This privacy policy describes how the Flemingsberg Science Foundation processes personal data relating to individuals outside the foundation who wish to receive information about the Foundation’s activities, for example via newsletters, community mailings, seminars, and other events. For employees, personal data is processed in accordance with the staff handbook.

The purpose of this policy is to transparently describe which personal data is collected, why it is collected, how long it is stored, where it is stored, and what rights you have.

Data Controller

The Flemingsberg Science Foundation is the data controller for the processing of personal data collected via www.flemingsbergscience.se, through registrations for newsletters, community mailings, events and seminars, as well as through other contacts with the Foundation.

Data Protection Officer (DPO) is Pernilla Boström

Email: pernilla.bostrom@flemingsbergscience.se
Telephone: +46 703 35 25 77

The role of the Data Protection Officer is to ensure that the General Data Protection Regulation (GDPR) is complied with within the organization.

What personal data we process

The personal data that may be processed includes:

• Name
• Email address
• Organization and/or industry affiliation

Information that you yourself provide in connection with registrations for events or when contacting us

We only collect personal data that is relevant to the purpose and do not process it for purposes other than those stated in this policy.

Purpose and legal basis for processing

The Flemingsberg Science Foundation processes personal data in order to:

• Send newsletters, community mailings, and invitations to seminars and events
• Administer registrations and participation in seminars and events
• Follow up participation, including statistics on participants and so-called no-shows
• Communicate with individuals who have shown an interest in the Foundation’s activities

The legal basis for the processing is primarily consent, alternatively legitimate interest when the communication is considered relevant to the recipient and related to the Foundation’s activities.

Platforms and systems we use

HubSpot (CRM and community mailings)

The Flemingsberg Science Foundation uses HubSpot as a CRM system (Customer Relationship Management).

In HubSpot, contact details are stored for individuals who:

• Have voluntarily signed up for our community mailings via the website
• Participate in our community and receive information, invitations to seminars, and other activities
• Have been added as a contact or lead by the Foundation’s employees

All employees of the Foundation have connected their email to HubSpot and can save contacts in the system. Only relevant contact details are stored.

In mailings sent via HubSpot, there is always the option to unsubscribe (opt out).

Event platform – Luma

For registrations to events organized by the Flemingsberg Science Foundation, the event platform Luma is used.

When you register for an event, you yourself provide the personal data required for registration. This data is stored in Luma for the purpose of:

• Administering the event
• Communicating practical information before and after the event

In some cases, contact details collected via Luma may be transferred to HubSpot for continued communication related to the Foundation’s activities.

Newsletters – Mailchimp

For sending newsletters, the Flemingsberg Science Foundation uses the web-based software Mailchimp.

Personal data (name, email address, and industry affiliation) provided when subscribing to newsletters remains active as long as you are a subscriber.

Seminars and co-production

We keep statistics on the number of participants at our seminars and also register no-shows.

In the case of co-produced seminars, co-organizers may receive access to participant lists containing names, email addresses, and organizational affiliation. At seminars, participant lists with names and organizational affiliation may be distributed to participants.

Otherwise, personal data is not disclosed to third parties.

Storage period

Personal data is stored only for as long as necessary for the purpose of the processing, or until you withdraw your consent, for example by unsubscribing from mailings.

Protection of your personal data

The Flemingsberg Science Foundation takes and continuously works to manage and update the technical and organizational systems and measures required to protect your personal data in the most appropriate way.

Where is your personal data processed?

The Flemingsberg Science Foundation processes personal data only within the EU/EEA.

Your rights

You have the right to:

• Request information about which personal data we process about you
• Request correction of incorrect data
• Request deletion of your data

Object to or request restriction of the processing

For questions about your personal data, please contact:

pernilla.bostrom@flemingsbergscience.se

Managing your subscription

In the footer of mailings from the Flemingsberg Science Foundation, there are links to:

• Unsubscribe from mailings
• Update your subscription settings

You can also contact us by email at pernilla.bostrom@flemingsbergscience.se to update or terminate your subscription.

Supervisory authority

The Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten) is the supervisory authority in this area. You may contact them if you wish to submit a complaint regarding how we process your personal data.