3. Data controller
Axaz will act as the data controller of your personal data in relation to the employment relationship between you and Axaz.
3. Which personal data we process, purpose and legal basis for the processing
3.1 Relevant legal basis for processing
Relevant legal basis for processing your personal data is normally:
For processing of special categories of personal data, such as health data and union membership, the relevant legal basis may rely on GDPR and local personal data legislation:
Axaz may, on a case-by-case basis, process personal data based on other legal grounds as set forth in an applicable privacy notice.
3.2 Personal data about the employees
We collect and use your personal data for different purposes in relation to your employment relationship. Such purposes, personal data and legal basis may include inter alia:
The personal data is normally collected directly from you. We can also collect personal data from others, such as references in connection with recruitment and from public authorities (e.g. tax authorities). Axaz may also receive information from a trade union to which you are a member.
Please note that we, in order to be able to fulfil our obligations according to the employment contract and other agreements entered into with you, depend on receiving a variety of information, such as account information to pay salary. The consequences of not providing such information are that Axaz cannot fulfil the contract entered into with you.
3.3 Processing of personal data about next of kin/family members
Axaz processes contact information about our employee's next of kin. The legal basis is legitimate interests to contact your next of kin in case of a crisis or other critical situation. The information is obtained from you upon employment.
We may also be obliged to process certain personal data relating to your family members due to legal obligations, e.g. for the assessment of right to leave of absence in connection with a child's illness etc., or to fulfil our obligations towards you, e.g. in connection with insurance.
4. Disclosure of personal data
i) Professional Advisors: Accountants, auditors, lawyers, pension providers, insurers and other outside professional advisors.
ii) Public and Governmental Authorities: Entities that regulate or have jurisdiction over Axaz such as regulatory authorities, public bodies, and judicial bodies, including to meet national security or law enforcement requirements;
iii) To trade unions if this a requirement pursuant to applicable local law or collective bargaining agreement; and
iv) Service Providers: Companies that provide products and services to Axaz such as IT systems suppliers and support, claims handlers and loss adjusters and hosting service providers.
v) Technology Partners: Companies that provide products and services Axaz utilize in delivery of managed service to customers.
When Axaz uses data processors to collect, store or otherwise process personal data on our behalf, e.g. in connection with payroll administration, IT operations etc. the relationship to such service suppliers is governed by data processing agreements, which among other things ensures information security for your personal data.
5. Transfer of personal data outside the eea/EU
Your personal data may be subject to processing or storage outside the EU/EEA. In such cases, Axaz will ensure that the personal data is subject to appropriate safeguards, by means of transferring personal data to countries approved by the EU Commission, entering into the EU Standard Contractual Clauses and additional measures (if required) for such transfers, or ensuring other appropriate safeguards.
6. Retention of personal data
Axaz store your personal data for as long as it is necessary to achieve the purposes for which the personal data were collected for. This entails that Axaz as a main rule will process your personal data during the employment relationship, and for a period after the conclusion of the employment relationship, to the extent this is necessary to;
Axaz will also retain information about name, position, employment number, duration of the employment and background for termination of the employment relationship after termination for historical purposes. Such continued storage is based on Axaz' legitimate interests.
If the processing is based on consent, the processing will cease when you withdraw your consent. You can withdraw your consent at any time.
Axaz has established a retention procedure, which can be found at Axaz’s HR-system.
7. Protection of personal data
Axaz will take appropriate technical and organisational measures to protect personal data that are consistent with applicable privacy and data security laws and regulations, including requiring service providers to use appropriate measures to protect the confidentiality and security of personal data.
8. Automated Decisions
Axaz does not envisage that you will be subject to decisions that will have a significant impact on you based solely on automated decision-making. Axaz will notify you in writing if this position changes.
9. Your rights
You have under some circumstances the right to access personal data, to correct inaccurate personal data, to have personal data erased, to restrict the processing of your personal data, to receive personal data you have provided to Axaz in a structured, commonly used and machine-readable format for onward transmission (data portability), and to object to the processing.
If the processing is based on your consent, you may at any time withdraw your consent.
You also can file a complaint with your local data protection supervisory authority. However, we encourage you to address any objections against Axaz' processing of personal data to us first.
10. Contact information
Last updated: 15.06.2021