Information about the processing of your personal data in connection with our events
For us at Heidelberg Materials ('Heidelberg Materials' or 'we'), it is important that you have a good experience when you visit events or other kinds of business-related activities that we organise (jointly referred to as 'events'). We may therefore collect your personal data prior to or during such events.
It is also important for us to be able to explain what we are doing within the framework of our business activities in an interesting, real-life way. This is why we sometimes take group photos and videos during events we organise. Such group photos and videos may be published, for instance, in our newsletters and magazines, but also on our social media and in other communication channels.
The purpose of this information sheet is to help you understand how we process your personal data when you visit and take part in events that we organize.
We respect your privacy and protect the personal data we process about you. All processing of personal data takes place in accordance with the European Union’s General Data Protection Regulation (GDPR). Below is a description of how we collect, process and share your personal data.
Which personal data will be processed and for what purposes?
a) We may process your name, your professional role, the name of your employer, your contact details (email address, phone number and address) and any dietary requirements in order to invite you to an event and make sure that you have a good experience when you visit or participate in an event.
b) We may process group photos and videos from events that include you. Group photos and videos are photos and videos in which no particular individual is in focus, but which give a general view of an event, such as a photo or video of the audience during a lecture. We process your personal data, i.e. group photos and videos in which you appear, in order to document our events and to provide information about what is happening within the framework of our business through publication in our various information channels (printed and electronic material, websites and social media).
What is the legal basis for the processing of your personal data?
The processing of your personal data for the purposes described in (a) above is based on our legitimate interest in being able to invite relevant persons to our events, and to ensure that the people who visit or participate in events have a good experience.
- The personal data we process is generally personal data associated with your professional role, and it is our assessment that this data can generally be considered to be of a less sensitive nature with regard to privacy.
- We also give you the opportunity to inform us of whether you have any special dietary requirements, if we are providing food and beverages during an event. This is only for your convenience, and if you choose not to notify us of any preferences, you will be served whatever is offered to the other participants.
- Information about any dietary requirements is only used to enable us to offer alternatives to what is served to other participants, as far as possible, and not for any other purpose.
On the basis of the above, we have undertaken a balancing of interests with the result that we assess that our legitimate interest in being able to invite you to events and make sure that you have a good experience outweighs your interest in your personal data not being processed for these purposes. If you disagree with our assessment, you always have the right to object. You can read more about your rights below.
The processing of your personal data for the purposes described in (b) above is based on our legitimate interest in being able to document our events and provide information about our activities.
- Publication of e.g. group photos and videos from our events is important in order to convey a real-life view of our business and to be able to create interesting information material.
- The use of group photos and videos from company-related events is common in the world of business, and our perception is that it is generally both appreciated and accepted.
On the basis of the above, we have undertaken a balancing of interests with the result that we assess that our legitimate interest in using group photos and videos in which you appear in order to provide information about our business outweighs your interest in your personal data not being processed for these purposes. If you disagree with our assessment, you always have the right to object. You can read more about your rights below.
Who has access to your personal data?
We have implemented appropriate technical and organisational security measures in order to protect your personal data and to process it responsibly. The number of people who have access to your personal data is limited. Only persons in our organisation who need to process your personal data in accordance with the purposes stated above have access to the personal data. Please note, however, that group photos and videos in which you appear may be made available to a larger, indeterminate group of people outside Heidelberg Materials when we publish material in our information channels, as mentioned above.
We may share your personal data with companies within the Heidelberg Materials Group in order to achieve the purposes described above.
We may also share your personal data with suppliers and partners who perform services for our account or who otherwise collaborate with us, such as PR agencies, event coordinators, printing firms and IT system providers. These parties are primarily established within the EU/EEA. There may, however, be transfers to countries outside the EU/EEA, see below.
- Your personal data may be shared in countries outside the EU/EEA where companies within the Heidelberg Materials Group or our suppliers and business partners are established. Such countries may have a lower level of protection for personal data than is provided within the EU/EEA.
- When your personal data is shared in countries outside the EU/EEA, we use standard contractual clauses approved by the European Commission to ensure an adequate level of protection of your personal data. The standard contractual clauses are available via the following link: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-…. In relation to US suppliers and business partners, we may also rely on Privacy Shield certification in some cases. Information about Privacy Shield is available via the following link: https://www.privacyshield.gov/welcome.
How long do we store your personal data?
Your personal data will only be stored for as long as is necessary based on the purposes for which it was collected. This means that your personal data will be stored for as long as we consider it relevant to invite you to our events.
We conduct an annual review of our register of relevant individuals and purge those persons (and their respective personal data) whom it is no longer relevant to invite to events, and purge the personal data that is no longer necessary in order to send invitations to the persons in question. Information about any dietary requirements is deleted as soon as an event has been completed.
Group images and videos from our events are saved for three years. Please note, however, that we will not be able to delete personal data that can be found in printed material and material that has already been distributed.
What are your rights?
The Heidelberg Materials company that collects your personal data is the data controller for the processing of your personal data. This is generally the company that is the organiser of an event. This means that the company is responsible for ensuring that your personal data is processed correctly and in accordance with applicable legislation.
You have the right to know which personal data about you we process and you can request a copy of the personal data that is processed. You have the right to request rectification of inaccurate or incomplete personal data, and in some cases you can request that we erase your personal data. You also have the right to object to the processing of your personal data and to request that the processing of your personal data be restricted. Please note, however, that we are not always able to adjust or erase printed material and material that has been published or distributed.
If you have any questions about how we process your personal data or if you wish to exercise your rights, you are welcome to contact the Heidelberg Materials company that is the data controller. Contact details for all companies can be found on each company’s website. Regardless of which Heidelberg Materials company is the data controller, you can always contact:
If you have any objections or complaints about how we process your personal data, you have the right to contact or lodge a complaint with the Swedish Authority for Privacy Protection.
If any changes are made regarding the processing of your personal data, we will inform you by publishing updated information on our websites.