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PRIVACY NOTICE
External

Last updated: 2024-05-16

In the course of our business Forest X AB reg. no. 559165-8553 (“ForestX”) may process your personal data. In regard to this processing, we are considered the data controller unless stated otherwise in this privacy notice.

Here we outline in detail how ForestX collect, store, transfer or otherwise use (collectively “process”) your personal data. If you have any questions regarding our processing you can find our contact details at the end of this privacy notice.

Processing of your personal data

The personal data that ForestX will process, for what purposes and on what legal basis will depend on whether you are a:

(i) website visitor;

(ii) customer;

(iii) job candidate;

(iv) service provider; or

(v) person that has come into contact with us in some other way (e.g. accepted to receive newsletters or other marketing material, attending a meeting or event hosted by us etc.).

Website visitor

What personal data does ForestX process?

  • IP-address;
  • device settings (e.g., device and web browser type, operating system, time zone); and
  • information generated by enabled cookies.

From where does ForestX receive the personal data?

From you when you visit our website or enable non-essential cookies via our cookiebanner.

ForestX has a legitimate interest to process your IP-address and device settings to the extent this information is necessary to provide our website and ensure our network security.

We may also process your personal data depending on what cookies you have activated on the website via our cookiebanner. With the exception of strictly necessary cookies, the information collected by our use of cookies will be based on your consent.

For how long is the personal data stored?

The storage period will depend on your cookie preferences and the applicable type of cookie in relation to the collected personal data and otherwise for as long as your web browser remains open.

Customer

What personal data does ForestX process?

  • first- and last name;
  • contact details (address, e-mail, telephone number, etc.);
  • personal identity number (if sole-proprietor);
  • username and password (when registering a customer account for one of our services or products);
  • purchase and order history;
  • marketing preferences (e.g., subscription to our newsletter);
  • information relating to a credit check (if ForestX deems it necessary);
  • bank information and transactional data relating to purchases and/or product returns (e.g., payment option, credit card details, invoices, etc.); and
  • other information that you provide when you contact us (e.g., via customer service).

We may also process other personal data in our capacity as a data processor when providing our products or services to a customer. In such case, the data processing will be detailed in an agreement (e.g., data processing agreement) between the parties.

From where does ForestX receive the personal data?

From you when you purchase our services or products or if you contact our customer service. ForestX may also collect information via a third party when performing a credit check.

ForestX processes the personal data for the purposes of providing our services or products, facilitate customer service, manage invoicing, marketing, sales- and performance analysis, comply with obligations relating to accounting and tax reporting.

The personal data is primarily processed in order to perform our contract with you or to comply with a legal obligation. In certain cases, ForestX may rely on other legal bases such as our legitimate interest to improve our customer service or advertise similar services or products offered by us.

The personal data used for the purpose of sales- and performance analysis of our business is aggregated and anonymised.

For how long is the personal data stored?

Information relating to payment claims will be stored for up to ten (10) years. To the extent the information is only necessary for bookkeeping and/or tax reporting purposes, the information will be stored for up to seven (7) years.

Any agreement you have with us will be stored at a minimum for as long as you are a customer and for any period thereafter that is necessary to fulfil any obligations set out in the agreement or to comply with a legal obligation.

Other information that we process for marketing purposes such as your contact details and marketing preferences will be stored for as long as you are a customer or up to one (1) year after the customer relationship has ended.

Job candidate

What personal data does ForestX process?

  • Contact details (address, telephone number and e-mail);
  • Identity verification and permits (first- and last name, personal identity number or social security ID, gender and if necessary: passport, ID card, personal photo, licenses, residence- and work permit);
  • Merits (CV, employment history, language skills, personal letter(s), grades, diplomas, degree certificates, transcripts from university or other higher education and information furnished by provided references);
  • Job details (to the extent applicable: salary requests, workplace or office location and work position preferences);
  • Interview and tests (notes from job interviews or meetings, test results and personal assessments); and if necessary
  • Background checks (information retrieved from public records, credit checks, criminal records and/or other security clearance checks).

From where does ForestX receive the personal data?

ForestX collects the personal data listed above from the following sources:

  • you directly in connection with you submitting your job application and any related documents or otherwise by participating in job interviews, meetings or tests;
  • reference persons you have provided;
  • consultant(s) engaged in connection with the recruitment;
  • third party when you apply or fill out a form via a service provider (e.g., LinkedIn); and
  • public records and/or service providers conducting background checks on our behalf.

ForestX processes the personal data for the purpose of performing and managing the recruitment process.

Personal data relating to contact details, merits, job details as well as interview and tests is processed on the basis of our legitimate interest to ensure an efficient and correct recruitment process.

Personal data relating to identity verification and permits is processed to comply with our legal obligations.

Personal data relating to background checks is processed to comply with our legal obligations when relating to security clearances or on the basis of our legitimate interest when it is of crucial importance to determine the suitability of a person in relation to the applied position.

With your consent, your personal data may also be processed for future recruitments.

For how long is the personal data stored?

The personal data will be stored for two (2) years after the recruitment process has ended.

If you have given your consent for us to process your personal data for future recruitment, ForestX will store the personal data until such time you have withdrawn your consent or earlier on our own initiative.

For successful candidates, any personal data relevant to your employment will be included in your personnel file and stored by ForestX during your employment period. Following the termination of your employment, the personal data will be stored for a period of time based on applicable law and in accordance with our internal policies.

Service provider

What personal data does ForestX process?

If you represent a service provider or act in the capacity of a sole proprietor, ForestX will process the following personal data about you:

  • first- and last name;
  • contact details (work address, e-mail, telephone number, etc.);
  • information relating to your workplace (e.g., name of your employer, department, title, etc.);
  • personal identity number (if sole proprietor); and
  • any personal data contained in invoices (e.g., listed reference person).

From where does ForestX receive the personal data?

From you or other person designated by your employer when ForestX purchases or uses your services or products. ForestX may also collect information from public records.

ForestX processes the personal data for the purpose of completing the order of a purchased service or product and fulfilling the obligations stated in the agreement with the service provider that you represent.

The personal data is primarily processed in order to perform our contract with the service provider or to comply with a legal obligation. In certain cases, the personal data will be processed on the basis of our legitimate interest to maintain and improve our services and products towards the end customer.

For how long is the personal data stored?

Information relating to payment claims will be stored for up to ten (10) years. To the extent the information is only necessary for bookkeeping and/or tax reporting purposes, the information will be stored for up to seven (7) years.

Any agreement that the service provider has with us (which may contain personal data about you) will be stored at a minimum for as long the business relationship is active and for any period thereafter that is necessary to fulfil any obligations set out in the agreement or to comply with a legal obligation.

Other information such as your contact details will be stored for as long as ForestX has a business relationship with the service provider or up to one (1) year after the business relationship has ended.

Other

What personal data does ForestX process?

For marketing purposes we may process the following personal data about you:

  • first- and last name;
  • company (that you represent); and
  • contact details (address, e-mail, telephone number, etc.).

If you attend a meeting or other event hosted by us, ForestX will process the following information about you:

  • first- and last name;
  • contact details (address, e-mail, telephone number, etc.); and if relevant
  • food preferences and allergies.

If you follow us on one of our social media channels, we may process relevant information about your user account.

From where does ForestX receive the personal data?

From you directly in connection with you:

  • giving your consent to receive marketing materials from us; or
  • attending a meeting or other event hosted by us.

Personal data used for marketing purposes will as a main rule be processed on the basis of your consent. However, we have a legitimate interest to send marketing via e-mail to an existing customer regarding similar products or services that we offer. You will always have the right to stop future marketing e-mails from being sent to you.

Personal data that is used in connection with you attending a meeting or other event hosted by us will be processed on the basis of our legitimate interest to ensure that the event is managed correctly.

Information relating to your food allergies will only be processed on the basis of your explicit consent.

For how long is the personal data stored?

Personal data used for marketing purposes will be stored until such time that you withdraw your consent or earlier on our own initiative.

Personal data used in connection with you attending a meeting or other event hosted by us will be stored until such time that the event has ended.

Does ForestX share personal data with others?

Your personal data may be shared with our group companies, service providers or other third parties with whom you come into contact or who are involved in our business activities.

Group companies

ForestX will in certain cases share your personal data with our group companies e.g., for the purposes of our business management, administration, shared services, forecasting and other related IT functions. Your personal data will never be shared with other group companies unless it is done in accordance with applicable data protection laws and for the purposes set out in this privacy notice.

Access rights between our group companies are limited and granted only on a need-to-know basis depending on job functions and roles.

Service providers

ForestX uses third party service providers who provide services including invoice management, personal data storage and IT services (such as managing our website). In providing these services, your personal data will where applicable be processed by the service provider on our behalf.

ForestX has written agreements with all our service providers in accordance with applicable data protection laws in order to safeguard your personal data.

Disclosure to third parties

Under certain circumstances, ForestX may share or be obliged to share your personal data with public authorities or legal counsel. For example, in the event of suspected criminality or misconduct or if otherwise required by law.

Your personal data can also be shared with third parties that are involved in a merger or acquisition of our business (or part thereof).

Does ForestX transfer personal data to countries outside the EU/EEA?

ForestX will not transfer your personal data outside the EU/EEA without adequate safeguards with respect to the protection of your privacy, fundamental rights and freedoms and the exercising of your rights. ForestX ensures that your privacy is protected by an adequate level of data protection through, for example, EU Standard Contractual Clauses based on the EU commission’s model clauses complemented by supplementary security measures if necessary. If you would like more information on the security measures in place, please contact us (see “Questions and contact information”).

Your rights and how to exercise them

You are entitled to:

  • obtain confirmation regarding whether ForestX process personal data about you and in such case obtain access to it in the legally prescribed manner;
  • request that ForestX rectify inaccurate personal data about you;
  • request that ForestX erase your data where there are no legal reasons to continue the processing;
  • request that ForestX restrict the processing of your personal data provided there are no legal reasons to continue the processing;
  • request to obtain the personal data which relates to you and which you have provided to us in a structured, commonly used, machine-readable format (portability); and
  • withdraw your consent at any time.

Please note that in order to ascertain that the correct person is submitting a request for a measure pursuant to the above, ForestX may need to verify your identity.

You are also entitled to submit a complaint to the Swedish Authority for Privacy Protection www.imy.se regarding our processing. On their website, you can also receive detailed information about your rights pursuant to applicable data protection legislation.

Questions and contact information

If you have questions regarding how ForestX process your personal data or if you would like to exercise one of your data subject rights, please contact us as set forth below:

Forest X AB
Sofierogatan 3 A
412 51 Göteborg

privacy@forestx.se
031-55 53 00

Changes to this privacy notice

ForestX reserves the right to change this privacy notice. The latest version of the privacy notice will always be available online on our website. ForestX will also refer to it in our e-mails. You are encouraged to carefully review the updated content in the event any changes are made to this privacy notice.