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Privacy Policy
Last updated: 01.01.2021

KOOLIT understands that your privacy is important. We are committed to respecting your privacy and protecting your personal data, which is any information that is capable of identifying you as an individual person. This Privacy Policy describes how we handle and protect your personal data in connection with KOOLIT’s business activities, including events, client services, on websites, on applications, and in communications (collectively, “the Sites”), in our capacity as data controllers.

KOOLIT may, at its discretion, amend this Privacy Policy from time to time. We therefore invite you to review the current version of the Privacy Policy which will be available at koolit.no.

 

Information we collect

KOOLIT collects information from you when you request copies of publications, subscribe for email newsletters, seek additional information regarding our services or employment opportunities, register in our databases, register your interest for a project/job or register for events. Personal information that we collect includes: names, addresses, e-mail addresses, phone numbers, work and educational history, achievements, test results, project/work preferences, financial information/financial preferences, subject areas of interest, demographic information, photographs/videos, and/or other information typically included in a CV and job/project application process.

We may also automatically collect information about the devices you use to interact with KOOLIT and our service providers. The information we automatically collect may include IP address, device identifier, web browser, browsing information, and information about whether you open or click any links in the knowledge, research or event communications that we send to you. The information is collected through cookies, web beacons, pixels, clear gifs, and other similar technologies (collectively “Tracking Technologies”) on our Sites. We may also automatically collect information about how you use the Sites, such as what you have searched for and viewed on the Sites. The information automatically collected may be associated with a unique identifier as well as with any other personal data you have provided.

KOOLIT may also collect personal data about you from third parties, such as data brokers or aggregators, in the course of its business activities including in connection with some services. This includes demographic, professional and other information that is publicly available online, including information you choose to make public through social media platforms and other public online forums. We may combine this data with existing information we have about you or use it independently, for the purposes of our benchmarking and data analytics activities. We will always seek to confirm that the third party has provided transparent information about its use of this data, including its disclosure to third parties like KOOLIT, in compliance with applicable law.

 

Use of information
We collect and use your personal data for legitimate human resources and business management reasons including:

  • identifying and evaluating candidates for potential projects or employment, as well as for future roles/projects that may become available;
  • ensuring compliance with legal requirements, including diversity and inclusion requirements and practices;
  • conducting criminal history checks as permitted by applicable law;
  • protecting our legal rights to the extent authorized or permitted by law; or
  • emergency situations where the health or safety of one or more individuals may be endangered.

We may also analyze your personal data or aggregated/pseudonymized data to improve our recruitment and hiring process and augment our ability to attract successful candidates for us or our clients.

KOOLIT furthermore uses your personal data to fulfill your requests for information, process your requests to participate in events, personalize content that you view or receive on the Sites, evaluate and improve our services, distribute newsletters and alerts to you, analyze the Sites’ performance and functioning, prevent fraud, comply with all applicable laws and corporate reporting obligations, enforce KOOLIT’s agreements, and accomplish other purposes you may initiate or request. In some situations, the collection of personal data may be required for the operation of the Sites, or we may use it in the course of our business activities, including in connection with some client services, for example, to provide certain services or products such as our benchmarking products. We may combine and/or analyze personal data to evaluate and offer content and services most relevant to you. We may keep any of your personal data on file and use it to contact you.

 

Use of information cookies and other tracking technologies
KOOLIT and its service providers may use Tracking Technologies to identify you and your interests, to remember your preferences, and to track your use of our Sites. We also use Tracking Technologies to control access to certain content on our Sites, protect the Sites, to process any requests that you make of us, improve the user experience, manage our Site content, and analyze how users navigate and utilize the Sites

A cookie is a small text file, a type of Tracking Technology, that can be stored on and accessed from your device when you visit one of our Sites, to the extent you agree. How long cookies are saved on your device can vary. The time when they are scheduled to expire is calculated from the last date you visited the homepage. When cookies expire, they are automatically deleted. You may refuse to accept cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of the Sites. Unless you have adjusted your setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Sites. If you want to remove previously-stored cookies, you can manually delete the cookies at any time. However, this will not prevent the Sites from placing further cookies on your device unless and until you adjust your internet browser setting as described above.

KOOLIT may collect information about whether you open or click any links in the knowledge, research or event communications that we send to you through web beacons. A web beacon is a graphic image, which is placed on a website or in an email that alone or in conjunction with cookies compile information about your usage of or your interaction with a KOOLIT website or email. For example, we may add web beacons to the knowledge, research or event communications that we send to you to determine whether you have opened our email or clicked a link. The analysis gathered helps us improve the effectiveness of content and format of our websites and email communications. You may avoid web beacons by configuring your email reader program to disable the functionality that enables remote images to load and by refraining from clicking on any links in email messages.

 

The legal basis by which we process your personal data
Our processing of your personal data for the purposes mentioned above is based:

  • in part, on our legitimate interests in promoting and protecting KOOLIT, building and maintaining relationships, recruitment, and providing our services;
  • in part, on your consent, for example if you register for newsletters or alerts, or for business purposes that support web operations such as understanding and enhancing the quality of your experience on our web-sites;
  • in part, to comply with the law, when certain information is necessary to satisfy our legal or regulatory obligations.

 

Disclosure of personal data: data recipients and international data transfers
Personal data collected in the course of KOOLIT business activities, including in connection with client services, as well as on the Sites may be transferred to KOOLIT partners/affiliates, clients and their personnel, to our third party service providers located throughout the world, including in countries where the local law may grant you fewer rights than you have in your own country. Additionally, the Sites may be viewed and hosted by KOOLIT and our third party service providers anywhere in the world. Where required by law, we have put in place legal mechanisms designed to ensure adequate data protection of your personal data that is processed by KOOLIT partners/affiliates and third party service providers. By using any of the Sites and providing information on any of them, you voluntarily consent to such trans-border transfer and hosting of such information.

KOOLIT will not intentionally disclose or transfer (and will take reasonable steps to prevent the unauthorized or accidental disclosure of) your personal data to third parties without your consent or as otherwise permitted by law, whether for such third parties’ own marketing purposes or otherwise, except as follows. KOOLIT may provide access to your personal data to third party service providers engaged by KOOLIT to provide services related to the Sites as well as related to KOOLIT’s business activities, including in connection with client services. We maintain processes designed to ensure that any processing of personal data by third party service providers is consistent with this Privacy Policy and protects the confidentiality, availability, and integrity of your personal data.

We also may share your personal data with third party service providers who perform services and functions on our behalf to support our interactions with you, including, for example, processing CVs/project applications materials, administering surveys or contests, or communicating with you.

In addition, we may disclose information about you:

  • If we are required to do so by law or legal process;
  • To law enforcement authorities or other government officials;
  • When we believe disclosure is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity;
  • If disclosure is necessary to protect the vital interests of a person;
  • To protect our property, services and legal rights;
  • To prevent fraud against KOOLIT, our subsidiaries, affiliates and/or business partners;
  • To support auditing, compliance, and corporate governance functions; or
    To comply with any and all applicable laws.

In addition, we may disclose or transfer your personal data in the event of a re-organization, merger, sale, joint venture, assignment, or other transfer or disposition of all or any portion of our business.

 

Security
KOOLIT has implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse, alteration, or destruction. Only authorized KOOLIT personnel and third party service providers are provided access to personal data, and these employees and service providers are required to treat this information as confidential. Despite these precautions however, KOOLIT cannot guarantee that unauthorized persons will not obtain access to your personal data.

 

Data retention
KOOLIT retains personal data, as necessary, for the duration of the relevant business relationship.

We may also retain personal data for longer than the duration of the business relationship should we need to retain it to protect ourselves against legal claims, use it for analysis or historical record-keeping, or comply with our information management policies and schedules. If you request that we delete your personal data, KOOLIT will make reasonable attempts to delete all instances of the information in their entirety. For requests for access, corrections, or deletion, please refer to the “Your Rights” section of this Privacy Policy.

 

Your rights
Where granted by applicable law, you may have the right to request access to the personal data that we have collected about you for the purposes of reviewing, modifying, or requesting deletion of the data. You may also have the right to request a copy of the personal data that we have collected about you and to have any inaccuracies in that data corrected. In certain circumstances, you may also request that we cease processing your personal data.

If you would like to make a request to access, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact us directly using the contact information on our webpage. To help protect your privacy and security, we will take reasonable steps to verify your identity, before granting access to your personal data. We will make reasonable attempts to promptly investigate, comply with, or otherwise respond to your requests as may be required by applicable law. Different laws may prevent us from providing access to your personal data or otherwise fully complying with your request depending upon the circumstances and the request, such as for example, where producing your information may reveal the identity of someone else. We reserve the right to charge an appropriate fee for complying with your request where allowed by applicable law, and/or deny your requests where they may be manifestly unfounded, and/or excessive, or otherwise objectionable or unwarranted under applicable law. In addition, and where granted by local law, you have the legal right to lodge a complaint with a competent data protection authority.

If you have registered for KOOLIT newsletter or alerts, or you receive invitations to survey or events from KOOLIT and you prefer not to receive future email communications from us, please follow the instructions on the page of the Site where you have provided such information or contact us via email using the contact details on the webpage to unsubscribe from KOOLIT communications.

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