Privacy Notice – RELEX Community

In brief 

This privacy notice explains the data processing when you partake in the RELEX Community. The Community is a service for our customers and partners to enable them to share practices, ask questions and find all RELEX solution knowledge and news in one place. 

In particular;  

• We collect basic information of community members upon registration to identify you as an employee of our customer.  
• We collect content generated by community members to better serve you. Community content may also be used to provide you with suggestions on ways to utilize our solution, and as insights for our solution development. 
• You as a community member can decide how much personal or company-specific information you give out to other community members. 

In full 

This privacy notice (“privacy notice”) informs you about how Retail Logistics Excellence – RELEX Oy (“RELEX Oy”) and its affiliated companies globally (jointly “RELEX”) process the information it collects about the individuals interacting with its solutions in the areas of demand planning, merchandising and supply chain operations.  

In this privacy notice, “personal data” or “data” herein refers to data that we can connect to an identifiable individual. “You” refers to the contact person of a RELEX customer and prospective customer whose personal data is processed.  

For information on how RELEX processes your data in the context of corporate relations in general, please see the  dedicated privacy notice on the RELEX customer register.  

What kind of data we process and what do we do with it? 

Whose data is processed  

The RELEX Community is intended for individuals who use our solutions, support them, or have a role in related activities. Such individuals are employees, contractors, and representatives of RELEX and its customers.  

Legal basis  

RELEX pursues the following legitimate interests when processing your data in relation to RELEX Community. 

• Identify and authenticate the individuals using the service to provide a closed discussion environment,  
• Communicate with our customers and enable communications among our customers, and 
• Provide help, guidance and resources to our customers as explained above, in general, in segments and to specific individuals. 

Storing the Data 

How long will Your Personal Data be stored and processed? 

Your Personal Data will be stored for following durations: 

• Your Community user profiles are stored until you or your employer requests the deletion of your profile (see ‘Exercise of your rights’ -section) as long as you are an employee of our customer,
• Alternatively, Your Community user profile will be deleted after 24 months of absence, depending on which case occurs first,
• Your user posts are stored indefinitely, but if your user profile is deleted, it will no longer be linked to your profile, 
• We monitor the health and security of the Community via log -information, which are stored for varying durations consistent with the specific need (such as securing the Community), or 
• Data connected to your customer relationship management profile is stored for explanation set out here. 

Data movement  

Source of data  

RELEX receives personal data directly from you (for example; when contacting RELEX support) or from customers of RELEX (typically your employer). Information, such as logs, is also generated indirectly by user activities when using RELEX’s Community.  

Transfers of data to processors  

Your data may be made accessible to RELEX’s service providers in limited context. While doing so, such third-party service provider personnel may process, store, or incidentally access your data when undertaking their contracted activities.  

The processors which are provided with your data include: 

RELEX is hosting its community in the European Union. We may use service providers (see above) that are located outside the European Union or the EEA. Also, some of the RELEX affiliates are located outside the European Union or the EEA, and the employees of such affiliates may process the data for the purposes specified in this privacy notice.  

We only do global or cross-border data transfers for a reason and after assessing the resulting privacy risk.  

When transferring your data outside the European Union or the EEA and to such countries that the European Commission has decided as having an adequate level of data protection, we ensure that the transfer is legal and safe by concluding an agreement based on the EU Commission’s standard contractual clauses (the fixed content of such clauses is available here) or by taking other measures that are required under applicable legislation.   

You can ask for additional details relating to the transfer and the appropriate safeguards that we have put in place, or you can ask for a copy of the related documents from RELEX.  

Other  

Where RELEX takes steps to sell, buy, merge, or otherwise reorganize its businesses in certain countries, this may involve disclosing data to prospective or actual purchasers, sellers, or partners and their advisors. In such circumstances, RELEX takes all reasonable steps to ensure that the appropriate measures to protect personal data are taken by such prospective or actual purchasers, sellers, or partners and their advisors.   

There may also be circumstances not covered by this notice where processing or disclosure of your data may be justified or permitted. One such example includes complying with a court order, or a warrant issued by the authorities, where we are compelled to produce the information.  

Other circumstances in which there may be a justifiable legitimate interest to disclose your data to a third party are where such disclosure is necessary to address an ongoing problem, or where we need to meet the legitimate information requirements of our third parties. In any such action, we act according to the applicable laws.  

Security  

RELEX has implemented appropriate technical and organizational measures to ensure sufficient data security. Sufficient security measures are put in place to prevent unauthorized access to your personal data and any unauthorized manipulation of it. This includes restricting access to your data and hosting it with service providers that can demonstrate an adequate level of data security.  

We take appropriate steps to address online security, physical security, risk of data loss, and other such risks taking into consideration the risk represented by the processing and the nature of the data being protected. Also, we limit access to our databases containing personal data to authorized persons having a justified need to access such information.  

Exercising your rights  

You have the following rights to your personal data that we have gathered:  

• You have the right to access and get a copy of the data that we can identify pertaining to you.  
• Should you find any errors in your data, you can ask for these errors to be corrected.  
• You have a right to object to our collection and the use of your data, where our use of your data infringes on your rights more extensively than what can objectively be deemed as permissible.  
• You may request us to cease storing your personal data when we no longer have a defensible need to store it or as otherwise allowed by applicable data protection law.  
• If you establish that the data we have on you is incorrect or we have no legal right to use it, you may request us to cease any further processing of your personal data, or only store it, until the issue is resolved.  
• Where our collection of data is based on user consent, you may also withdraw your consent via the appropriate settings.  

If you have questions on the data processing that RELEX performs for our own purposes or if you want to exercise your rights relating to applicable laws such as the General Data Protection Regulation in the EU, our contact information can be found below. If you feel that RELEX is not fulfilling your statutory rights, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman.  

RELEX contact information   

RELEX Oy acts as the data controller for personal data covered by this privacy notice:  

Retail Logistics Excellence – RELEX Oy  
Business ID FI 1963444-1  
Address: Postintaival 7, FI-00230 Helsinki, Finland  
Website: www.relexsolutions.com 

To ask for the deletion of your account: community@relexsolutions.com with a subject line of ‘account deletion’ 

To contact RELEX in other matters relating to this privacy notice at RELEX: privacy@relexsolutions.com

How we use cookies 

Information we obtain from cookies are used to analyze our community. We use this data to adjust the community to your personal preferences. Finally, when sending information about our products and services, we can take your previous interest for certain pages into account. 

Cookie setting 

You choose which cookies you want to allow. You can do so by clicking on the “Cookie settings” link in the footer of any page, adjust your preferences and submit. You will then be asked to choose your settings again.  

There are 3 settings: Basic, Normal and Complete. 

• Basic: Functional 
• Normal: Functional + analytics 
• Complete: Functional + analytics + social media + embedded videos 

List of cookies that set by user permissions on the inSided platform: 

Refuse cookies 

Don’t you want to use cookies at all? Visit the help pages of your browser to turn off or reject cookies. Be aware, it is possible that not everything works or is displayed correctly when refusing cookies. 

Changes 

To keep this notice up to date, we make changes and additions to this from time to time. We publish the changed notice on our website or on any other channel where this privacy notice has previously been made available. We recommend that you revisit this Privacy Policy from time to time to review any possible changes. Any changes apply from the date that we publish the revised notice.