Your privacy is important to AMKarlsson (“we”, “us”, “our” or “AMKarlsson”). We respect the privacy rights of all individuals and we are committed to handling personal data responsibly and in accordance with applicable laws. This privacy notice, together with the Addenda and other notices provided at the time of data collection, explain what personal data AMKarlsson collects about you, how we use this personal data, and your rights to this personal data.
Please note that this privacy notice applies to the handling of your personal data as an employee, former employee, candidate, guest, or as external staff. (“External staff” are workers who are not employed by AMKarlsson and who have access to AMKarlsson’s facilities and/or AMKarlsson’s corporate network. This could include agency temporary workers, outsourced staff, contractors, and business guests.) AMKarlsson has additional governance and privacy requirements concerning the collection and uses of personal data.
This notice is not intended and shall not be read to create any express or implied promise or contract for employment, for any benefit, or for specific treatment in specific situations. Nothing in this notice should be construed to interfere with AMKarlsson’s ability to process employee data for purposes of complying with our legal obligations, or for investigating alleged misconduct or violations of company policy or law, subject to compliance with local legal requirements.
AMKarlsson’s processing of personal data is in all cases subject to the requirements of applicable local law, internal policy, and where applicable or appropriate, any consultation requirements with worker representatives. To the extent this notice conflicts with local law in your jurisdictions, local law controls.
Personal Data that We Process (this may include data that you provide to us, that we collect about you, or that we assign to you.)
We collect, use, and store (collectively “process”) different types of personal data about you in in the operation of our business. If you are an employee, we process personal data about you (and your dependents, beneficiaries and other individuals associated with your employment) primarily for managing our employment relationship with you and managing your interactions with workplace facilities/information systems. If you are a former employee, we process personal data about you primarily for legal compliance. If you are external staff, the type of personal data we process is limited to what we need to manage your engagement with AMKarlsson and access to AMKarlsson facilities and information systems. If you are a candidate, the type of personal data we process is generally limited to what we need to engage with you about AMKarlsson career opportunities, consideration of your application for employment to specific roles at AMKarlsson, including candidate screening, interview scheduling and management, lawful background screening, and to on-board you at AMKarlsson if you receive and accept an offer of employment with us.
The personal data we process can include, but is not limited to, the following:
Name and contact data. Your first and last name, employee identification number, email address, mailing address, phone number, photo, beneficiary and emergency contact details, and other similar contact data. Additionally, you may opt to provide AMKarlsson with additional contact information such as personal email address(es) and/or cell phone number(s).
Demographic data. Your date of birth and gender as well as more sensitive personal data (also known as special category data) including information relating to racial and ethnic origin, religious, political or philosophical beliefs, trade union membership or information about your health, disabilities, sexual orientation, gender identity, and transgender status. We may also ask about your parental status and military status.
We process this personal data for a variety of reasons, and this will vary in our different jurisdictions. Our reasons for processing this data include:
- Where it is necessary to comply with local requirements and applicable law. For example, we may use this information to comply with anti-discrimination laws and government reporting obligations;
- To monitor and ensure diversity and equal treatment and opportunity;
- To provide work related accommodations or adjustments, to provide health and insurance benefits to you and to your dependents, and to manage absences from work.
Where the processing of this personal data is not required by law, we will seek your consent to process your data and, in the consent mechanism, we will explain the purposes for which we will use your data. This will be voluntary, and you may decide whether or not to give consent.
National identifiers. Your national ID/passport, citizenship status, residency and work permit status, social security number, or other taxpayer/government identification number.
Employment details. Your job title/position, office location, employment contract, offer letter, hire date, termination date, performance history and disciplinary records, training records, leave of absence, sick time, and vacation/holiday records.
Spouse’s/partner’s and dependents’ information. Your spouse and dependents’ first and last names, dates of birth, and contact details.
Video, voice and image. We may collect and use your video, voice and image data, subject to the requirements of local law, internal policy, and any consultation requirements with worker representatives (where appropriate).
Financial information. Your bank account details, tax information, salary, retirement account information, company allowances and other information necessary to administer payroll, taxes and benefits.
Learning and Skills Data. As described in the Learning and Skills Data Addendum.
Why We Process Personal Data
We collect your personal data for the purposes set out below. Failure to provide your personal data when requested may prevent us from being able to carry out these tasks and/or comply with our legal obligations.
- To administer your employment contract, offer letter or other commitments we have made to you.
We collect and use your personal data primarily for the purposes of managing our employment or working relationship with you, and to fulfill our obligations under your employment contract, or applicable AMKarlsson policies, including on-boarding, payroll, benefits administration, pension and retirement administration, managing vacation and other types of leave, tax reporting, and the like. A few examples include: your employment contract, your offer letter (e.g., so we can on-board you), promotion history and performance reviews (e.g., so we can manage our employment relationship with you), and your bank account and salary details (e.g., so we can pay you or provide HR benefits).
- Other overriding and legitimate business purposes
We also may collect and use your personal data when it is necessary for other legitimate purposes, such as general HR administration, maintaining our global directory of employees and external staff, general business management and operations, disclosures for auditing and reporting purposes, measuring employee sentiment, internal investigations, management of network and information systems security, business operations, security, life safety and building management, provision and improvement of employee services and facilities, physical security and cybersecurity, data protection.
- Legally required purposes
We may also use your personal data when necessary to comply with laws and regulations, including collecting and disclosing personal data as required by law.
- Other uses of your data (where permissible and in accordance with applicable laws and consultation requirements)
We also may collect your internal usage data of AMKarlsson products, services and internal applications and tools, including business data created by employees and external staff, to measure and improve these products and for product research including human and machine review of data to train AI models and improve machine learning for AMKarlsson products and services. Where required by law, we will seek your consent for such usage; and where your consent is sought, we will ensure your consent is informed, voluntary, and that you suffer no adverse consequence from any decision to withhold or revoke your consent.
Change of Purpose
We will use your personal data only for the purposes for which it was collected, unless we reasonably need it for another compatible purpose and there is a legal basis for further processing.
How and Why We Share Personal Data
AMKarlsson will only share your personal data with those who have a legitimate business need for it.
Your Rights to Your Personal Data
You have certain rights under applicable data protection laws, including the EU and General Data Protection Regulation (collectively, the “GDPR”) and local laws implementing or supplementing the GDPR, including the rights to:
- Request access to and obtain a copy of your personal data;
- Request rectification (or correction) of inaccurate personal data you have provided;
- Request erasure (or deletion) of personal data that is no longer necessary to fulfill the purposes for which it was collected, or does not need to be retained by AMKarlsson for other legitimate purposes;
- Restrict or object to the processing of your personal data; and
- If applicable, request your personal data be ported (transferred) to another company.
Application of the above rights may vary depending on the type of personal data involved, and AMKarlsson’s particular basis for processing the personal data.
To make a request to exercise one of the above rights, please contact [email protected]. We will consider and act upon any requests in accordance with applicable data protection laws. Please note that we may request certain information from you to enable us to confirm your identity. We may, in limited circumstances, charge you a reasonable fee for administrative costs in relation to responding to your request; however, we will advise you of any fee in advance.
Where We Store and Process Personal Data
AMKarlsson operates within European Union and therefore personal data may need to be transferred to countries outside of where the personal data was originally collected. For example, because we are headquartered in the Sweden, personal data collected in other countries is routinely transferred to the Sweden for processing. When we transfer your personal data to a different country, we will ensure that this transfer complies with applicable laws and legislation. AMKarlsson relies upon terms, including those outlined in the Standard Contractual Clauses, for the collection, use, retention and transfer of personal within the European Union.
Our Retention of Personal Data
We will store personal data in accordance with applicable laws or regulatory requirements and retain data for as long as necessary to fulfill the purposes for which the personal data was collected, as documented in our corporate data retention schedule.
Changes to this Privacy Notice
We may occasionally update this privacy notice. When we do, we will revise the “last updated” date at the top of the privacy notice. If there are material changes to this privacy notice or in how AMKarlsson will use your personal data, we will use reasonable efforts to notify you either by prominently posting a notice of such changes before they take effect on our websites or by directly sending you a notification. We encourage you to periodically review this privacy notice to learn how AMKarlsson protects your personal data.
How to Contact Us
For copies of additional privacy documents mentioned in this privacy notice, or if you have a privacy concern or question related to this privacy notice, please contact [email protected]