Privacy notice

Last updated: 2023-04-04

In the course of our business, Svenska Aerogel Holding AB (publ), reg. no. 559026-8032 (“Aerogel”), may process your personal data and will in that capacity be the data controller.

This privacy notice outlines in detail how Aerogel collects, stores, transfers or otherwise uses (collectively “processes”) your personal data. If you have any questions regarding the processing of your personal data you will find our contact details at the end of this privacy notice.

Processing of your personal data

The personal data that Aerogel will process, for what purposes and on what legal basis will depend on whether you are:

(i) visiting our website;

(ii) seeking to establish or already have a business relationship with us; or

(iii) applying for a job or want to do your master or bachelor thesis at Aerogel.

Website visitors

What personal data does Aerogel process?

• IP-address;
• device settings (e.g. device and web browser type, operating system, time zone);
• contact details by filling out and submitting the contact form available on our website; and
• information generated by enabled cookies in accordance with our cookie policy.

From where does Aerogel receive the personal data?

From you when you visit our website or use certain website functions.

For which purposes and on what legal basis does Aerogel process the personal data?

Aerogel processes the personal data for the purposes of monitoring and generating statistical information regarding the use of our digital platforms, including analysing and improving their functionality. To the extent relevant cookies are enabled, the personal data will also be processed to provide a personalized experience when visiting our website and/or for marketing purposes.

With the exception of essential (strictly necessary) cookies, the information collected by our use of cookies will be based on your consent.

Other information is processed on the basis of our legitimate interest to improve our website and other digital services.

For further details regarding our use of cookies, please visit our cookie policy.

For how long is the personal data stored?

The storage period will depend on your cookie preferences and the applicable type of cookie, in relation to the collected personal data, and otherwise for as long as your web browser remains open.
For further details regarding the storage period Aerogel applies for different types of cookies, please visit our cookie policy.

Business relationship

What personal data does Aerogel process?

If you represent a company or other organisation that is seeking to establish or already has a business relationship with us, we may process the following personal data.

• first- and last name;
• work related contact details (address, e-mail, telephone number etc);
• information relating to your workplace (e.g. name of your employer, department, title etc);
• personal identity number (if you are a sole proprietor);
• any personal data included in invoices (e.g. listed reference person);
• marketing preferences (e.g. opt-out of newsletters or press releases);
• information about your food allergies (if you participate in an event that Aerogel is hosting or otherwise responsible for and we offer lunch, snacks etc); and
• any other personal data that you voluntarily provide in your communications with us (e.g. via e-mail or when filling out the contact form available on our website).

From where does Aerogel receive the personal data?

From you when you purchase our services or products, participate in our events or if you contact our customer service. Aerogel may also collect information via a third party when performing a credit check.

For which purposes and on what legal basis does Aerogel process the personal data?

Aerogel processes the personal data for the purposes of providing our services or products, facilitate customer service, manage invoicing, marketing, sales- and performance analysis, comply with obligations relating to accounting and tax reporting.

The personal data is primarily processed in order to perform our contract with you or to comply with a legal obligation. In certain cases Aerogel may rely on our legitimate interest to improve our customer service, provide press releases or to advertise similar services or products offered by us.

Information about your food allergies is processed by Aerogel if you have given us your explicit consent to do so and only for the purpose of ensuring your safety when you participate in an event where we offer food or snacks.

The personal data used for the purpose of sales- and performance analysis of our business is aggregated and anonymised.

For how long is the personal data stored?

Information relating to payment claims will be stored for up to ten (10) years. To the extent the information is only necessary for bookkeeping and/or tax reporting purposes the information will be stored for up to seven (7) years.

Any agreement you have with us will be stored, at a minimum, for as long as you are a customer and for any period thereafter that is necessary to fulfil any obligations set out in the agreement or to comply with a legal obligation.

Sensitive personal data such as information about your food allergies will be deleted immediately after your participation in an event that Aerogel hosts or is otherwise responsible for.

Other information such as your contact details and marketing preferences will be stored for as long as you have a business relationship with us or up to one (1) year after the business relationship has ended. Contact details may be stored for a longer period if strictly necessary to comply with a legal obligation.

Job candidates and students

What personal data does Aerogel process?

For job candidates, Aerogel will process the following personal data.

• Contact details (address, telephone number and e-mail);

• Identity verification and permits (first- and last name, personal identity number or social security ID, gender and if necessary: passport, ID card, personal photo, licenses, residence- and work permit);

• Merits (CV, employment history, language skills, personal letter(s), grades, diplomas, degree certificates, transcripts from university or other higher education and information furnished by provided references);

• Job details (to the extent applicable: salary requests, workplace or office location and work position preferences);

• Interview and tests (notes from job interviews or meetings, test results and personal assessments); and, if necessary,

• Background checks (information retrieved from public records, credit checks, criminal records and/or other security clearance checks).

For students, Aerogel may process the above personal data except for Job details and Background checks.

From where does Aerogel receive the personal data?

Aerogel collects the personal data listed above from the following sources:

• you directly in connection with you submitting your job or student application and any related documents, or otherwise by participating in interviews, meetings or tests;

• reference persons you have provided;

• consultant(s) engaged in connection with the job or student application;

• third party when you apply or fill out a form via a service provider; and

• public records and/or service providers conducting background checks on our behalf.

For which purposes and on what legal basis does Aerogel process the personal data?

Aerogel processes the personal data for the purpose of performing and managing the recruitment process of job candidates and students.

Personal data relating to contact details, merits, job details as well as interview and tests is processed on the basis of our legitimate interest to ensure an efficient and correct recruitment or student application process.

Personal data relating to identity verification and permits is processed to comply with our legal obligations.

Personal data relating to background checks is processed to comply with our legal obligations (if applicable) when relating to security clearances, or on the basis of our legitimate interest when it is of crucial importance to determine the suitability of a person in relation to the applied position.

With your consent, your personal data may also be processed for future internal recruitment processes.

For how long is the personal data stored?

The personal data will be stored for two (2) years after the recruitment or student application process has ended.

If you have given your consent for us to process your personal data for future internal recruitment processes, Aerogel will store the personal data until such time you have withdrawn your consent or earlier on our own initiative.

For successful candidates, any personal data relevant to your employment will be included in the personnel file and stored by Aerogel during your employment period. Following the termination of your employment the personal data will be stored for a period of time based on applicable law and in accordance with our internal policies. For successful students, we will store personal data to the extent necessary for you to do your master or bachelor thesis at Aerogel.

General information regarding our processing

Does Aerogel share personal data with others?

Your personal data may be shared with our group companies, service providers or other third parties with whom you come into contact or who are involved in our business activities.

Our group companies

Personal data will only be shared with our other group companies under certain circumstances and when it is lawful to do so, i.e. it may be necessary to share your personal data with our other group companies for the purposes of our business management, administration, shared services, forecasting and other related IT functions. Your personal data will never be shared with other group companies unless it is done in accordance with applicable data protection laws and for the purposes set out in this privacy notice.

Access rights between our group companies are limited and granted only on a need to know basis, depending on job functions and roles.

Service providers

Aerogel uses third party service providers who provide services including invoice management, personal data storage and IT services (such as managing our website, sending out newsletters and invitations etc.). In providing the services, your personal data will, where applicable, be processed by the service provider on our behalf.

Aerogel have written agreements with all our service providers in accordance with applicable data protection laws in order to safeguard your personal data.

Disclosure to third parties

Under certain circumstances, Aerogel may share or are obliged to share your personal data with public authorities or legal counsel. For example in the event of suspected criminality or misconduct, or if otherwise required by applicable law.

The personal data can also be shared with third parties involved in a merger or acquisition of our business (or part thereof).

Does Aerogel transfer personal data to countries outside the EU/EEA?

Aerogel will not transfer your personal data outside the EU/EEA without adequate safeguards with respect to the protection of your privacy, fundamental rights and freedoms, and the exercising of your rights. Aerogel ensures that your privacy is protected by an adequate level of data protection through for example EU Standard Contractual Clauses based on the EU commission’s model clauses complemented by supplementary security measures if necessary. If you would like more information on the security measures in place, please contact us (see “Questions and contact information”).

Your rights and how to exercise them

You are entitled to:

• obtain confirmation regarding whether Aerogel processes personal data about you, and in such case obtain access to it in the legally prescribed manner;

• request that Aerogel rectifies inaccurate personal data about you;

• request that Aerogel erases your data where there are no legal reasons to continue the processing;

• request that Aerogel restricts the processing of your personal data, provided there are no legal reasons to continue the processing;

• request to obtain the personal data which relates to you, and which you have provided to us, in a structured, commonly used, machine-readable format (portability);

• withdraw your consent at any time; and

• receive information regarding what personal data that Aerogel processes about you, which is provided by this privacy notice.

For more detailed information about your data protection rights, please refer to the Swedish Authority for Privacy Protection’s website.

Please note that in order to ascertain that the correct person is submitting a request for a measure pursuant to the above, Aerogel may need to conduct a verification of identity.

You are also entitled to submit a complaint to the Swedish Authority for Privacy Protection, www.imy.se, regarding our processing.

Questions and contact information

If you have questions regarding how Aerogel processes your personal data or if you would like to exercise one of your data subject rights, please contact us as set forth below:

Svenska Aerogel Holding AB (publ)
Strömmavägen 2
803 09 Gävle

info@aerogel.se

Changes to this privacy notice

Aerogel reserves the right to change this privacy notice. The latest version of the privacy notice will always be available online on our website and Aerogel will also refer to it in our e-mails.

You are encouraged to carefully review the updated content in the event any changes are made to this privacy notice.