The purpose of the information within this policy is so that you can feel secure about how we process your personal data.
If you communicate with us through social media
We are active on social media. If you choose to publish content, such as a post or comment, on any of our public sites, we will process the personal data that you publish. We do this based on our legitimate interest in marketing our company and communicating with those who contact us to ask questions or discuss.
Apart from the fact that your personal data is stored on the platform where you publish, we also process it through reading, responding, and potentially deleting it. You can delete the content you publish yourself at any time.
Please remember that when you publish content on one of our public platforms, the content is also shared with the supplier of the social media platform. We have no control over how that supplier process your personal data, as it is completely regulated by their own policies for each platform.
If you send e-mail to us
Incoming emails often contain personal data. If you send an email to any of us, we will process your personal data by reading, storing, and handling your message, as well as forwarding it to any relevant person within our organization who may be the appropriate recipient. The personal data that we process for this purpose is the same as the data that you share in your message, such as your name, email address, phone number, and job title.
The legal basis for processing your personal data in this way is our legitimate interest in processing and responding to your email. The length of time we will store your email message depends on the type of case in question. If the case pertains to a customer or supplier relationship, we may store your personal data for the duration of the relationship and for some time afterward in order to protect our legal rights.
Before mentioning someone else in an email message to us, please carefully consider whether it is necessary to do so. Even this type of personal data is processed with support of our legitimate interest, but it may be difficult or even impossible for us to inform the person that their personal data is being processed by us in this case. Please take care of your fellow human beings and only mention other individuals if it is necessary.
If you are a current or potential supplier
As a shipping company, we maintain a large registry of current and potential suppliers. This requires us to process personal data such as contact persons within different companies who are of interest to us and with whom we need to contact via email, phone, web, or social media. The type of personal data we typically store includes names, work phone numbers, email addresses, as well as the organization’s name and address. The collection and processing of this data is driven by our intention and legitimate interest in purchasing products or services from these organizations.
If your organization is a supplier to us, we will process your personal data on the basis of our legitimate interest in fulfilling our obligations and exercising our rights in accordance with contracts, purchases, and care. This may include responding to purchase-related inquiries, managing your supplier profile in our purchasing system, and maintaining records of contracts and service reports.
Personal data from companies that we have never used as suppliers will be kept for a maximum of 2 years. For current suppliers, personal data may be retained for up to 10 years after the contract due to the possibility of legal disputes.
If you go onboard one of our vessels
Occasionally, external personnel are required to go onboard our vessels for various reasons such as service, repairs or supervision. To comply with legal requirements, we collect a copy of your passport and register the visit with the port authority where the vessel is located. We will erase your personal information once we no longer need it for you to go onboard our vessels.
If you are a current or potential customer
As a shipping company we have a registry of our customers and brokers. This requires us to process personal data such as contact persons within different companies who are of interest to us and with whom we need to contact via email, phone, web, or social media. The type of personal data we typically store includes names, work phone numbers, email addresses, as well as the organization’s name and address. The collection and processing of this data is driven by our intention and legitimate interest in having them as our customers and to provide them with our services.
If your organization is a customer to us, we will process your personal data based on our legitimate interest in fulfilling our obligations and exercising our rights in accordance with contracts, services, and care. This may include responding to cargo request, recap, managing your customer profile in our commercial management platform, and maintaining records of contracts, invoicing and voyages.
Personal data from companies that we have had as customers and brokers will be kept for a maximum of 2 years. For current customers and brokers, personal data processed for upselling purposes may be retained for up to 3 years after the contract, while other personal data may be retained for up to 10 years after the contract due to the possibility of legal disputes.
If you apply for a job with us
In order for us to handle your application, determine if you are a suitable candidate, and reach out to you for possible questions or to book an interview, we need to process your personal data. The data that we will process depends on what you send to us in the first place, but in general, it includes your name, gender, address, email, phone number, Year of birth, as well as your merits and other things that are included in your CV and/or personal letter. Processing this personal data is justified by our interest in determining possible employment. If you want to withdraw your application, contact us through the same channel as when you applied, or by sending an email to Personnel@donsotank.se. If you do this, we will delete all your personal data and terminate your recruitment process unless we are required by law to keep records of all or some of your personal data.
If you are declined for recruitment, your documents will be kept for 2 years due to our obligation to comply with the requirement of the Discrimination Act. If we, on the other hand, choose not to move forward with your spontaneous application due to the lack of open positions, your personal data will be stored for 1 year, unless you require us to delete them before. If you get hired, your merits will be kept for 2 years, but necessary data such as your name, social security number, and contact information will be kept throughout your whole employment and for some time after.
In some cases, we might ask you if we can keep your contact details and merits even if you are declined employment. If you agree to this, you always have the opportunity to withdraw your consent by contacting us.
In some cases, currently employed persons might recommend you as a potential employee. In these cases, you will be informed about the process without delay, if it would not create a disproportionate effort or significantly hinder the fulfillment of the purpose of processing the personal data. Information about the treatment is provided in each case if contact is made.
We can also come to collect contact information for the persons listed as your reference for the purpose of determining the suitability for the position in question. The reference persons will be informed of the processing of their personal data at the first contact with them. The contact information will be saved for a maximum of 2 years if the recruit does not get employment due to our obligation to comply with the requirement of the Discrimination Act.
Who is taking part of the data
According to the General Data Protection Regulation, you, as a registered person, have certain rights. These rights are described below, as well as how we work to fulfill them.
Right to access
You have the right to contact us to find out if we are processing your personal data, and if so, to access the data and learn how we are using it. You also have the right to request a copy of your personal data. The first copy you request is free of charge, but for subsequent requests, a fee may be charged. If you make your request in an electronic format, you will receive the statement electronically. If you do not request an electronic format, the statement will be provided in a known format, such as a PDF file.
However, if disclosing the data to you would disadvantage other individuals, we may refuse to disclose certain personal data. Additionally, the right of access does not always mean that you have the right to obtain the actual document in which your personal data appears.
Right to rectification
You have the right to have incorrect personal data corrected without undue delay. If it is appropriate with regard to the purpose of our processing, you also have the right to supplement incomplete data, for example by submitting a supplementary statement.
Right to restriction
A restriction of processing means that personal data may only be processed in certain limited ways, such as storing it and not using it for anything else during the time that the restriction is valid. Other processing is only allowed with your consent, in order to protect someone else’s rights, or for an important public interest.
You have the right to limit the processing of your personal data in different situations, such as:
- If you contest the accuracy of the personal data, you have the right to request a restriction during the time that the personal data is being checked.
- If the processing of personal data is illegal and you oppose the erasure of the personal data, you can instead require the personal data to be restricted.
- If we no longer need the personal data for the purpose of processing, but you need the data for the establishment, exercise or defence of legal claims.
- If you object to the processing of your personal data, you have the right to request that the processing of the personal data is restricted during the time that we make an evaluation between your interests and ours.
If your personal data is restricted, we are required to inform you before the restriction is lifted.
Right to erasure
You have the right to require your personal data to be erased. In the following cases, we are required to, without delay, erase your personal data:
- If the personal data is no longer necessary for the reason it was collected. For example, if you applied for employment but did not get it and we no longer need your CV.
- If you revoke the consent on which the processing is based and there is no legal reason for the processing. For example, if you have given your consent for publication of a photo but withdraw your consent.
- If the processing is done on the basis of direct marketing and you decline the data to be processed for that purpose.
- If you object to the processing of your data and there are no legitimate reasons for the processing that outweigh your interests.
- If the personal data has been processed in an illegal way, for example, if the personal data has not been processed in accordance with the General Data Protection Regulation.
- If the personal data has to be erased in order to comply with legal obligations.
Please note that in certain circumstances, we may not be able to fulfill your request to have your personal data erased. We can decline requests fully or partly if our processing is necessary for some of the following reasons:
- To fulfill other important legal obligations, such as freedom of expression and freedom of information.
- To comply with legal obligations.
- For the establishment, exercise or defence of legal claims.
- For archiving purposes in the public interest, scientific, historical or statistical purposes.
Right to object
You have the right to object to the processing of your personal data that is carried out with the support of legitimate interest, public interest, or in the exercise of authority. We will then conduct a balance of interests based on your specific situation to assess whether it is still justified to process your personal data for the stated purpose.
You also have the right to object to the processing that is conducted for direct marketing purposes. If you do, we will stop the process without considering the interests at stake.
Right to withdraw your consent
Regarding processing that is carried out with the support of consent, you can withdraw your consent at any time, and the processing of your personal data will cease. However, processing carried out before the withdrawal of consent is still considered lawful.
Right to move your personal data (“data portability”)
Automated processing (e.g., in an IT system) carried out with the support of consent or on a contract where the data is collected directly from you is covered by the right to data portability. This means that you have the right to recieve your personal data in a format that is structured, commonly used, and machine-readable. If it is technically possible, you can have this personal data transferred directly to another party.
Right to compensation
If you have suffered damage because your personal data has been processed in violation of the General Data Protection Regulation, you have the right to request compensation.
Right to file a complaint
If you believe that our processing is illegal or not carried our correctly, you have the right to file a complaint to The Swedish Authority for Privacy Protection.
If your request is clearly unfounded or unreasonable, for example, if you repeatedly request the same thing, we may charge a fee or deny your request.
You can read more about your rights on The Swedish Authority for Privacy Protection’s website: www.imy.se/privatperson/dataskydd/dina-rattigheter/
Data controller for all the above processing is Rederi AB Donsötank, org no. 5560582952. Donsö Hamnväg 18, 430 82 Donsö
If you have any questions regarding the processing of your personal data or wish to exercise any of your rights, please contact us at firstname.lastname@example.org