til at anmode om adgang til, og begrænse, dine persondata
  • evnen til at slette dem, hvor det er muligt
  • retten til at modtage en kopi af dine persondata
  • retten til at vide, hvilke personlige oplysninger vi har om dig, og hvad vi bruger det til
  • retten til at klage over, hvordan dine persondata er blevet brugt

Et krav om sletning af persondata eller en klage kan ske ved at kontakte os via e-mail: info@ecoonline.dk. Vi forpligter os til at behandle klagen inden for en rimelig frist.

 

Persondata i EcoOnline

Persondata er oplysninger, der kan knyttes til dig som individ. Da EcoOnline opererer i et selskab på et erhvervsmarked, er det begrænset, hvilke personlige oplysninger, der er relevante. I det væsentlige gemmes kun navne, e-mails og telefonnumre. Formålet med dine personlige oplysninger på EcoOnline er primært at forvalte det kundeforhold, du har med os på vegne af den virksomhed, du arbejder i / den organisation, du repræsenterer.

Nogle af vores produkter kræver dog yderligere oplysninger, der skal opbevares. Dette er nødvendigt for at opfylde de lovbestemte krav, der pålægges i de overordnede bestemmelser, som f.eks. krav til personlige registre for eksponering for særligt farlige kemikalier.

Nogle personlige oplysninger, som e-mail og navn, bruges også i forbindelse med kundeopfølgning og markedsføring.

Det er vigtigt for os at beskytte dine personlige oplysninger

EcoOnline indsamler kun de personlige oplysninger, vi har brug for for at give dig de tjenester eller produkter, du har anmodet om, og for at opfylde lovkrav. Vi deler kun dine personlige oplysninger, hvis loven kræver det, eller du har givet din tilladelse til at gøre det.

Vi sørger for, at du ved, hvilke oplysninger vi indsamler og hvad vi gør for at beskytte dit privatliv.

 

External Privacy Notice

Document name External Privacy Notice Document ID CO-DP-08
Document type Policy Information classification Public
Subject Data protection Department Compliance
Effective date March 3, 2022 Next review date TBD
Purpose Articles 13-14 of the GDPR require EcoOnline entities that act as controllers to provide certain minimum information to all individuals whose Personal Data are
Processed by those EcoOnline entities.
The purpose of this Notice is to provide the required information to individuals outside the EcoOnline group – specifically:
  • Website visitors
  • Personnel of corporate customers
  • Personnel of vendors; and
  • Applicants for employment.
Scope This Notice is intended to be displayed on all EcoOnline websites and online resources.
Name Title Date
Owner Lars J. Nordgård Head of Risk and Compliance January 21, 2022
Author Lars J. Nordgård Head of Risk and Compliance January 21, 2022
Reviewer Jørgen Fabritius Head of International Marketing March 3, 2022
Malin Vergari Group Recruitment Manager
Axel Elvik VP Product
Øyvind S. Bauer CTO
Carla Sarfati Compliance Officer
Approver Lars J. Nordgård Head of Risk and Compliance March 3, 2022

(A) This Notice

Summary – This Notice
This Notice explains how we Process Personal Data. This Notice may be amended or updated from time to time, so please check it regularly for updates.

This Notice is issued by each of the Controller and Processor entities listed in Section (Q) below (together, “EcoOnline”, “we”, “us” and “our”) and is addressed to individuals outside our organisation with whom we interact, including visitors to our Sites, users of our Apps, other users of our services, personnel of corporate customers and vendors, applicants for employment, and visitors to our premises (together, “you”). Defined terms used in this Notice are explained in Section (R) below.
This Notice may be amended or updated from time to time to reflect changes in our practices with respect to the Processing of Personal Data, or changes in applicable law. We encourage you to read this Notice carefully, and to regularly check this page to review any changes we might make in accordance with the terms of this Notice.

(B) Collection of Personal Data

Summary – Collection of Personal Data
We collect or obtain Personal Data: when those data are provided to us (e.g., where you contact us); in the course of our relationship with you (e.g., if you make a purchase); when you make Personal Data public (e.g., if you make a public post about us on social media); when you download, install, or use any of our Apps; when you visit our Sites; when you register to use any of our Sites, Apps, or services; or when you interact with any third party content or advertising on a Site. We may also receive Personal Data about you from third parties (e.g., law enforcement authorities, screening providers, business partners).

EcoOnline as Data Controller
Collection of Personal Data: We collect or obtain Personal Data about you from the following sources:

Data provided to us: We obtain Personal Data when those data are provided to us (e.g., where you contact us via email or telephone, or by any other means, or when you provide us with your business card, or when you submit a job application,).
Data we obtain in person: We obtain Personal Data during meetings, at trade shows, during visit from sales or marketing representatives, or at events we attend.
Collaborations: We obtain Personal Data when you collaborate with us in research or in an advisory/consultancy capacity.
Relationship data: We collect or obtain Personal Data in the ordinary course of our relationship with you (e.g., we provide a service to you, or to your employer).
Data you make public: We collect or obtain Personal Data that you manifestly choose to make public, including via social media (e.g., we may collect information from your social media profile(s), if you make a public post about us).
Relationship data: We collect or obtain Personal Data in the ordinary course of our relationship with you (e.g., we provide a service to you, or to your employer).
App data: We collect or obtain Personal Data when you download or use any of our Apps.
Site data: We collect or obtain Personal Data when you visit any of our Sites or use any features or resources available on or through a Site.
Registration details: We collect or obtain Personal Data when you use, or register to use, any of our Sites, Apps, or services.
Content and advertising information: If you interact with any third-party content or advertising on a Site (including third party plugins and cookies) we receive Personal Data from the relevant third-party provider of that content or advertising.
Third party information: We collect or obtain Personal Data from third parties who provide it to us (e.g., law enforcement authorities; screening providers, business partners).

EcoOnline as Data Processor
Collection of Personal Data: We collect or obtain Personal Data about you from the following sources:
Applicable Products / Services:

  • Chemical management (CM)
  • Health and Safety (EHS)
  • Learning management
  • Platform
  • Crisis Management/ InCaseIT
  • MunioLMS / Munio Access / Munio Market

Registration details: We collect or obtain Personal Data when you use, or register to use, any of our Sites, Apps, or services.
App data: We collect or obtain Personal Data when you download or use any of our Apps.
Site data: We collect or obtain Personal Data when you visit any of our Sites or use any features or resources available on or through a Site.

(C) Creation of Personal Data

Summary – Creation of Personal Data
We create Personal Data about you (e.g., records of your interactions with us).

We also create Personal Data about you in certain circumstances, such as records of your interactions with us, and details of your past interactions with us. We may also combine Personal Data from any of our Sites, Apps, or services, including where those data are collected from different devices.

(D) Categories of Personal Data we Process

Summary – Categories of Personal Data we Process
We Process: your personal details (e.g., your name); demographic data (e.g., your age); your contact details (e.g., your address); records of your consents; purchase details; payment details (e.g., your billing address); information about our Sites and Apps (e.g., the type of device you are using); details of your employer (where relevant); information about your interactions with our content or advertising; and any views or opinions you provide to us.

EcoOnline as Data Controller
We may Process the following categories of Personal Data about you:

  • Personal details: given name(s); preferred name; and photograph.
  • Demographic information: gender; date of birth / age; nationality; salutation; title; and language preferences.
  • Contact details: correspondence address; shipping address; telephone number; email address; details of Personal Assistants, where applicable; messenger app details; online messaging details; and social media details.
  • Expertise: records of your expertise, professional history, practising details and qualification details, information about your experience, participation in meetings, seminars, advisory boards and conferences, information about your professional relationship with other individuals or institutions, language abilities and other professional skills;
  • Consent records: records of any consents you have given, together with the date and time, means of consent and any related information (e.g., the subject matter of the consent).
  • Purchase details: records of purchases and prices; consignee name, address, contact telephone number and email address;
  • Payment details: invoice records; payment records; billing address; payment method; bank account number or credit card number; cardholder or accountholder name; card or account security details; card ‘valid from’ date; card expiry date; BACS details; SWIFT details; IBAN details; payment amount; payment date; and records of cheques.
  • Data relating to our Sites and Apps: device type; operating system; browser type; browser settings; IP address; language settings; dates and times of connecting to a Site; App usage statistics; App settings; dates and times of connecting to an App; location data, and other technical communications information (some of which may constitute Personal Data); username; password; security login details; usage data; aggregate statistical information.
  • Employer details: where you interact with us in your capacity as an employee of a third party, the name, address, telephone number and email address of your employer, to the extent relevant.
  • Content and advertising data: records of your interactions with our online advertising and content, records of advertising and content displayed on pages displayed to you, and any interaction you may have had with such content or advertising (e.g., mouse hover, mouse clicks, any forms you complete in whole or in part) and any touchscreen interactions.
  • Views and opinions: any views and opinions that you choose to send to us, or publicly post about us on social media platforms.

EcoOnline as Data Processor
We may Process the following categories of Personal Data about you:

Processing Activity Categories of Personal Data – Product / Service specific
Chemical Management, including Chemical Management, Publisher (Almego), and Reseller Name, email address, IP address, device type, OS version, app version, usage history, metadata, SSN (if exposure module is used)
Health and Safety (EHS) Name, email address, phone number, personnel number, age, office location, company/ department, job title, overview of personnel actions regarding registered incidents, workplace accidents and illnesses
Learning management Name, email address, phone number, address , company/department, job title, contract data, connection data, grades and evaluation reports, text, audio, video, or image files
Platform Connected to the Product / Service provided
Crisis Management/InCaseIT Name, email address, phone number, title, organization name, IP address, device type, OS version, App version, usage history, metadata
Munio, including MunioLMS / Munio Access / Munio Market Name, email address, date of birth, phone number, company address, company/department, employee number, connection data, grades and evaluation reports, text, audio, video, or image files, uploaded documentation, certificates, IP address, browser, device type, OS version

(E) Sensitive Personal Data

Summary – Sensitive Personal Data
As a Data Controller, EcoOnline Processes Sensitive Personal Data in a very limited number of situations, most typically in relation to our Anti-Bribery and Corruption, and Trade Controls screening procedures. Our screening activities might reveal information about our corporate clients’ executives’ and people in management or board positions’ criminal records (e.g., if they have been put on international sanctions lists or have been mentioned by the press).
As a Data Processor, EcoOnline Process Sensitive Personal Data also only in a very limited number of situations, typically in relation to particular modules within our EHS offering.
In general, where we need to Process Sensitive Personal Data for a legitimate purpose, we do so in accordance with applicable law.

As a Data Processor, we generally only \Process Sensitive Personal Data in in relation to particular modules of our EHS offering. As a Data Controller, and where it becomes necessary to Process your Sensitive Personal Data for any reason, we rely on one of the following legal bases:

  • Compliance with applicable law: We may Process your Sensitive Personal Data where the Processing is required or permitted by applicable law (e.g., to comply with our diversity reporting obligations);
  • Detection and prevention of crime: We may Process your Sensitive Personal Data where the Processing is necessary for the detection or prevention of crime (e.g., the prevention of fraud);
  • Establishment, exercise or defense of legal claims: We may Process your Sensitive Personal Data where the Processing is necessary for the establishment, exercise or defense of legal claims; or
  • Consent: We may Process your Sensitive Personal Data where we have, in accordance with applicable law, obtained your express consent prior to Processing your Sensitive Personal Data (this legal basis is only used in relation to Processing, that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).

If you provide Sensitive Personal Data to us, you must ensure that it is lawful for you to disclose such data to us, and you must ensure a valid legal basis applies to the Processing of those Sensitive Personal Data.

(F) Purposes of Processing and legal bases for Processing

Summary – Purposes of Processing and legal bases for Processing
We Process Personal Data for the following purposes: providing our Sites, Apps, and services to you; compliance checks; operating our business; communicating with you; managing our IT systems; health and safety; financial management; conducting surveys; ensuring the security of our premises and systems; conducting investigations where necessary; compliance with applicable law; improving our Sites, Apps, and services; fraud prevention; establishment, exercise and defense of legal claims; and recruitment and job applications.

EcoOnline as Data Controller
The purposes for which we Process Personal Data, subject to applicable law, and the legal bases on which we perform such Processing, are as follows:

Processing Activity Legal basis for Processing
  • Provision of Sites, Apps, and services: providing our Sites, Apps, or services; providing promotional items upon request; and communicating with you in relation to those Sites, Apps, or services.
  • The Processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  • We have a legitimate interest in carrying out the Processing for the purpose of providing our Sites, Apps, or services (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Operating our business: operating and managing our Sites, our Apps, and our services; providing content to you; displaying advertising and other information to you; communicating and interacting with you via our Sites, our Apps, or our services; and notifying you of changes to any of our Sites, our Apps, or our services.
  • The Processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  • We have a legitimate interest in carrying out the Processing for the purpose of providing our Sites, our Apps, or our services to you (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Improving our Sites, Apps, and services: identifying issues with our Sites, our Apps, or our services; planning improvements to our Sites, our Apps, or our services; and creating new Sites, our Apps, or services.
  • We have a legitimate interest in carrying out the Processing for the purpose of improving our Sites, our Apps, or our services (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Communications and marketing: communicating with you via any means (including via email, telephone, text message, social media, post or in person) to provide news items and other information in which you may be interested, subject always to obtaining your prior opt-in consent to the extent required under applicable law; maintaining and updating your contact information where appropriate; and obtaining your prior, opt-in consent where required.
  • The Processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  • We have a legitimate interest in carrying out the Processing for the purpose of contacting you, subject always to compliance with applicable law (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Management of IT systems: management and operation of our communications, IT and security systems; and audits (including security audits) and monitoring of such systems.
  • The Processing is necessary for compliance with a legal obligation; or
  • We have a legitimate interest in carrying out the Processing for the purpose of managing and maintaining our communications and IT systems (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  • Health and safety: health and safety assessments and record keeping; providing a safe and secure environment at our premises; and compliance with related legal obligations.
  • The Processing is necessary for compliance with a legal obligation; or
  • We have a legitimate interest in carrying out the Processing for the purpose of ensuring a safe environment at our premises (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • The Processing is necessary to protect the vital interests of any individual.
  • Financial management: sales; finance; corporate audit; and vendor management.
  • We have a legitimate interest in carrying out the Processing for the purpose of managing and operating the financial affairs of our business (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Surveys: engaging with you for the purposes of obtaining your views on our Sites, our Apps, or our services.
  • We have a legitimate interest in carrying out the Processing for the purpose of conducting surveys, satisfaction reports and market research (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Security: physical security of our premises (including records of visits to our premises); CCTV recordings; and electronic security (including login records and access details).
  • The Processing is necessary for compliance with a legal obligation; or
  • We have a legitimate interest in carrying out the Processing for the purpose of ensuring the physical and electronic security of our business and our premises (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  • Recruitment and job applications: recruitment activities; advertising of positions; interview activities; analysis of suitability for the relevant position; records of hiring decisions; offer details; and acceptance details.
  • The Processing is necessary for compliance with a legal obligation (especially in respect of applicable employment law); or
  • We have a legitimate interest in carrying out the Processing for the purpose of recruitment activities and handling job applications (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  • Investigations: detecting, investigating and preventing breaches of policy, and criminal offences, in accordance with applicable law.
  • The Processing is necessary for compliance with a legal obligation; or
  • We have a legitimate interest in carrying out the Processing for the purpose of detecting, and protecting against, breaches of our policies and applicable laws (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  • Legal compliance: compliance with our legal and regulatory obligations under applicable law
  • The Processing is necessary for compliance with a legal obligation.
  • Compliance checks: confirming and verifying your identity; and screening against government and/or law enforcement agency sanctions lists and other legal restrictions.
  • We have a legitimate interest in carrying out the Processing for the purpose of fulfilling our regulatory and compliance obligations and to ensure our counterparties are within acceptable risk (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  • Please see our screening provider’s Privacy Notice for further details: PIB Content Privacy Notice - Dow Jones
  • Fraud prevention: Detecting, preventing and investigating fraud.
  • The Processing is necessary for compliance with a legal obligation (especially in respect of applicable employment law); or
  • We have a legitimate interest in carrying out the Processing for the purpose of detecting, and protecting against, fraud (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  • Establishment, exercise and defence of legal claims: management of legal claims; establishment of facts and claims, including collection, review and production of documents, facts, evidence and witness statements; exercise and defence of legal rights and claims, including formal legal proceedings.
  • The Processing is necessary for compliance with a legal obligation;
  • We have a legitimate interest in carrying out the Processing for the purpose of establishing, exercising or defending our legal rights (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  • The Processing is necessary for the establishment, exercise or defence of legal claims.
  • Improving sales and marketing activities: record conversations with suspects, prospects, and clients.
  • We have obtained your prior consent to the Processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).

EcoOnline as Data Processor
EcoOnline as Data Processor does not have its own legal basis for processing personal data in the provision of products and services to our clients (the Data Controllers). For the provision of products and services to our clients, we process the personal data only on the documented instructions. Nevertheless, as a matter of good practice, EcoOnline has identified what the legal basis for Data Processors are in relation to each of our products are services.

Processing Activity Legal basis for Processing for clients / Data Controllers
Chemical Management, including Chemical Management, Publisher (Almego), and Reseller The processing by the clients is based on their legitimate interest for managing and promoting training withing the organization, to stay compliant, and promote safety in the workplace.
Health and Safety (EHS) The processing by the clients is based on their legitimate interest and/or legal obligation to improve, health, safety, and environment management practices.
Learning management The processing by the clients is based on their legitimate interest and/or legal obligation to deliver and manage training withing the organization and promote safety in the workplace.
Platform Connected to the applicable product / service.
Crisis Management/InCaseIT The processing by the clients is based on their legitimate interest and/or legal obligation to ensure proper and updated incident preparedness, handle daily interruptions and serious incidents.
Munio, including MunioLMS / Munio Access / Munio Market The processing by the clients is based on their legitimate interest and/or legal obligation to deliver and manage training withing the organization and promote safety in the workplace.

(G) Disclosure of Personal Data to third parties

Summary – Disclosure of Personal Data to third parties
We disclose Personal Data to: legal and regulatory authorities; our external advisors; our Processors; any party as necessary in connection with legal proceedings; any party as necessary for investigating, detecting or preventing criminal offences; any purchaser of our business; and any third party providers of advertising, plugins or content used on our Sites or our Apps.

We disclose Personal Data to other entities within the EcoOnline group, for legitimate business purposes and the operation of our Sites, Apps, or services to you, in accordance with applicable law.
In addition, EcoOnline may also disclose personal data to:

  • you and, where appropriate, your appointed representatives;
  • legal and regulatory authorities, upon request, or for the purposes of reporting any actual or suspected breach of applicable law or regulation;
  • accountants, auditors, consultants, lawyers and other outside professional advisors to EcoOnline, subject to binding contractual obligations of confidentiality;
  • any relevant party, regulatory body, governmental authority, law enforcement agency or court, to the extent necessary for the establishment, exercise or defence of legal claims;
  • any relevant party, regulatory body, governmental authority, law enforcement agency or court, for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties;
  • any relevant third-party acquirer(s) or successor(s) in title, in the event that we sell or transfer all or any relevant portion of our business or assets (including in the event of a reorganization, dissolution or liquidation); and
If we engage a third-party Processor to Process your Personal Data, the Processor will be subject to binding contractual obligations to: (i) only Process the Personal Data in accordance with our prior written instructions; and (ii) use measures to protect the confidentiality and security of the Personal Data; together with any additional requirements under applicable law.
Please find the list of Processors and Subprocessors engaged by EcoOnline here: Suppliers | EcoOnline

(H) Profiling

Summary – Profiling
Personal Data are not subject to automated decision-making and Profiling.

(I) International transfer of Personal Data

Summary – International transfer of Personal Data
We transfer Personal Data to recipients in other countries. Where we transfer Personal Data from the EEA to a recipient outside the EEA that is not in an Adequate Jurisdiction, we do so on the basis of Standard Contractual Clauses.

Because of the international nature of our business, we transfer Personal Data within the EcoOnline group, and to third parties as noted in Section (G) above, in connection with the purposes set out in this Notice. For this reason, we transfer Personal Data to other countries that may have different laws and data protection compliance requirements to those that apply in the country in which you are located.

If an exemption or derogation applies (e.g., where a transfer is necessary to establish, exercise or defend a legal claim) we may rely on that exemption or derogation, as appropriate. Where no exemption or derogation applies, and we transfer your Personal Data from the EEA to recipients located outside the EEA who are not in Adequate Jurisdictions, we do so on the basis of Standard Contractual Clauses. You are entitled to request a copy of our Standard Contractual Clauses using the contact details provided in Section (Q) below.

Please note that when you transfer any Personal Data directly to an EcoOnline entity established outside the EEA, we are not responsible for that transfer of your Personal Data. We will nevertheless Process your Personal Data, from the point at which we receive those data, in accordance with the provisions of this Notice.

(J) Data security

Summary – Data security
We implement appropriate technical and organizational security measures to protect your Personal Data. Please ensure that any Personal Data that you send to us are sent securely.

We have implemented appropriate technical and organizational security measures designed to protect your Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, unauthorized access, and other unlawful or unauthorized forms of Processing, in accordance with applicable law.

Because the internet is an open system, the transmission of information via the internet is not completely secure. Although we will implement all reasonable measures to protect your Personal Data, we cannot guarantee the security of your data transmitted to us using the internet – any such transmission is at your own risk, and you are responsible for ensuring that any Personal Data that you send to us are sent securely.

(K) Data accuracy

Summary – Data accuracy
We take every reasonable step to ensure that your Personal Data are kept accurate and up-to-date and are erased or rectified if we become aware of inaccuracies.

We take every reasonable step to ensure that:

  • your Personal Data that we Process are accurate and, where necessary, kept up to date; and
  • any of your Personal Data that we Process that are inaccurate (having regard to the purposes for which they are Processed) are erased or rectified without delay.

From time to time, we may ask you to confirm the accuracy of your Personal Data.

As a Data Processor, we support the our clients in updating personal data in our systems and applications when requested either manually or, where possible, through automated means such as synchronization.

(L) Data minimization

Summary – Data minimization
We take every reasonable step to limit the volume of your Personal Data that we Process to what is necessary.

We take every reasonable step to ensure that your Personal Data that we Process are limited to the Personal Data reasonably necessary in connection with the purposes set out in this Notice.

(M) Data retention

Summary – Data retention
We take every reasonable step to ensure that your Personal Data are only retained for as long as they are needed in connection with a lawful purpose.

We take every reasonable step to ensure that your Personal Data are only Processed for the minimum period necessary for the purposes set out in this Notice. The criteria for determining the duration for which we will retain your Personal Data are as follows:

  1. we will retain Personal Data in a form that permits identification only for as long as:
    1. we maintain an ongoing relationship with you (e.g., where you are a user of our services, or you are lawfully included in our mailing list and have not unsubscribed); or
    2. your Personal Data are necessary in connection with the lawful purposes set out in this Notice, for which we have a valid legal basis (e.g., where your personal data are included in a contract between us and your employer, and we have a legitimate interest in processing those data for the purposes of operating our business and fulfilling our obligations under that contract; or where we have a legal obligation to retain your Personal Data),

    plus:

  2. the duration of:
    1. any applicable limitation period under applicable law (i.e., any period during which any person could bring a legal claim against us in connection with your Personal Data, or to which your Personal Data are relevant); and
    2. an additional twelve (12) month period following the end of such applicable limitation period (so that, if a person brings a claim at the end of the limitation period, we are still afforded a reasonable amount of time in which to identify any Personal Data that are relevant to that claim),

    and:

  3. in addition, if any relevant legal claims are brought, we continue to Process Personal Data for such additional periods as are necessary in connection with that claim.

During the periods noted in paragraphs (2)(a) and (2)(b) above, we will restrict our Processing of your Personal Data to storage of, and maintaining the security of, those data, except to the extent that those data need to be reviewed in connection with any legal claim, or any obligation under applicable law.

Once the periods in paragraphs (1), (2) and (3) above, each to the extent applicable, have concluded, we will either:

  • permanently delete or destroy the relevant Personal Data; or
  • anonymize the relevant Personal Data.

(N) Your legal rights

Summary – Your legal rights
Subject to applicable law, you may have a number of rights, including: the right not to provide your Personal Data to us; the right of access to your Personal Data; the right to request rectification of inaccuracies; the right to request the erasure, or restriction of Processing, of your Personal Data; the right to object to the Processing of your Personal Data; the right to have your Personal Data transferred to another Controller; the right to withdraw consent; and the right to lodge complaints with Data Protection Authorities. In some cases it will be necessary to provide evidence of your identity before we can give effect to these rights.

Subject to applicable law, you may have the following rights regarding the Processing of your Relevant Personal Data:

  • the right not to provide your Personal Data to us (however, please note that we will be unable to provide you with the full benefit of our Sites, Apps, or services, if you do not provide us with your Personal Data – e.g., we might not be able to process your requests without the necessary details);
  • the right to request access to, or copies of, your Relevant Personal Data, together with information regarding the nature, Processing and disclosure of those Relevant Personal Data;
  • the right to request rectification of any inaccuracies in your Relevant Personal Data;
  • the right to request, on legitimate grounds:
    • erasure of your Relevant Personal Data; or
    • restriction of Processing of your Relevant Personal Data;
  • the right to have certain Relevant Personal Data transferred to another Controller, in a structured, commonly used and machine-readable format, to the extent applicable;
  • where we Process your Relevant Personal Data on the basis of your consent, the right to withdraw that consent (noting that such withdrawal does not affect the lawfulness of any Processing performed prior to the date on which we receive notice of such withdrawal, and does not prevent the Processing of your Personal Data in reliance upon any other available legal bases); and
  • the right to lodge complaints regarding the Processing of your Relevant Personal Data with a Data Protection Authority (in particular, the Data Protection Authority of the EU Member State in which you live, or in which you work, or in which the alleged infringement occurred, each if applicable).

Subject to applicable law, you may also have the following additional rights regarding the Processing of your Relevant Personal Data:

  • the right to object, on grounds relating to your particular situation, to the Processing of your Relevant Personal Data by us or on our behalf, where such processing is based on Articles 6(1)(e) (public interest) or 6(1)(f) (legitimate interests) of the GDPR; and
  • the right to object to the Processing of your Relevant Personal Data by us or on our behalf for direct marketing purposes.

This does not affect your statutory rights.

To exercise one or more of these rights, or to ask a question about these rights or any other provision of this Notice, or about our Processing of your Personal Data, please use the contact details provided in Section (Q) below. Please note that:

  • in some cases it will be necessary to provide evidence of your identity before we can give effect to these rights; and
  • where your request requires the establishment of additional facts (e.g., a determination of whether any Processing is non-compliant with applicable law) we will investigate your request reasonably promptly, before deciding what action to take.

(O) Cookies and similar technologies

Summary – Cookies and similar technologies
We Process Personal Data by using Cookies and similar technologies. For more information, please see our Cookie Policy.

When you visit a Site we will typically place Cookies onto your device, or read Cookies already on your device, subject always to obtaining your consent, where required, in accordance with applicable law. We use Cookies to record information about your device, your browser and, in some cases, your preferences and browsing habits. We Process Personal Data through Cookies and similar technologies, in accordance with our Cookie Policy here: Privacy Policy | EcoOnline.

(P) Direct marketing

Summary – Direct marketing
We Process Personal Data to contact you with information regarding Sites, Apps, or services that may be of interest to you. You may unsubscribe for free at any time.

We Process Personal Data to contact you via email, telephone, direct mail or other communication formats to provide you with information regarding Sites, Apps, or services that may be of interest to you. We also Process Personal Data for the purposes of displaying content tailored to your use of our Sites, Apps, or services. If we provide Sites, Apps, or services to you, we may send or display information to you regarding our Sites, Apps, or services, upcoming promotions and other information that may be of interest to you, including by using the contact details that you have provided to us, or any other appropriate means, subject always to obtaining your prior opt-in consent to the extent required under applicable law.

You may unsubscribe from our promotional email list at any time by simply clicking on the unsubscribe link included in every promotional electronic communication we send. Please note that it may take up to 2 weeks to process your unsubscribe request during which time you may continue to receive communications from us. After you unsubscribe, we will not send you further promotional emails, but in some circumstances, we will continue to contact you to the extent necessary for the purposes of any Sites, Apps, or services you have requested.

(Q) Details of Controllers / Processors

Summary – Details of Controllers
There are several EcoOnline entities that act as Controllers and/or Processors for the purposes of this Privacy Notice.

For the purposes of this Notice, the relevant Controllers and Processors are:

Controller entity Contact details
EcoOnline AS privacy.no@ecoonline.com
EcoOnline AB privacy.se@ecoonline.com
EcoOnline ApS privacy.dk@ecoonline.com
EcoOnline Oy privacy.fi@ecoonline.com
EcoOnline UK Ltd privacy.gb@ecoonline.com
EcoOnline AS Ltd privacy.ie@ecoonline.com
Pilotech AS privacy.no@ecoonline.com
Chymeia Aps privacy.dk@ecoonline.com

(R) Definitions

  • “App” means any application made available by us (including where we make such applications available via third party stores or marketplaces, or by any other means).
  • “Adequate Jurisdiction” means a jurisdiction that has been formally designated by the European Commission as providing an adequate level of protection for Personal Data.
  • “Cookie” means a small file that is placed on your device when you visit a website (including our Sites). In this Notice, a reference to a “Cookie” includes analogous technologies such as web beacons and clear GIFs.
  • “Controller” means the entity that decides how and why Personal Data are Processed. In many jurisdictions, the Controller has primary responsibility for complying with applicable data protection laws.
  • “Data Protection Authority” means an independent public authority that is legally tasked with overseeing compliance with applicable data protection laws.
  • “EEA” means the European Economic Area.
  • “GDPR” means the General Data Protection Regulation (EU) 2016/679.
  • “Personal Data” means information that is about any individual, or from which any individual is directly or indirectly identifiable, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.
  • “Process”, “Processing” or “Processed” means anything that is done with any Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
  • “Processor” means any person or entity that Processes Personal Data on behalf of the Controller (other than employees of the Controller).
  • “Profiling” means any form of automated Processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.
  • “Relevant Personal Data” means Personal Data in respect of which we are the Controller.
  • “Sensitive Personal Data” means Personal Data about race or ethnicity, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, sexual life, any actual or alleged criminal offences or penalties, national identification number, or any other information that are deemed to be sensitive under applicable law.
  • “Standard Contractual Clauses” means template transfer clauses adopted by the European Commission or adopted by a Data Protection Authority and approved by the European Commission.
  • “Site” means any website operated, or maintained, by us or on our behalf.
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