Privacy Policy Grade Group
At Grade, we highly value personal privacy, and we want you to feel confident about how we handle your personal information.
These groups are covered by this privacy policy
- You represent a company that uses one of Grade’s services.
- The company you represent is considered a potential customer of Grade.
- You represent a supplier or partner of Grade.
- You contact Grade via our website or support and do not belong to any of the above groups.
This privacy policy also explains your rights and how you can exercise them.
This Privacy Policy does not cover
Data about individuals applying for jobs, creating accounts through our recruitment systems or involved in recruitment processes with our customers. We handle this data only on our customers’ instructions, so any questions should be directed to the company managing the recruitment process.
If you have submitted a job application to Grade for a position with us, this privacy policy does not apply. You can find our privacy policy for internal applicants on our careers page: career.grade.com.
What Is Personal Data, and what constitutes the processing of Personal Data?
- Personal data is information that can be directly or indirectly linked to a living person. Examples of personal data include social security numbers, names, addresses, and photographs. Various types of electronic identities (e.g., IP addresses) are also considered personal data if they can be linked to physical individuals.
- Any actions taken with personal data constitute processing. Common examples of processing include collection, registration, storage, processing, transmission, and deletion.
What Personal Data Do We Collect About You?
Contact and identification information:
- Name
- Title
- Gender
- Company email
- Company number
Company-related information:
- Company name
- Information about the right to represent the company
- Financial and billing information
Technical and statistical information:
- IP address
- Information about user activity in products
Device information:
- IP address
- Browser type and version
- Session behavior
- Traffic source
- Screen resolution
- Preferred language
- Geographical location
- Operating system
- Device settings and usage
Communication with Grade:
- Inputs in forms on the website
- Chat conversations
- Email communication with contacts and customer support
Where do we get your personal data?
All Users
From you. A significant portion of the information we process about you comes from you directly. You may provide us with information about yourself in various ways, such as when you use our services, participate in an event, request a demo of our services, or contact our customer support. You can always choose not to provide us with your data, but in that case, we may not be able to support you in certain areas, such as providing a demo, inviting you to an event, or addressing your support inquiries.
From the company you represent, for instance, to allow you to use the service, enter into agreements with Grade, or activate billing.
From social media and other public information, such as your public LinkedIn profile and other platforms where you publish public customer reviews of our services.
Potential Users Only
From our business partners, who may send us your information because they know you are, or believe you may be, interested in using our services.
From lead generation services that collect your contact information from public sources.
How do we use your personal data, on what legal basis, and for how long?
The sections below describe:
- The purposes for which we use your personal data.
- The categories of personal data we use for each purpose.
- The legal basis we rely on when processing your personal data for a specific purpose. A legal basis is a justification for using data that is warranted under the General Data Protection Regulation (GDPR).
- How long Grade retains personal data for each purpose.
- Who we share your personal data with.
| Purpose | Category of personal data | Legal basis | How long Grade retains personal data | Who do we share your personal data with? |
| If you contact our support, register for our newsletter or create a demo account | Contact- and company information | Legitimate interest assessment | For users and partners: as long as the company has an agreement with Grade and up to: 3 years. For potential users and other contact persons: 1 year from our latest contact with you. | In support cases we share your data with our support system, Zammad. When you register for our newsletter or create a demo account, we share your data with our CRM system, Hubspot |
| Register on webinars together with our partners, we can share your information with the partner. | Contact- and company information. | Legitimate interest assessment | For users and partners: as long as the company has an agreement with Grade and up to: 2 years. For potential users and other contact persons: 1 year from our latest contact with you. | In webinars we share your data with our Microsoft Office 365 account and add your personal data in Hubspot. |
| Collect information about your use of the websites for our services and employer branding services using cookies and other tracking technologies. You can learn more about how we use cookies on our website in our Cookie Policy. | Technical and Statistical Data. Information about the device. | Necessary Cookies: A balance of interests based on our legitimate interest in providing our website to its visitors. Cookies Used for Other Purposes: Your consent. | For more information see our cookie policy. | See our cookie policy. |
| As a potential customer or a current customer, you can receive a newsletter/information via email. If you don’t want emails from us, you can unsubscribe in the email. | Email address and company name. | A balance of interests based on our legitimate interest in marketing our services, products, and events to our potential and current customers. | As long as the company you represent has an agreement with Grade, and up to 3 years thereafter. | We share your data with Hubspot and Brevo. |
| For customer surveys regarding one or more of our services. To collect a review from you about your experience with our service(s). | Email address and company name. | A balance of interests based on our legitimate interest and input from you. | As long as the company you represent has an agreement with Grade, and up to 3 years thereafter. | We use our own systems, we don’t share the data. |
| Record our meetings with you for the purpose of documenting and analyzing the meeting. | Contact and Identification Information. Company-Related Information. Your Communication with Grade. | Your consent. | As long as the company you represent has an agreement with Grade, or if you withdraw your consent. | Teams and Demo desk. |
To enter, administer, and document agreements between Grade and the company you represent.
| Contact and Identification information Company-Related Information | A legitimate interest balancing based on our legitimate interest in entering into, documenting, and managing the agreement with the company you represent. | As long as the company you represent has an agreement with Grade. | Hubspot and Get Accept. |
For billing and payment purposes.
| Contact and Identification information Company-Related Information | Contract. Additionally, we are legally required to record and retain payment information in accordance with the Swedish Accounting Act (1999:1078). | As long as the company you represent has an agreement with Grade. For accounting purposes: for seven (7) years. | Hubspot, Lime, Younium, Fortnox, PowerofficeGo and Netviser. |
| When you represent a university and login via SSO/SAML | Name, email and unique identifyer | Agreement | As long as the company you represent has an agreement with Grade. | Swamid. Geant code of conduct GÉANT Data Protection Code of Conduct. |
http://www.geant.net/uri/dataprotection-code-of-conduct/v1
When do we transfer your personal data outside the EU/EEA, and how do we protect it?
We always strive to process your personal data within the EU/EEA area.
However, some of our suppliers and their subcontractors process your personal data outside the EU/EEA. This data transfer is based on the EU’s standard contractual clauses, and we continuously implement additional security measures to protect your personal data.
When your personal data is transferred outside the EU/EEA, we also implement appropriate technical and organizational safeguards to protect the personal data during the transfer. The specific safeguards we implement depend on what is technically feasible and sufficiently effective for the particular transfer.
If you would like more information about cases where your personal data is transferred outside the EU/EEA, where it is transferred to, the safeguards recognized by the Data Protection Regulation that we use for transferring your personal data, or the measures in place, you can always contact us.
What are your rights as a user of Grade’s services?
As a user, you have several rights under applicable laws. Below, we list these rights.
Right to be informed
You have the right to be informed about how we process your personal data. You also have the right to be informed if we plan to process your personal data for purposes other than the original purposes for which it was collected.
We provide this information through this privacy policy, updates on our website, and by responding to any questions you may have.
Right to access your personal data
You have the right to know whether we are processing personal data about you and to receive a copy of the data we process about you. When you receive a copy of your data, we will also provide information about how we process your personal data.
Right to rectification
If you discover that something is incorrect, you have the right to request the correction of your personal data. You can also request to complete any incomplete personal data.
Right to erasure
In certain cases, you have the right to have your personal data erased. The right to erasure applies to personal data we process about you when:
- The data is no longer necessary for the purposes for which it was processed.
- You object to a legitimate interest-based processing, and your reason for objection outweighs our legitimate interest.
- The personal data is being processed unlawfully.
However, we may have the right to deny your request if there are legal obligations preventing us from immediately deleting certain personal data. Additionally, processing may be necessary to establish, assert, or defend legal claims.
Right to restriction
You have the right to request a restriction on the processing of your personal data. For example, if you request rectification because you believe the personal data we process is inaccurate, you can request restricted processing while we verify the accuracy of the data.
If and when we no longer need your personal data for the stated purposes, our routine is typically to delete the data. However, if you need the personal data to establish, assert, or defend legal claims, you can request restricted processing of the data. This means you can ask us not to delete or remove your data.
If you have objected to personal data processing based on a legitimate interest, you may request restricted processing while we assess whether our legitimate interests outweigh your interest in having the data erased.
If processing is restricted for any of the above reasons, we may only process the data, in addition to storage, for establishing, asserting, or defending legal claims or to protect another person’s rights.
Right to object to certain types of processing
You always have the right to object to any processing of personal data based on a legitimate interest.
Right to data portability
As a data subject, you have the right to data portability (transferring personal data to another organization) if our processing of your personal data is based either on your consent or the performance of a contract with you. Data portability is conditional on the transfer being technically feasible and the processing being automated.
Where to turn for comments or questions?
If you would like to contact Grade to exercise your rights, or if you have any questions or concerns about how we handle your personal data, you can reach out to us via dataprivacy@grade.com.
Contact our Data Protection Officer
GDPR Hero AB
Contact Person: Julianne Ahlesten
Email: dpo.grade@gdprhero.se
Updates to this Privacy Policy
We may update this privacy policy as needed, for example, if we begin processing your personal data in a new way, if we want to make the information clearer for you, or if required to comply with applicable data protection laws.
