How we are processing personal data of our business partner contacts
We process personal data about you as a contact person to one of our business partners (“Contact Person”), due to the circumstance that you as a Contact Person has or has had a business relation with us, and/or has or has had discussions or negotiations regarding such business relations or that your employer or principal has listed you as a contact person for them.
What personal data do we process?
We process your first and last name, email address, telephone number, address, title/professional position, company affiliation and other personal data that is transferred to us (“Contact Details”).
When you as a Contact Person sign an agreement through our tool for digital signing with the use of Bank-id, we also process your personal identity number (Sw. personnummer).
What are the purposes of our processing of your personal data and what legal basis do we base such processing on?
We process your personal data for the purpose of maintaining a business relationship with you and/or your employer and your organization which is part of fulfilment of our aim to develop competence and collaboration networks to ensure the competitiveness and development in innovation of the Swedish business community on an international level and to contribute to a sustainable society. The processing operations include:
- administration, management, implementation and follow-up, etc. of the current business relationship and its deliveries and associated communication by telephone, email, text message or other communication channels;
- management, follow-up, evaluations and administration;
- marketing of our business, projects and event;
- planning, management, implementation and administration of focus groups and networks and associated communication by telephone, email, text message or other communication channels;
- invoicing and payment procedure, if applicable;
- to protect and exercise our legal rights;
- fulfill legal requirements in relation to e.g. marketing legislation (keeping record of if you have unsubscribed to receiving our newsletters/marketing material).
The processing of your personal data for the above purpose is based upon the legal basis that the processing is necessary for the purpose of our legitimate interests to uphold a business relation with you and/or your employer or principal which is part of fulfilment of our aim to develop competence and collaboration networks to ensure the competitiveness and development in innovation of the Swedish business community on an international level and to contribute to a sustainable society. In addition, the legal basis for the processing related to keeping record of if you have unsubscribed to receiving our newsletters/marketing material, is that the processing is necessary for compliance with the Swedish Marketing Act.
We process your personal identity number for the purpose of securing your identity in connection with the entering into agreements with us and administration of digital signing of agreements through the use of Bank-id. The personal identity number is processed based on the legal basis that the processing is necessary for the purposes of our legitimate interest to be able to secure your identity in relation to agreements that are entered into with us and administering digital signing of agreements as well as the agreements as such.
We process your personal data found in verifications (in relation to invoices and payments) and the like for the purpose of fulfilling the requirements in the Swedish Accounting Act (1999:1078). The legal basis for this processing is that the processing is necessary for the compliance with a legal obligation which we are subject to.
From where do we collect your personal data?
We collect your personal data directly from you as a Contact Person or from your employer or principal. In certain instances, we will also collect personal data from public records or from third parties that we are cooperating with or from social media such as LinkedIn.
Who do we share your personal data with?
We share your personal data with third parties that process personal data on our behalf, so called processors. These processors are, e.g., supplier of the supply-, support and maintenance of IT- and cloud services, suppliers of market and customer satisfaction surveys.
We will also transfer personal data to third parties acting as independent controllers or joint controllers with us, e.g., (i) third parties that are acting as host organizations to one of our Programs, for example as with the program AI Sweden, and therefore need to access some personal data to be able to fulfill their contractual obligations and undertakings followed by the collaboration agreement between the respective host organization and us regulating their work within AI Sweden (we have provided specific information about how AI Sweden collaborates with such host-organizations and how this affects the processing of your personal data on AI Sweden’s website here), and (ii) our insurance companies in the event of insurance matters.
For how long period of time is your personal data stored?
When your personal data is processed for the purpose of maintaining a business relationship, we will process your personal data as long as we have a business relationship with you or as long as your organization and/or your employer or principal have listed you as a Contact Person.
Personal data processed for marketing purposes will be processed for 12 months from when the last time you read our newsletter or other marketing material. If you unsubscribe from receiving our newsletters or other marketing material we will store your personal data for a period of ten (10) years after our receipt of such request in order to make sure that no marketing material is sent to you.
Our processing of your personal identity number for the purpose of providing and administering digital signing of agreements through the use of Bank-id, will be processed as long as the agreement is effective and as long as it is possible to put forward claims as a result of the agreement.
When it comes to processing of your personal data related to invoicing or payment, we will store the personal data necessary for the fulfilment of requirements under the Swedish Accounting Act (1999:1078) for a period of seven (7) years.
Transfer of personal data to countries outside the EU/EEA
We strive to only process personal data within the EU/EEA. When we transfer your personal data to third parties acting as our processors, e.g., supplier of the supply-, support and maintenance of IT- and cloud services, these processors may transfer data outside the EU/EEA on our behalf. In cases where our processors are transferring or processing personal data outside the EU/EEA, such processing is based either on a decision from the European Commission establishing that the country in question ensures an adequate level of protection or appropriate safeguards that ensure that your rights are protected such as standard contractual clauses adopted by the European Commission and supplementary security measures to such standard contractual clauses when necessary.