Data and privacy policy

Kvadrat A/S, business registration no. 45998517, Lundbergsvej 10, 8400 Ebeltoft, Denmark and each of its subsidiaries (collectively referred to as "Kvadrat") are committed to handling personal data responsibly and in accordance with applicable data protection legislation.

This privacy policy is intended to provide information on Kvadrat’s processing of personal data collected from users of our websites, contact persons at Kvadrat B2B clients, suppliers, dealers and other business partners as well as Kvadrat’s designers and agents.

We encourage you to read this policy to learn more about the ways we collect, use, disclose and protect your personal data. 

1. Users of websites

Data controller

Unless otherwise informed, Kvadrat A/S is the data controller in relation to the personal data collected when you visit and make use of the functions on our websites.

Collection of personal data

Kvadrat may collect, process and store personal data about you in the following instances:

  • When you visit and browse our websites
  • When you create a user account
  • When you order samples
  • When you sign up to receive Kvadrat’s newsletter
  • When you download material
  • When you communicate with Kvadrat
  • When you make use of other functions and services offered by Kvadrat

Types of personal data
Kvadrat may collect, process and store the following personal data about you:

  • Name, e-mail address, telephone number and similar identification data
  • Company name and company address
  • Branch/business area
  • Interests
  • IP address
  • Information about your usage of our websites

Purposes of the processing
Your personal data may be processed for the following purposes:

  • Administration of user accounts
  • Completion of sample orders
  • Newsletters and other promotional communication
  • Promotional marketing in general
  • Completion of requests received from you
  • General communication
  • Providing support
  • Product and service development
  • Statistics and analysis

Legal basis
Kvadrat will mainly process your personal data based on one or more of the following legal bases:

  • Legitimate interests: In most cases, the processing of your personal data will be based on our legitimate interest in, for instance, conducting statistics, analysis, marketing activities (where consent is not required), providing support as well as improving and developing our products and services.
  • Consent: Kvadrat will only use your personal data in order to send you product information, newsletters and other marketing material via e-mail if you have provided your prior and explicit consent hereto, unless applicable legislation allows us to contact you without such consent.
  • Contractual obligation: The processing of your personal data may in some cases be necessary for the performance of a contract between Kvadrat and you, e.g. when you create a user account or order samples.

Retention period

Your personal data will be retained for the period necessary to fulfill the purposes outlined above, unless a longer retention period is required by applicable law.

 

2. Contact Persons at Kvadrat B2B Clients, Suppliers, Dealers and other Business Partners

This section sets out the policy of Kvadrat’s processing of personal data collected from owners of sole proprietorships or contact persons at Kvadrat B2B clients, suppliers, dealers and other business partners who collaborate with Kvadrat.

Data controller
Unless otherwise informed, the Kvadrat entity your company (or your employer) concludes an agreement with, collaborate with or correspond with is the data controller in relation to the personal data collected.

Collection of personal data
Kvadrat may collect, process and store personal data about you in the following instances:

  • When your company or the company you are employed with enters into an agreement with Kvadrat, including buys products or services offered by Kvadrat
  • When you have shown an interest in Kvadrat’s products or services, e.g. by providing your business card to Kvadrat
  • When you sign up to receive Kvadrat’s newsletter
  • When you make use of Kvadrat’s websites and portals, e.g. by creating an account
  • When you collaborate and communicate with Kvadrat

Types of personal data
Kvadrat may collect, process and store the following personal data:

  • Name, e-mail address, telephone number and similar identification data
  • Individual data, such as preferred language
  • Organizational data, such as company name, company address, job position, business area, primary work location and country
  • Contractual data, such as purchase orders, invoices, contracts and other agreements between your company (or your employer) and Kvadrat, that may include e.g. your contact information
  • Financial data, such as payment terms, bank account details and credit ratings
  • IT-related data, such as user-ID, passwords (however, Kvadrat has no access to such passwords), log-in details as well as data and logs about your usage of Kvadrat’s websites and portals
  • IP address

Such information may be provided directly by you (primarily via e-mails and other correspondence) or by a third party such as your employer.

Purposes of the processing
Your personal data may be processed for the following purposes:

  • Generally, to plan, perform and manage the business relationship, including any contracts
  • Administration, such as processing payments (including collection of outstanding invoices), evaluation of credit ratings, performing accounting, auditing, billing activities, arranging shipments and deliveries as well as providing support services
  • Newsletters and other promotional communication
  • Completion of requests received from you
  • General communication
  • Product and service development
  • Statistics and analytics
  • Compliance and regulatory purposes, such as fulfilling our legal and compliance-related obligations to prevent illegal activity
  • Dispute handling

Legal basis
Kvadrat will mainly process your personal data based on the following legal bases:

  • Contractual obligation: The processing of your personal data will in some cases be necessary for the performance of a contract.
  • Legitimate interests: We may process your personal data pursuant to our legitimate interest in, for instance, to manage daily operations according to lawful and fair business practices, including planning, performing and managing the business relationship or our legitimate interest in e.g. conducting credit ratings, statistics, analysis, marketing activities (where consent is not required), providing support as well as improving and developing our products and services.
  • Legal claims: The processing may also be necessary to prevent fraud or establish, exercise or defend legal claims.
  • Legal obligation: The processing of your personal data will in some cases be necessary to comply with legal obligations, such as our obligations to prevent illegal activity.
  • Consent: In exceptional cases and only when no other legal basis can be applied, Kvadrat may ask separately for your consent to process your personal data. Kvadrat will, for instance, only use your personal data in order to send you product information, newsletters and other marketing material via e-mail if you have provided your prior and explicit consent hereto, unless applicable legislation allows us to contact you without such consent.

Retention period

Your personal data will be retained for the period necessary to fulfill the purposes outlined above, unless a longer retention period is required by applicable law. The retention periods may differ from country to country due to applicable national legislation.

 

3. Designers and agents

Data controller

During the course of your cooperation with Kvadrat, we may process your personal data. Unless otherwise informed, the Kvadrat entity you, your company or the company you are employed with conclude an agreement with or correspond with is the data controller in relation to the personal data collected.

Collection of personal data
Kvadrat may collect, process and store personal data about you in the following instances:

  • When you, your company or the company you are employed with enter into an agreement with Kvadrat
  • When you make use of Kvadrat’s websites and portals
  • When you collaborate and communicate with Kvadrat

Types of personal data
Kvadrat may collect, process and store the following personal data:

  • Name, e-mail address, telephone number and similar identification data
  • Individual data, such as preferred language
  • Organizational data, such as company name, company address, job position, business area, primary work location and country
  • Contractual data, such as contracts and other agreements between you (or your company) and Kvadrat, that may include e.g. your contact information
  • Financial data, such as bank account details
  • IT-related data, such as user-ID, passwords (however, Kvadrat has no access to such passwords), log-in details as well as data and logs about your usage of Kvadrat’s websites and portals

Such information may be provided directly by you to us (primarily via e-mails and other correspondence) or by a third party such as your employer.

Purposes of the processing
Your personal data may be processed for the following purposes:

  • Generally, to plan, perform and manage the business relationship, including any contracts
  • Administration, such as processing payments and registration in Kvadrat’s files
  • General communication
  • Statistics and analytics
  • Compliance and regulatory purposes, such as fulfilling our legal and compliance-related obligations to prevent illegal activity

Legal basis
Kvadrat will mainly process your personal data based on the following legal bases:

  • Contractual obligation: The processing of your personal data will in some cases be necessary for the performance of a contract.
  • Legitimate interests: We may process your personal data pursuant to our legitimate interest in, for instance, to manage daily operations according to lawful and fair business practices, including planning, performing and managing the business relationship.
  • Legal claims: The processing may also be necessary to prevent fraud or establish, exercise or defend legal claims.
  • Legal obligation: The processing of your personal data will in some cases be necessary to comply with legal obligations, such as our obligations to prevent illegal activity.
  • Consent: In exceptional cases and only when no other legal basis can be applied, Kvadrat may ask separately for your consent to process your personal data.

Retention period
Your personal data will be retained for the period necessary to fulfill the purposes outlined above, unless a longer retention period is required by applicable law. The retention periods may differ from country to country due to applicable national legislation.

 

4. General information applicable for all individuals covered by this privacy policy

Disclosure to other data controllers and transfer to data processors

To meet the purposes mentioned above we may give third parties, who provide relevant services on basis of a contractual relationship with Kvadrat, access to your personal data, including providers of e.g. IT services, CRM systems, ERP systems, invoicing systems, marketing services, newsletter distribution, customer satisfaction surveys, website analytics, printed material, CRM apps, IT support, IT service development as well as digital developers, e-mail operators, hosting providers and other suppliers providing systems or services to Kvadrat. Such service suppliers may only process personal data on behalf of Kvadrat and in accordance with our instructions.

Personal data may be shared within the Kvadrat group as some Kvadrat entities, including Kvadrat A/S, provide services, e.g. support, fulfillment of product warranties and hosting services, to other group entities. Furthermore, subsidiaries to Kvadrat A/S may disclose personal data to Kvadrat A/S for e.g. internal administrative purposes.

Your personal data may be disclosed to accountants. Under certain circumstances it may also be necessary to disclose your personal data to lawyers, courts, public authorities, the police and potential buyers.

In connection with Kvadrat’s development, the company structure may change, e.g. through a full or partial sale of Kvadrat. In case of a partial hand over of assets containing personal data, the legal basis for the related disclosure of personal data is, as a general rule, Kvadrat’s legitimate interest in handing over parts of its assets as well as making commercial changes.  

If your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA which do not have an adequate level of protection, such transfers will be based on the EU Commission’s Standard Contractual Clauses, the Privacy Shield Framework or a similar certification mechanism or your consent.  

Cookies
We use cookies on our websites. Please read more about the use of cookies in our cookie polices, which are available on Kvadrat’s websites.

Security
We have implemented numerous security measures to prevent, for example, the loss and misuse of personal data under our control. Accordingly, we use our best endeavours to protect the quality and integrity of your personal data.  

Your rights

  • You have the right to access the personal data we process about you
  • You have a right of objection towards our collection and further processing of your personal data
  • You have the right to have your personal data rectified and deleted, with certain national statutory exceptions
  • You have the right to request us to restrict the processing of your personal data
  • Under certain circumstances you may also request to receive a copy of your personal data as well as the transmission of your personal data which you have provided us with to another data controller (data portability)
  • You may at any point withdraw the consents that you have given. You can unsubscribe from our newsletter by clicking the link at the bottom of the newsletter

Questions or complaints
If you have any questions in relation to this privacy policy or if you wish to make a complaint in connection to our processing of your personal data, please contact us on privacy@kvadrat.org. You can also write to us at the following address:

Kvadrat A/S
Lundbergsvej 10
8400 Ebeltoft
Denmark

If your complaint is not resolved by us and you wish to proceed with the case, you can send your compliant to the supervisory authority in your country. A list of European supervisory authorities is available here.

Latest update 1 June 2020