POLYSTAR PRIVACY NOTICE
Polystar is strongly committed to protecting personal data. This privacy notice describes why and how we collect personal data. It also explains how we use personal data and informs you about data protection rights. This privacy notice applies to personal data we collect about visitors to our website, business contacts, event participants, online event participants, newsletter recipients.
Visitors to our website
When you visit our website, we collect personal data about you. This may include, but is not limited to, the following situations.
Processing your requests
We collect your contact details when you request further information, subscribe to Polystar’ newsletter or download gated content. The information we collect may include, your name, e-mail address, title, device information and geographical information. The purpose for collecting this information is to process your request and to administer our relationship with you. The legal basis for this processing is either your consent, fulfilling our obligations towards you or Polystar’s legitimate interest to administer its business.
To deliver this website and maintain its security as well as performance, Polystar processes the IP addresses of visitors to this website. The legal basis for this is Polystar’s legitimate interest to maintain this websites security and performance. The weblogs will be retained for 30 days.
By business contact we mean an individual associated with one of our potential or existing customers. If you are a business contact, we will process your contact details and data from email and calendar systems concerning your interactions with us in our customer relationship management system. We do this for the purposes of meeting our contractual obligations as well as administering and developing our business. The legal basis for this processing is either fulfilling our obligations towards you or Polystar’s legitimate interest to administer and develop its business. The personal data processed for these purposes will be retained as long as it is necessary for these purposes.
Candidates for recruitment
If you apply for an open position via our website or by other means, we will use the information you provide during the recruitment process to assess your suitability for the role you have applied for, process your application with an aim to offer you an employment contract with us, or to fulfil legal or regulatory requirements if necessary. We may also collect information about you from the references you provided and from publicly available sources such as the internet to verify the information. We do not collect more information than we need to fulfil these purposes and will not keep it longer than necessary. The legal basis we rely on for processing your personal data is that it is necessary to perform a contract or to take steps, at your request, before entering a contract. We will keep the collected information up to six months after the recruitment process is completed.
If you are not offered the role you have applied for, we may also keep your information for two years for the purpose of being able to comply with the laws of anti-discrimination. For this purpose, we rely on the legal basis of Polystar’s legitimate interests.
Managing and organizing the event
If you register for one of our events we will process your name, contact information, information about your travel itinerary and dietary preferences for the purposes of organizing and managing the event, providing you with the information and services associated with the event as well as keeping a list of participants. In association with attending one of our events, you will have the option to download the “Polystar Events App” to help you navigate the event and access a list of participants. The Polystar Events App may require the device identifier associated with your device but does not collect or use any other personal data. The legal basis for this processing of your personal data is our legitimate interest to manage, administer and document our events. The personal data processed for these purposes will be retained for 2 years after the event is completed.
Publication of pictures and videos
During the event we may take pictures and videos which we intend to publish on the internet and social media. These pictures and videos may contain your personal data. The legal basis for this processing is our legitimate interest to inform company stakeholders and the public about our events on the internet. The personal data processed for these purposes will be retained until further notice.
If you are a presenter at one of our events, we will collect information about you including your name, employer and contact information, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a presenter. We may publish your information on the event website and include it in the event information that is distributed to participants. The legal basis for this processing is our legitimate interest to inform participants about who is presenting at our events. The personal data processed for these purposes will be retained until further notice.
Online event participants
If you register for one of our online events, such as a webinar, we will process your name, contact information and standard weblogs for the purposes of organizing and managing the event as well as securing our digital event platform. The legal basis for this processing of your personal data are our legitimate interests to manage, administer and document our events as well as maintaining the security of our event platform. Your name and contact information will be retained for 2 years after the event is completed. Standard weblogs will be retained for 30 days.
We may collect your contact information from public sources to send you a newsletter with relevant updates on our products and services. The legal basis for this processing of your personal data is our legitimate to market our products to relevant companies. The personal data processed for these purposes will be retained for 90 days or until you opt-out of receiving such information from us.
Location of processing
Your rights and how to exercise them
You have rights as an individual which you can exercise in relation to the information we hold about you.
Access to personal data. You have a right to request a copy of the personal data.
Amendment of personal data. To update personal data you submitted to us, you may email us at firstname.lastname@example.org or, where appropriate, amend your personal details on relevant applications with which you are registered. When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.
Withdrawal of consent. Where we process your personal data based on consent, you have the right to withdraw consent at any time. We do not generally process personal data based on consent (as we can usually rely on another legal basis). To withdraw consent to our processing of your personal data please email us at email@example.com or, to stop receiving an email from a Polystar marketing list, please click on the unsubscribe link in the relevant email received from us.
Other rights. You have a right to request the deletion of your personal data. In some specific cases, you have a right to request from us the transfer of some of your personal data to another data controller.
You also have a right to restrict or, when the processing is based on a legitimate interest, object to our processing of your personal data. You may exercise these rights by emailing us at firstname.lastname@example.org.
Complaints. We hope that you won’t ever need to complain about our use of your personal data. However, if you do want to complain, please send an email with the details of your complaint to email@example.com. We will look into and respond to any complaints we receive. You also have a right to lodge a complaint with the Swedish Data Protection Authority (Datainspektionen). For further information on your rights and how to complain to Datainspektionen, please refer to Datainspektionen’s website.
Other websites and services
Data controller and contact information
Polystar is established in various countries, the headquarters is however located at Hammarby Allé 29, 120 32 Stockholm, Sweden. You can always contact Polystar regarding data protection matters at firstname.lastname@example.org.
Data Protection Officer
Our Data Protection Officer is Sebastian Arnoldt. You can contact Sebastian at email@example.com or via our postal address. Please mark the envelope ‘Data Protection Officer’.