INFORMATION ON PERSONAL DATA FOR CUSTOMERS AND SUPPLIERS
In order to facilitate conducting commercial relations between you as a customer/supplier and HM Systems A/S (Danish CVR No. 13261296), we collect personal data about you.
In this document, we describe our guidelines for the processing of personal data in connection with us fulfilling our agreements and commercial relations.
We have prepared the guidelines based upon the EU's General Data Protection Regulation, which enters into effect in Denmark on 25 May 2018, as well as the new Danish Data Protection Act, which supplements the rules in the General Data Protection Regulation and the current Danish Act on Processing of Personal Data (hereinafter collectively termed "applicable legislation").
In the following, we have described precisely what information is collected, including how the data is processed, what it is used for, who has access to the data and who you can contact if you have questions or objections concerning the data collected.
Precisely what personal data is collected
When you enter into an agreement with us, we ask for general information on how to contact you. This primarily comprises data such as your company name, contact person, company address, postal code, company telephone and mobile telephone numbers, company E-mail, etc. Data concerning the name, address, etc., of joint-stock and/or limited liability companies does not concern a physical person, and hence is not encompassed by the General Data Protection Regulation.
The personal data that we collect will be used to identify you as a customer/supplier in order for HM Systems A/S to be able to deliver goods to you or order goods/services from you, respectively.
The personal data that we collect in connection with fulfilling our agreement will be stored on our IT system.
How long we store your personal data
The storage of personal data depends upon how long our commercial relations last.
In our commercial relations, we have a need for your personal data as documentation, until the delivered good or service is delivered and paid and any possible warranty and claims deadlines have expired.
During the on-going contractual relationship, the data that we have collected concerning you and your company will be stored on our IT system.
Your personal data will as a point of departure be preserved by us pursuant to the applicable rules for a period of 5 years from the end of the fiscal year that the material concerns. When the personal data is no longer relevant, and we are not obligated to store it, then all personal data, although excepting customer/supplier numbers and company names, will be deleted.
What we use personal data for
The personal data that we collect on you and your company in connection with fulfilling our agreement may only be used for general administration in connection with the fulfilment of our agreement involving commercial relations.
The data will as a point of departure not be shared with third parties. However, your general contact information may be shared with our working partners if we need their assistance in fulfilling the agreement.
The right to inspect your personal data
As a customer/supplier you have the right to receive our confirmation that we are processing personal data about you and in such case to receive access to the registered personal data.
You are also entitled to request and receive personal data about you that you have given to us (data portability). You are moreover entitled to make objections to our processing of your personal data.
The right to correct your personal data
You have the right to have incorrect personal data about you corrected by us without undue delay.
The right to delete your personal data
You have the right to have personal data about you deleted by us without undue delay if we no longer continue to have a legitimate interest in storing your personal data.
We would however like to make you aware that if we, pursuant to applicable legislation, are obligated to preserve the data, then you cannot demand that your personal data be deleted.
Protection of personal data
As per applicable legislation, your personal data will be preserved in a secure and confidential manner. We store the personal data on our IT system.
Our security precautions are checked on an on-going basis to determine whether our processing of personal data is being managed properly and with respect to your rights as a customer/supplier.
Changes to the processing of personal data
We reserve the right to preserve and change these guidelines for processing of personal data. Once a year, these guidelines will be evaluated and, if necessary, corrected.
In the event of significant changes in connection with the fulfilment of our agreement, we will notify you.
If you desire to access the data we have registered about you, send an inquiry to Helle Petersen via E-mail at email@example.com
If incorrect data has been registered, or if you have other objections, you can also send an inquiry to the above-mentioned person.
If you wish to complain about our processing of your personal data, you may do so to:
Danish Data Protection Agency
Borgergade 28, 5
DK-1300 Copenhagen K
Telephone: 33 19 32 00
E-mail: Danish Data Protection Agency
Updated May 2018