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Flowbox AB (”Flowbox” or “we”, “us”, “our”) respects your privacy and is committed to processing your personal data with a high level of security and in accordance with applicable data protection legislation.
This privacy policy (“Privacy Policy”) describes how Flowbox processes your personal data in your role as a representative for a company that is a customer/supplier/partner or a potential customer/supplier/partner to Flowbox. Furthermore, this Privacy Policy describes how we process your personal data when you visit our website www.getflowbox.com (the “Website”) and when you apply for a job at Flowbox.
If you have any questions regarding Flowbox’s privacy protection, please do not hesitate to contact us by sending an email to [email protected].
Flowbox is the controller of your personal data and are therefore responsible for ensuring that your personal data is processed correctly and securely in accordance with applicable data protection legislation.
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.
Information on wherefrom we collect your personal data, what personal data we process, the purposes for which we process your personal data, the legal basis for the respective processing activity and the applicable retention periods are stated in the table below.
Data related to company representatives of existing or potential customers, suppliers and partners
| From where we collect the personal data | Categories of personal data | Purpose | Legal basis | Retention period |
| From the company that you represent, or directly from you | Name, address, email, employer and position.
Information that you provide to us by email or by other channels of communication |
To keep in touch with and administer the agreement or relationship with an existing or potential customer/supplier/partner (e.g. administer purchases, payments and invoices) | The processing is necessary for our legitimate interest to keep in touch with you in order to fulfil our obligations under our agreement or administer the relationship with potential customers/suppliers/partners (legitimate interest) | Until the agreement terminates or when the matter to which the communication relates is resolved, or during such time Flowbox considers that the information is necessary to maintain the relationship with the company.
Deletion takes place when Flowbox becomes aware that the information is no longer adequate or relevant for the purpose, or at the request of the data subject |
| From the company that you represent, or directly from you | Name, address, email, employer and position | To provide Flowbox’s services. We use data to (i) ensure full functionality of our products and services in the platform, (ii) give you access to the platform and services, and (iii) enable you to contact Flowbox for support requests | The processing is necessary for Flowbox’s legitimate interest in providing services and support (legitimate interest) | Until the agreement terminates or when the matter to which the communication relates is resolved, unless Flowbox does not have a legitimate interest to keep the data, or at the request of the data subject |
| From the company that you represent, or directly from you | Name, email, position, employer | To enable marketing and communication about Flowbox’s brand and services. For example, we may send marketing materials (e.g. emails, newsletters, event invitations, special offers) and measure the success of Flowbox’s marketing activities | The processing is necessary for Flowbox’s legitimate interest to market its brand and services (legitimate interest) | During such time Flowbox considers that the information is necessary to maintain the relationship with the company. Deletion takes place when Flowbox becomes aware that the information is no longer adequate or relevant for the purpose, or at the request of the data subject |
| From the company that you represent, or directly from you | Information regarding dietary preferences, potential allergies and/or disabilities (e.g. in connection with corporate events or meetings) | To administer and host events you choose to participate in | The processing is necessary for our legitimate interest in providing events (legitimate interest). Where required by law, we process your personal data on the basis of your consent | When the event is completed unless we do not have a legitimate interest to keep the data |
| From the company that you represent, or directly from you | Name, address, email, employer, position and any other information you provide us | To analyse user behaviour 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 behaviour and preferences, evaluate, personalize, develop and improve its brand, its services, its products and its marketing (legitimate interest) | As long as is required to fulfil the purpose |
| From the company that you represent, or directly from you | Name, email, information about purchases or payments as the case may be | To fulfil legal requirements, e.g. accounting requirements | The processing is necessary for compliance with Flowbox’s legal obligations | As long as is required by law |
| From the company that you represent, or directly from you | Name, email, information about purchases as the case may be | To establish, exercise or defend legal claims, e.g. in case of non-payment | The processing is necessary for our legitimate interest in protecting our legal interests, e.g. to receive payment (legitimate interest) | As long as is required to fulfil the purpose |
Data related to visitors of our Website
| From where we collect the personal data | Categories of personal data | Purpose | Legal basis | Retention period |
| Via cookies or similar technologies on 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, operating system, other information from cookies or similar mechanisms (device information) | To ensure the Website’s functionality (necessary cookies) | The processing is necessary for our legitimate interest in ensuring that our websites function as planned (legitimate interest) | For detailed information on retention periods for cookies used, please refer to our cookie policy here |
| Via cookies or similar technologies on our Website | As above | To track visitors across websites and display ads that are relevant and engaging to you (marketing cookies) | Consent | For detailed information on retention periods for cookies used, please refer to our cookie policy here |
| Via cookies or similar technologies on our Website | As above | To develop our websites and its functions, e.g. based on how the Website is used (statistical cookies) | Consent | For detailed information on retention periods for cookies used, please refer to our cookie policy here |
| From the company that you represent (if any) or directly from you | Name, email, address, position and employer as the case may be | To establish, exercise or defend legal claims | The processing is necessary for our legitimate interest in protecting our legal interests (legitimate interest) | As long as is required to fulfil the purpose |
Data related to job applicants
| From where we collect the personal data | Categories of personal data | Purpose | Legal basis | Retention period |
| Directly from you or from a staffing agency, recruitment company or hiring company through which you apply for work | Name, address, telephone number, email, title, position and employer, information in cover letter and CV, your picture (where applicable) and other information provided by you in connection with recruitment | 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). We also process personal data for the establishment, exercise or defence of legal claims in relation to recruitment | As long as the recruitment process is ongoing and thereafter, in relation to unsuccessful candidates, for two years for the defense of any legal claims |
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/or 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. |
We may transfer your personal data outside the EU/EEA to the countries listed in the table below.
| Country | Is there an adequacy decision? |
| United States | No, standard contractual clauses adopted by the European Commission are applied as security mechanism |
When we transfer personal data to a country outside the EU/EEA, we will take necessary measures to ensure that the personal data is processed in a secure manner by applying an appropriate safeguard, e.g. the EU Commission’s standard contractual clauses. You have the right to obtain a copy of the standard contractual clauses by contacting us.
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).
A summary of the rights you have as a data subject under the GDPR follows below.
Right to withdraw your consent
When the processing of your personal data is based on your consent as a legal basis, you have the right to withdraw your consent at any time by contacting us via the contact information listed at the bottom of this Privacy Policy.
Right of access
You have the right to receive information about whether we process personal data about you and in such cases receive a copy of the personal data including information on the purposes of the processing, categories of personal data processed, categories of recipients of the personal data, retention periods, your rights regarding the processing, the existence of automated decision-making (including profiling), information on the appropriate safeguards relating to the transfer of your personal data to countries outside the EU/EEA and, if the personal data has not been collected from you, from where the data is collected.
Right to rectification
If the personal data we process about you is inaccurate, incomplete or outdated, you have the right to ask us to rectify or complete such personal data without undue delay.
Right to be forgotten
You often have the right to request deletion of your personal data without undue delay. Such is the case when (i) the personal data is no longer necessary for the purposes for which they were processed, (ii) you withdraw your consent and there is no other legal basis for the processing, (iii) you have objected to the processing of your personal data for direct marketing purposes or to processing based on legitimate interest as legal basis and we cannot show definitive reasons for the processing which outweigh your interests, rights and freedoms, (iv) the processing does not take place to establish, exercise or defend legal claims, (v) the personal data has been unlawfully processed or (vi) the personal data has to be erased for compliance with a legal obligation.
Right to object
You have the right to object at any time to the processing of personal data based on legitimate interest as legal basis, including e.g. profiling. In addition, you always have the right to object to the processing of your personal data for direct marketing purposes. We will then cease to process the personal data, unless we can demonstrate compelling legitimate reasons for the processing that outweigh your interests, rights and freedoms, or if the processing takes place for the establishment, exercise or defense of legal claims.
Right to restriction of processing
Under certain circumstances you have the right to request that we restrict the processing of your personal data. Such is the case when (i) you consider that the personal data is not correct and you are awaiting our verification of the accuracy of the personal data, (ii) the processing is unlawful and you, instead of deleting the personal data, wish the processing to be restricted, (iii) we no longer need the personal data for the purposes of the processing but you need them to establish, exercise or defend legal claims or (iv) when you have objected to processing based on a legitimate interest and you are waiting for a verification on whether our legitimate reasons outweigh yours.
Right to data portability
When personal data you have provided to us is processed by automated means and based on your consent or on a contract with you as legal basis, you have the right to obtain your personal data in a commonly used and machine-readable format and request that such personal data is transmitted to another controller.
Right to lodge complaints
You have the right to file complaints regarding our processing of your personal data with the Swedish Authority for Privacy Protection (Sw. Integritetsskyddsmyndigheten), Box 8114, SE-104 20 Stockholm.
We use cookies and other similar tracking technologies to improve services and the user experience on our Website and to perform necessary business operations, as well as provide statistics on the usage of our Website or service. We use cookies in accordance with this Privacy Policy and our cookie policy which can be found here.
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 http://www.google.com/policies/privacy.
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 unauthorised access, alteration and destruction. Flowbox will not disclose your personal data, other than as expressly provided by this Privacy Policy.
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 our Website with information on when the changes will come into effect and will also notify customers and partners in an appropriate manner.
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: Olof Palmes Gata 11, 111 37 Stockholm, Sweden
Email address: [email protected]