Privacy Policy

Privacy policy – Affective Date 2021-05-11

1. Introduction

Flowbox AB (”Flowbox” or “we”) respects your privacy and is committed to maintaining a high level of security and integrity regarding your personal data. Flowbox is also committed to ensuring that processing is carried out in accordance with the general data protection regulation.

This Privacy Policy describes how Flowbox processes your personal data in your role as a representative for a company that is a customer/supplier or a potential customer/supplier to Flowbox. Furthermore, this privacy policy describes how we process your personal data when you visit our website and when you apply for a job at Flowbox.

If you have any questions regarding Flowbox’s privacy protection, please don’t hesitate to contact us by sending an email to [email protected].

2. Flowbox is the Controller

Flowbox is the controller of your personal data and is responsible for ensuring that your personal data is handled in a correct and secure way in accordance with applicable legislation.

3. Which personal data does Flowbox process?

Personal data means any information that directly or indirectly relates to a natural, living person. Accordingly, personal data is information about you and your person, e.g. name, contact information, pictures of you and IP-address.

Processing means any operation which is performed on personal data, such as collection, storage, use, adaption or disclosure.

The lists of personal data below are for transparency purposes but are not exhaustive.

Company representatives, e.g. customers, suppliers and partners

Flowbox collects and stores the following information about you that Flowbox needs to be able to provide and improve its services, contact you in your role as a representative for a company or organisation and to be able to conduct user surveys and interviews with Flowbox users.

  • Personal information and contact information, such as name, address, telephone number, email address, title, position and employer.
  • Information that you provide to Flowbox by email, when you are active on Flowbox’s social media or by other channels of communication.
  • Contact information from social networks (e.g. name, user name, job role).
  • Company information accessible through social networks (e.g. business size, number of employees, industry and other data provided in respective social media platforms).
  • Behavior and actions (e.g. how you use our services, which posts you engage in, your behavior when visiting Flowbox’s website).
  • Where applicable, information regarding phone calls with Flowbox’s switchboard or customer service.
  • Where applicable, information regarding dietary preferences, potential allergies and/or disabilities (e.g. in connection with corporate events or meetings).
  • Information that you provide when participating in a user survey or interview, e.g. information about your use of the Flowbox platform, design preferences and opinions on the Flowbox platform.

Your personal data is usually collected from the company or organisation that you represent, but also, where appropriate, directly from you, through email correspondence or by way of other communication in connection with your attendance at company events, participation in interviews, surveys or meetings and when you are active on our social media. Flowbox may also obtain personal data about you from other companies within the group that Flowbox is part of or from other partners of Flowbox. Flowbox also uses external information services to supplement existing data with, e.g., your position and contact information.

Potential customers/suppliers and company representatives for potential customers/suppliers

Flowbox collects and stores the following information about you in your role as a potential customer to Flowbox or in your role as a representative for a company that is a potential customer to Flowbox.

  • Personal information and contact information, such as name, address, telephone number, email address, title, position and employer.
  • Contact information from social networks (e.g. name, user name, job role).
  • Company information accessible through social networks (e.g. business size, number of employees, industry and other data provided in respective social media platform).
  • Behavior and actions (e.g. which posts you engage in, your behavior when visiting Flowbox’s website).

Visitors of Flowbox’s website

In connection with visits to Flowbox’s website, Flowbox collects the following information about you that Flowbox needs to be able to improve, streamline, simplify and develop our website.

  • Which data is collected depends on your device, browser and settings. The following data may be collected: technical data, such as IP address, MAC address, URL, unique device ID, network and device performance, browser, language and identification settings, geographic location, behavior and usage information, operating system, other information from cookies or similar mechanisms (device information).

Recruitment (job applicants at Flowbox)

  • Flowbox collects and stores the following information about you that Flowbox needs to be able to recruit the right persons for positions with Flowbox.
  • Personal information and contact information, such as name, address, telephone number, email address, title, position and employer.
  • Information in cover letter and CV.
  • Where applicable, your picture.
  • Other information that you provide Flowbox in connection with recruitment.

Your personal data can be provided to Flowbox directly from you or from a staffing agency, recruitment company or hiring company through which you apply for work.

4. For what purposes and based on what legal basis does Flowbox process your personal data?

The purposes for which we intend to process your personal data and the legal basis for the respective processing activities are stated in the tables below.

Customers, suppliers and partners (including company representatives)

Purpose Legal basis
To be able to keep in touch with representatives of the customer, supplier or partner (e.g. in connection with the provision of services). The processing is necessary for Flowbox’s legitimate interest to keep in touch with you in the regular course of business and to fulfil obligations under the agreement with the customer, supplier or partner, i.e. the company that you represent (legitimate interest).
To provide Flowbox’s services. We use data to:
– Ensure full functionality of our products and services in the platform.
– Give you access to the platform and services.
– Enable you to contact Flowbox for support requests.		 The processing is necessary for Flowbox’s legitimate interest in providing services and support (legitimate interest).
To maintain appropriate security in Flowbox’s platform and services. The processing is necessary for Flowbox’s legitimate interest in maintaining appropriate security (legitimate interest).
To fulfil legal requirements, e.g. security requirements and accounting requirements. The processing is necessary for compliance with Flowbox’s legal obligations (legal obligation).
To market Flowbox’s brand and Flowbox’s products or services. We may:
– Send marketing materials (e.g. emails, newsletters, event invitations, special offers)
– Measure the success of Flowbox’s marketing activities.
– Communicate things relevant to our industry, products and services.
– Other marketing or advertising purposes.
– Provide you with marketing and communication that is more relevant to you, based on your interests, focus area and profile.		 The processing is necessary for Flowbox’s legitimate interest to market its brand and services (legitimate interest).
To analyse user behavior and carry out surveys and interviews regarding Flowbox’s products, services and customers’ user experience. The processing is necessary for Flowbox’s legitimate interest to analyse user behavior and preferences, evaluate, personalize, develop and improve its brand, its services, its products and its marketing (legitimate interest).
For administering payments and invoices The processing is necessary for Flowbox’s legitimate interest to offer its customers relevant marketing with regard to the customers’ previous purchases (legitimate interest).
To be able to respond to and compensate customers in connection with complaints and warranty matters. The processing is necessary for Flowbox’s legitimate interest in handling complaints and warranty matters (legitimate interest).

 

Potential future customers, suppliers or partners

Purpose Legal basis
To market Flowbox’s brand and Flowbox’s products or services. We may:
– Send marketing materials (e.g. emails, newsletters, event invitations, special offers)
– Measure the success of Flowbox’s marketing activities.
– Communicate things relevant to our industry, products and services.
– Other marketing or advertising purposes.
– Provide you with marketing and communication that is more relevant to you, based on your interests, focus area and profile.		 The processing is necessary for Flowbox’s legitimate interest to market its brand and services (legitimate interest).

 

Visitors of Flowbox’s website

Purpose Legal basis
To ensure full functionality of the website.
To remember your preferences.
To collect statistics and get insights on how you use our website, thereby being able to optimize the user experience.		 The processing is necessary for Flowbox’s legitimate interest to ensure functionality of the website and improve, streamline, simplify and develop its website and to attract more customers/partners and to increase the number of recurring customers/partners (legitimate interest).

 

Recruitment (job applicants at Flowbox)

Purpose Legal basis
To, in connection with recruitment, be able to decide who is best suited for a position with Flowbox and to ensure that the relevant person has the necessary skills. The processing is necessary for Flowbox’s legitimate interest to recruit the right employees and ensure that skilled people work for Flowbox (legitimate interest).

 

5. How long does Flowbox store your personal data?

Your personal data is stored as long as there is a need to preserve them in order to fulfil the purposes for which the data was collected in accordance with this Privacy Policy. Thereafter, your personal data will be deleted.

Some personal data will, for the purpose of complying with applicable accounting legislation, be stored for seven years, counting from the end of the calendar year during which the financial year, to which the information pertained, was terminated.

Contact information regarding company representatives is stored during such time Flowbox considers that the information is necessary to maintain the relationship with the company/organisation. Deletion will take place when Flowbox becomes aware that the information is no longer adequate or relevant for the purpose, or at the request of the contact person.

For more information about how long Flowbox stores specific personal data, please contact Flowbox. Contact information is provided under section “Contact” below.

6. How does Flowbox share your personal data?

Flowbox does not disclose personal data to third parties, except when necessary to fulfil a legal obligation or to fulfil Flowbox’s obligations to you, customers and partners. Your personal data will not be sold to third parties for marketing purposes. Situations when your personal data may be disclosed to third parties are listed in the table below.

Third party Reason for third party disclosure
Other companies within Flowbox’s group Personal data may need to be transferred to other companies within Flowbox’s group, since central functions such as marketing and finance are managed jointly within the group in which Flowbox is a part.
Suppliers of cloud solutions Personal data may be transferred to suppliers of cloud solutions since Flowbox stores certain information in cloud solutions.
Suppliers and partners Flowbox may disclose your personal data to suppliers and/or partners, if the suppliers and/or partners need your personal data to fulfil their undertakings toward Flowbox (e.g. a partner involved in a webinar or a provider of marketing and support services).
Authorities Personal data may be disclosed to authorities when necessary for compliance with Flowbox’s legal obligations.
Sale If Flowbox intends to transfer all or part of its business, personal data may be disclosed to a potential buyer.

 

7. Transfer of personal data to third countries

Flowbox may transfer your personal data to countries outside the EU/EEA. If personal data is transferred to a country outside the EU/EEA, Flowbox will take measures to ensure that the personal data continues to be protected and will also take the necessary measures to ensure a legal transfer of the personal data to countries outside the EU/EEA.

Flowbox uses services of IT suppliers, whereby your personal data may be transferred to the United States. Personal data that Flowbox collects about you through your use of Flowbox’s website may be transferred to the United States. Flowbox has ensured that your rights are guaranteed in connection with transfers to the United States through the relevant IT supplier’s adherence to an appropriate transfer mechanism such as standard contractual clauses.

8. Social media

Regarding personal data that occurs and is processed on social media, such as Facebook, Instagram, Twitter, Youtube and LinkedIn, we refer users to the policy provided by the respective service providers for information on how each service provider processes personal data. In Flowbox’s view, the purpose of the processing is that representatives of existing and potential customers and partners to Flowbox shall be able to interact and maintain contact with Flowbox via social media, to contribute to good relationships with customers and partners and to make Flowbox’s customer service and product widely accessible through several different channels. The processing is necessary for the purposes of Flowbox’s legitimate interest to market its brand and its products to existing and potential customers and to partners (legitimate interest).

9. Your rights

As the data controller, Flowbox is responsible for ensuring that your personal data is processed in accordance with applicable legislation.

Flowbox will, at your request or on its own initiative, rectify, erase or complete any information found to be inaccurate, incomplete or misleading.

You have the right to request access to and rectification or erasure of your personal data (e.g., if such erasure is required by applicable law), request restriction of the processing of your personal data and object to the processing, as permitted by applicable personal data legislation (e.g. if you contest the accuracy of the personal data or if the processing is unlawful but you oppose the erasure of the personal data and request restriction of its use instead). Flowbox will notify each recipient to whom the personal data has been disclosed in accordance with section 6 above regarding any rectifications or erasures of personal data as well as of restriction of processing of data according to this section 9.

Under certain conditions, you have the right to data portability, i.e., a right to receive your personal data in a structured, commonly used and machine-readable format and the right to transmit those data to another controller.

If you do not want Flowbox to process your personal data for direct marketing purposes, you have the right to object to such processing at any time. When Flowbox has received your objection, Flowbox will cease the processing of your personal data for such marketing purposes.

You have the right, through a written and signed application, to obtain free of charge a register extract from Flowbox regarding which personal data are stored about you, the purposes of the processing and to which recipients the data has been or shall be transferred. You also have the right to obtain information about the envisaged period for which the personal data will be stored or the criteria used to determine this period. You also have the right to receive information about your other rights as specified in this paragraph 9.

We look forward to hearing from you if you have any complaints regarding Flowbox’s processing of your personal data, in order to correct our processing if necessary. You also have the right to file complaints regarding Flowbox’s processing of your personal data with the Swedish Data Protection Authority.

10. Cookies

Flowbox uses cookies and cookies-like techniques to:

  • collect information about your experience on our website using Google Analytics. Such information includes number of website visitors, average duration per session, the pages per session, and more,
  • enable marketing campaigns and assess marketing performance to create better marketing campaigns, and
  • facilitate and improve your use of the website.

If you do not wish to receive cookies, the “Help” portion of the toolbar on most browsers will tell you how to prevent your browser from accepting new cookies or how to have the browser notify you when you receive a new cookie. Additionally, you may be able to disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-on settings or visiting the website of its manufacturer. For more information on our cookies see our cookie policy here.

11. Third party services

On behalf of its customers, Flowbox uses third party services such as Google, Instagram, Facebook, Pinterest and Youtube. By using Flowbox’s services, Flowbox’s customers agree to be bound by Youtube’s Terms of Services available at https://www.youtube.com/t/terms and acknowledge that Flowbox uses Youtube’s API Services. Through Flowbox’s use of the Youtube API Services Flowbox gains access to Youtube content such as videos, photos and related metadata (including user name) for the purpose of presenting such data to Flowbox’s customers through Flowbox’s platform. Flowbox’s use of Google’s services is subject to Google’s privacy policy available at https://www.google.com/policies/privacy.

12. Security of your personal data

You should always be able to feel safe when you provide us with your personal data. Therefore, Flowbox has implemented the security measures necessary to protect your personal data against unauthorized access, alteration and destruction. Flowbox will not disclose your personal data, other than as expressly provided by this Privacy Policy.

13. Changes

Flowbox reserves the right to change this Privacy Policy at any time. In the event of changes to this Privacy Policy, Flowbox will publish the amended Privacy Policy on getflowbox.com with information on when the changes will come into effect and will also notify customers and partners in an appropriate manner.

14. Contact information

Do not hesitate to contact Flowbox if you have any questions about this Privacy Policy, the processing of your personal data or if you wish to exercise your rights under this Privacy Policy or applicable legislation.

Flowbox’s contact information:

Flowbox AB

Postal address: Riddargatan 17D, 114 57 Stockholm, Sweden

Email address: [email protected]