Privacy policy regarding calls to Grundfos

What Personal Data is collected?

When calling Grundfos, you may be informed that there is a possibility that an audio recording of your call might be stored. You have the option to ask the employee you are speaking with not to record and store the call.

If a record of your call is stored, Grundfos will handle and process the personal data (Personal Data) that you give about yourself in that call. This may include your name, your professional title and company name, your location and any other information you choose to provide during the call.

Further, when calling Grundfos, your caller ID (telephone number and/or email address) will be registered, no matter whether you have agreed to the recording of your call or not.


The Purpose of collecting Personal Data

Grundfos uses the recorded calls for the purpose of educating employees and ensuring the general service quality in the calls.

Your caller ID is used for giving you the best possible service when calling Grundfos, including directing you to the same Grundfos contact person that you have earlier spoken to or, if you are already a registered Grundfos customer, to the sales person, you are typically speaking with, where possible.  Further, your caller ID is also used for making analyses and statistics in relation to calls - also to ensure the general service quality in calls.


The legal basis for collecting Personal Data

As you were informed before starting the call, you are free to decide whether you want an audio recording of your call to be stored.  You just need to inform the employee that you are speaking with if you do not want Grundfos to store your call. The storing of your
recorded call is thus based on your consent (Article 6, para. 1, lit. a of General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”)).

The processing of your caller ID is necessary to fulfil a legitimate interests of Grundfos. Grundfos has deemed that this interest overrides any interests or fundamental rights and freedoms which you as a caller may have and which require the protection of personal data (Article 6, para. 1, lit. f of the GDPR). The legitimate interest and objective of Grundfos is to give customers the best service when they call which includes the ability to be able to recognise the caller. That objective and interest is deemed not to be overridden by interests or fundamental rights and freedoms of the caller. Special regard is given to the fact that it is also in the interest of the caller to get the best service when calling Grundfos, including talking to the same employee that
he/she was in contact with before.

Your Personal Data may only be processed for different purposes if this is necessary to comply with legal or regulatory obligations (e.g. transfer to courts or criminal prosecution authorities), if you have consented to the respective processing, or if the processing is otherwise lawful under applicable law. If processing for a different purpose takes place we may provide you with additional information.


Details of the data controller and recipients of the Personal Data

Grundfos Holding A/S, Poul Due Jensens Vej 7, 8850 Bjerringbro, Denmark,
telephone +45 87 50 14 00, and your local Grundfos entity (jointly referred to as “Grundfos”) are joint data controllers and responsible for data security and the processing of your Personal Data according to the specific purposes mentioned above. Please see this link for an overview of local Grundfos entities.

Grundfos can share your Personal Data with third parties acting as Grundfos’ data processors for processing your Personal Data according to the purposes mentioned above. The following data processors are used:

  • TDC NetDesign, Teglholmsgade 1, 0900 Copenhagen C, Denmark: TDC NetDesign assists with IT support for the caller-system where your call and caller ID is stored. 
  • Other local companies within the Grundfos Group that will assist with IT support for the specific purposes mentioned above
  • Other recipients, typically consultants, that will assist with IT support for the above systems and assist with the processing of your Personal Data on behalf of Grundfos in the above systems.

Other authorised third parties (e.g. governmental authorities, courts, external advisers and similar third parties that are public bodies) may need to access or store your Personal Data if local law requires.


Retention period

All recorded calls containing Personal Data and collected for the purposes stated above will be kept for a period of three months. All caller ID’s collected for the above stated purposes will be also kept for a period of three months.

Some of your Personal Data and Sensitive Personal Data may, however, be stored for accounting purposes or for defence of legal claims. This Personal Data will be stored until the expiration of the statutory limitation period. Moreover, some of your Personal Data and Sensitive Personal Data may be stored in an anonymised form that does not allow you to be identified.


How can you access your Personal Data?/Further rights

Under applicable law, you have various rights (under the conditions set out in applicable law).

Withdrawal of consent: If you have declared your consent for the recording of your call you can withdraw this consent at any time with future effect. Such a withdrawal will not affect the lawfulness of the processing prior to the consent.

Right of access: You may have the right to obtain from us confirmation as to whether or not Personal Data concerning you is processed, and, where that is the case, to request access to this Personal Data. The access information includes – inter alia – the purposes of the processing, the categories of Personal Data concerned, and the recipients or categories of recipients to whom the Personal Data has been or will be disclosed. However, this is not an absolute right and the interests of other individuals may restrict your right of access.

You may have the right to obtain a copy of the Personal Data undergoing processing. For further copies requested by you, we may charge a reasonable fee based on administrative costs.

Right to rectification: You may have the right to obtain from us the rectification of inaccurate Personal Data concerning you. Depending on the purposes of the processing, you may have the right to have incomplete Personal Data completed, including by means of providing a supplementary statement.

Right to erasure ("right to be forgotten"): Under certain circumstances, you may have the right to obtain from us the erasure of Personal Data concerning you and we may be obliged to erase such Personal Data.

Right to restriction of processing: Under certain circumstances, you may
have the right to obtain from us restriction of processing your Personal Data.
In this case, the respective data will be marked and may only be processed by
us for certain purposes.

Right to object: Under certain circumstances, you may have the right to object the processing of your personal data by Grundfos, on grounds relating to your particular situation, at any time. Grundfos may be required to cease processing your personal data.

Right to data portability: Under certain circumstances, you may have the right to receive the Personal Data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you may have the right to transmit that data to another entity without hindrance from us.

If you would like to know more or wish to exercise one or more of the rights listed above, you are welcome to contact the local Grundfos company that you had the call with. Please see this link for an overview of local Grundfos entities.

Some Grundfos companies have a local data protection officer whom
you may also contact. Please see this link for an overview of data protection officers.

When contacting Grundfos, please, list date and time for your call and, if possible, name on the person you talked to for us to make it easier for us to help you.


Filing of complaints

In case of complaints, you also have the right to lodge a complaint with the competent supervisory authority regarding the processing of your Personal Data.


Changes to the Privacy Notice

We reserve the right to change or supplement this Privacy Notice at any time. The
current Privacy Notice will always be available on Grundfos’ company website.