Under the applicable data protection legislation, personal data may only be collected for ‘specific, explicitly stated and legitimate purposes’. The data collected may not later be processed in a manner that conflicts with these purposes. In addition, the data controller must have legal support for their data processing, so-called lawful ground. Our processing of your personal data rests on one or more of the following lawful grounds: 

• the processing is necessary for us to fulfil our agreement with you (‘agreement’),
• the processing is necessary for us to fulfil an obligation we have under other laws and regulations (‘legal obligation’),
• the processing is necessary for our legitimate interests and your interests in protecting your personal data do not weigh heavier (‘weighing of interests’), or
• in certain specific cases, that you have consented to the data processing in question (‘consent’).

In the majority of cases, the lawful ground consists of an agreement, legal obligation or weighing of interests. In some cases, our data processing does, however, require your consent. In such cases, we will ask for your consent for the processing in question before it begins. 

You are always welcome to contact us if you have questions about our privacy and data protection policy by sending an e-mail to us at support@preactly.se.

Below, we explain the ‘legitimate purposes’ for which we collect your personal data, as well as on what lawful ground we do this.

Under the applicable data protection legislation, you have the right to receive information about when and how we process your personal data. You also have the right to, in some cases, view your personal data or have them moved, corrected or erased. More information about your rights can be found here:

1. Right to information
2. Correct information
3. Right to deletion (‘the right to be forgotten’)
4. Right to limited processing
5. Data portability
6. Right to object
7. Complaints
8. Damages

2.1 Right to information

You have the right to receive information free of charge about the personal information that we process (a copy of records). Such a request should be made in writing and be signed by you. Note that we only give out information that we know for certain belongs to you. We are also not allowed to disclose information that violates someone else’s rights. This type of request should be sent to the address below. Mark the envelope ‘Data protection’.

Preactly AB Kungsgatan 12 652 24 Karlstad

To ensure that the record is not sent to the wrong person, we will only send it to your registered address.

2.2 Correct information

We will always try to make sure that your personal information is correct and up to date. If we discover incorrect or incomplete information, we will try to correct it or delete it. 

If information is corrected at your request, we need to inform those with whom we have shared your information about the correction. However, this does not apply if it turns out to be impossible or to involve too great an effort on our part. Your right to information means that you have the right to know with whom we have shared your information.

2.3 The right to be forgotten

We save your personal information as long as you are a user of our services. If you stop using our services, we will delete your personal information within 24 months, except in cases where we are obligated by law to save it for a longer period of time. We have chosen 24 months so that your account will not be deleted because you are absent for a longer period of time due to, for example, parental leave or sick leave.

As a user you always have the right to approach us and ask for your personal information to be deleted. We are obligated to delete the information in the following cases:

• If the data is no longer needed for the purposes for which they were collected
• If processing is based on your consent and you withdraw your consent
• If processing is used for direct marketing and you oppose the data being processed
• If the individual opposes the personal data processing that occurs after a weighing of interests and there are no justifiable reasons that outweigh your interest
• If the personal information has been processed illegally
• If deletion is required to fulfil a legal obligation

If information has been deleted at your request, we need to inform those with whom we have shared your information about the deletion. This does not, however, apply if it turns out to be impossible or to involve too great an effort on our part. You have the right to request information about the parties with whom your data have been shared.

2.4 Limited access

You may in some cases have the right to demand that the processing of your personal information be limited. Limited means that the data are marked in our systems so that they, in the future, may only be used for certain limited purposes.

The right to limited access applies, for example, to when you regard the data to be incorrect and have requested correction. In such cases, you can also request that the data processing is limited while the accuracy of the data is investigated.

When the limitation comes to an end, you should be notified.

2.5 Data portability

The person who has given their personal information has, in some cases, the right to collect and use their personal information elsewhere. The one who has received the personal information is obligated to facilitate such a transfer of personal data. A requirement for data portability is that the recipient processes the personal data with the support of your consent or in order to fulfil an agreement with you and this only applies to personal data that you have provided yourself. 

2.6 Right to object

In some cases, the person registered has the right to object to the data controller’s processing of his or her personal data.

The right to object applies when personal information is processed following a weighing of interests.

If the person registered objects to such processing, the data controller may only continue to process the data if it can be shown that there are compelling justifiable reasons why the data must be processed that weigh heavier than the individual’s interests, rights and freedoms or if the processing takes place to determine, exercise or defend legal claims.

The individual always has the right to object against his or her personal data being used for direct marketing. Such an objection can be made at any time. If there is an objection against direct marketing, the personal data may no longer be processed for such purposes.

2.7 Complaint

If you believe that we are processing your personal data in violation of the applicable data protection regulations, you are urged to report this to us as soon as possible. You can also contact the Swedish Data Protection Authority directly and submit your complaint.

2.8 Damages

A person who has suffered harm due to his or her personal information having been processed in violation of the data protection regulation may be entitled to damages from the data controller/s who took part in the processing.

The individual can claim damages from the data controller or data processor or put their case before a court of law.

We may process your personal information in the following situations:

1. Provision of our products and services:
   1. Users of our products and services
   2. Administrator of employer
   3. Shown interest in our products or services
   4. Support
   5. Information security and prosecution of misuse
2. Communication about products and services
3. Development of products and services
4. Statistical analyses
5. Marketing
6. By interacting through our website:
7. Cookies
8. Registering for newsletter
9. Contact via social media

3.1 Provision of our products and services

For us to be able to provide our products and services to you we have to, in many situations, process your personal information, more specifically if you:

• Use our products and services
• Are an account administrator for our products and services
• Have been in contact with our support
• Test our products and services or receive a demonstration of them

3.1.a User

If you, as an employee or temporary staff, use our products and services, we will process your personal information to the extent necessary to enable us to:

• identify you as a user,
• fulfil our agreement with your employer regarding delivery of products and services,
• deal with any customer complaints,
• exercise our rights and fulfil our obligations according to our user agreement with you.

We may process the following information:

• Name
• Contact details in the form of e-mail address and telephone number
• City, region, office or equivalent functional description of workplace
• Department, unit, area of operation, work group or corresponding functional description showing in which part of the organisation you work
• Work description, occupational category or role (or equivalent, specifying the type of work you do)
• Your working hours (normal office hours, evening, night, on-call, etc.)
• Terms of employment (full-time, part-time or hourly paid)
• How long you have been an employee (new employee, etc.)
• Form of employment, i.e. if you are employed for a certain period of time (‘temporary employee’) or until further notice (‘permanent employee’).

The above mentioned types of processing are a prerequisite for us to be able to provide the product or service that we have agreed with your employer and in the user agreement that you have entered into with us. The lawful ground for the processing is therefore fulfilment of agreement.

We will process your personal information as long as you are a user and for 24 months after that.

3.1.b Administrator

If you are an administrator for your employer, we will process your personal information to the extent necessary to enable us to:

• identify you as a user,
• fulfil our agreement with your employer and you as administrator regarding delivery of products and services,
• deal with any customer complaints,
• exercise our rights and fulfil our obligations according to our agreement with your employer.

We may process the following information:

• Name
• Contact details in the form of e-mail address and telephone number
• Your role as administrator

The above mentioned types of processing are a prerequisite for us to be able to provide the product or service that we have agreed with your employer and in the user agreement that you have entered into with us. The lawful ground for the processing is therefore fulfilment of agreement.

We will process your personal information as long as you are an administrator and for twelve months after that.

3.1.c Shown interest in our products and services

For us to be able to offer our products and services to you we have to, in many situations, process your personal information, more specifically if you:

• have requested a quote
• have provided your information to us in connection with an event that we have arranged or attended
• have had a test round of our products and services or have received a demonstration of them
• have expressed an interest in collaborating with us.

The information we may process is the information you provide to us in connection with the contact, usually contact details (employer, name, address, e-mail address and telephone number).

In order for us to be able to market our products and services, we assume that our interest in processing your personal information outweighs your interest in not being included in our processing. The lawful ground for processing your data is therefore weighing of interest.

If you have requested/received a quote, we will save your information for six months as from your request of the quote. If you have given your information as a result of requests via the website or in connection with an event, we will save your information for three months as from when you gave it to us.

3.1.d Support

If you contact our support, we need to be able to identify you as a user or administrator and, in many cases, we will need information about you in order to handle customer complaints and questions. The information we may process is the information you provide to us in connection with the contact, such as contact details like your name, address, e-mail address and telephone number. 

If we receive a complaint from someone, we create a case containing information about the complaint. The case normally contains both the complainant’s identity and the identity of other persons affected by the complaint.

We usually have to disclose the complainant’s identity to the person concerned. This is inevitable when the subject of a complaint concerns whether a person’s actions were right or wrong. If a complainant does not want information that identifies him or her to be disclosed, we will try to respect this. It may, however, be impossible to process a complaint on an anonymous basis.

The processing described above is a condition for us to be able to provide support for the service you use and to correct errors. Our obligation to correct errors can partly be stated via agreement. The lawful ground for the processing is therefore fulfilment of agreement. 

From time to time, telephone calls to our support may be recorded for educational purposes. Information about this will be provided before the call is connected to our customer service. The recordings will be saved for three weeks.

If you have a case registered by our support, we will save your information during the entire processing time and for three weeks after that. 

3.1.e Information security and prosecution of misuse

We process personal information in order to provide security for all our products and services, to detect or prevent various types of illegal use or use that otherwise violates the terms of the services we provide. We also process this information to detect and prevent fraud. The information that may be processed for this purpose is, for example, IP addresses and information about your computer or mobile device. 

The processing described above is a condition for us to be able to provide the services, thus the lawful ground is fulfilment of agreements. 

We will save this information for three months.

3.2 Communication about products and services

We may process personal information when we need to communicate with you to provide service information or updates of the products and services that we by agreement provide to you. We also process personal information when you contact our support.

We may also process information that we collect from you from time to time, for example, if you have chosen to take part in a customer survey that we have sent to you.

Our legitimate interests in this processing are to keep you as a user or administrator informed about our products and services and their availability as well as improving our products and services. In connection with this type of processing, we may use your contact details (name, e-mail address, telephone number) and information about the products and services you use.

We will process your personal information for the above-mentioned purposes as long as you are a user or administrator, and for twelve months after that.

3.3 Development of products and services

We process personal information to develop our business in the form of our products and services. For such purposes, we may compile statistics for analytical needs.

Our legitimate interest in this type of processing is to optimise our products and services for our users. In order to technically be able to do this, we may use contact details such as name, e-mail address and telephone number. We will also process information about your computer or mobile device, e.g. version and model.

We will process your personal information for the above-mentioned purposes as long as you are a user or administrator, and for twelve months after that.

3.4 Statistical analyses

We will process information that we receive from our users to be able to generate statistical analyses. Before we use information for such purposes we will anonymise it, which means that no information can be traced back to you as a user. This means that we do not process personal information for statistical purposes.

3.5 Marketing

We process different types of personal data in order to be able to market our products and services directly to you. For these purposes, we may communicate with you through, for example, letters, SMS, telephone, e-mail and via our websites. 

In order for you to be able to unsubscribe from a particular e-mail newsletter or similar mailing, there will be instructions in each mailing on how you can go about declining future communication. 

Our legitimate interest in this type of processing is to market our already existing or new products and services. We may therefore use your contact details (name, address, telephone number and e-mail address), information about your employment (post, role or occupation) and demographic information (gender, age and postal code) and information about the products or services you use.

We will process your personal information for the above-mentioned purposes as long as you are a user and for a year after that.

3.6 Visits to our websites

When someone visits our websites, such as www.preactly.se and www.preactly.se, we use a third-party service, Google Analytics, to collect information and details about visitors’ behavioural patterns. We do this to find out the number of visitors to the different parts of the website. This information is processed without anyone being identified. We make no attempts to find out the identity of those who visit our website, nor do we allow Google to do so. If we wish to collect personally identifiable information through our website, we will inform you in advance. We will then notify you when we collect personal data and explain what we intend to do with them.

3.6.a Use of cookies

You can read more about how we use cookies in our Cookie Policy.

3.6.b Newsletter

We collect statistics on the opening of e-mails if we provide newsletters and this helps us to monitor and improve our newsletter. The data we may process is your e-mail address. 

If you are a user or administrator, the lawful ground for our mailing can be weighing of interests. You may also have given your consent to receiving newsletters in connection with an event or by being in contact with us in some other way. Irrespective of the lawful ground our processing rests on, you have the right to decline more mailings at any time by notifying us.

Your e-mail address is processed for the above purpose until you decline more future mailings.

3.7 Social media

If you send us a message via social media, such as Facebook and LinkedIn, the message will be stored for three months. The message will not be shared with any other companies or organisations.

4.1 Information you share with us

We collect personal information from you in several different ways. It could, for example, be when you submit your information while using our products or services, when you contact our support or book a demonstration of our products and services. We may collect the following personal information from you:

• Name
• Contact details in the form of e-mail address and telephone number
• City, region, office or equivalent functional description of workplace
• Department, unit, area of operation, work group or corresponding functional description showing in which part of the organisation you work
• Work description, occupational category, role or equivalent that specifies the type of work you do
• Your working hours (normal office hours, evening, night, on-call, etc.)
• Terms of employment (full-time, part-time or hourly paid)
• How long you have been an employee

4.2 Information we collect about you

When you use our services or visit our website, we may automatically collect information about you. 

When using our services, we may collect the following personal information:

• contact details (name, address, e-mail address and telephone number)
• information about services used
• positioning details that arise as a result of settings in your browser
• information on how you interact with us (how you use our services, including response time for pages, download errors, how you reached and left the service, as well as delivery notifications when we contact you)
• information about your computer or mobile device (such as IP address, language settings, browser settings, time zone, operating system, platform and screen resolution).

4.3 Sensitive information

We do not collect information about racial or ethnic origin, political views, religious or philosophical beliefs, union membership or sexual orientation. However, we may process information about your health. By accepting this policy and entering into a user agreement with us, you give your explicit consent that we process the information about your health that you share with us when you use our products and services. 

Social security number does not constitute sensitive personal information in accordance with current legislation, but to the extent that social security numbers are stored by us, we process them as particularly worthy of protection.

5.1 To protect your rights when we share your information with our service providers or other business partners, all sharing takes place in accordance with written agreements that regulate the recipient’s rights and obligations regarding the processing of your personal data. 

5.2 We will never sell your personal information to a third party unless we have your consent to do so. Nor will we share your personal information with a third party.

5.3 We may share data with a third party that you as a user generate when using our products and services, but all personal data will then be anonymised before transferring them to a third party. Consequently, no processing of personal information takes place.

5.4 We may share your personal information with the following parties:

1. Your employer
2. Our suppliers
3. Third-party applications

5.4.1 Your employer

 Your employer will be able to access information at group level, but not at an individual level. 

5.4.2 Our suppliers

We may share your personal information with our suppliers, who in relation to you constitute a third party. In order to be able to perform the services we purchase or to develop our products and services, our suppliers must, in many situations, process your personal information. 

5.4.3 The agreements we enter into with our suppliers contain clear directions on how they may process the personal information that we share with them. We are, however, separate legal entities. Therefore, we cannot normally be held accountable if they do not comply with applicable legislation. If you have questions about a supplier’s application of your personal information, you can contact us at support@preactly.se for information on which suppliers have processed your personal data.

We will mainly process your personal information in Sweden. There may be transfers to another EU country. The exception is e-mail sent from the application, which is done through the Postmark service (postmarkapp.com) located in the USA.

Preactly AB is registered with the Swedish Companies Registration Office under corporate identity number 559203-9415 and has its head office on Kungsgatan 12, 652 24 Karlstad. Preactly AB is the data controller in the processing of your personal data when we process them on our own behalf and data processor when we process your information on behalf of your employer and comply with Swedish data protection legislation.

If you have questions about our personal data processing you can always contact support@preactly.se.

8.1 We will notify you prior to making any significant changes to this policy and allow you to review the revised version of the policy.

The Privacy Policy was last updated 011019.