Data protection is a fundamental right and means the right to privacy and the right to decide about one’s own personal data. Personal data is information and assessments that can be associated with a natural person, such as name, home address and email address. Processing of personal data includes collection, storage, compilation and disclosure. Personal data is regulated by the Personal Data Act, which transposes the EU Data Protection Directive GDPR into Norwegian law following the amendment of the Act.
The Act also sets requirements for security in the processing of personal data, including requirements for confidentiality and integrity of data. The Norwegian Data Protection Authority monitors the Act.
1 DATA RESPONIBLE
The person responsible for compliance with the data protection legislation is referred to in the legislation as the data controller. The data controller is defined in the Act as the person who determines the purpose of the processing of personal data and the means to be used. At Terra Life, this is the Chairman of the Supervisory Board, Lars-Hilmar Steinberg, email .
2 WHAT PROCESSING OF PERSONAL DATA DOES TERRA LIFE CARRY OUT?
Terra Life processes personal data when we receive contact information from customers and suppliers and when you visit our website. If you are one of our customers, we store your contact information (name, postal address, telephone number and email address) and guarantee the confidentiality of all customer information, except in cases where the customer himself or herself clearly and actively decides not to remain anonymous. If a customer believes that we have handled personal data in breach of the regulations, he or she may lodge a complaint with the data protection authority.
2.1 PERSONNEL MANAGEMENT
Terra Life AS processes personal data in the context of personnel administration. The personal data processed is mainly personal data, salary details, appraisals, education, employment status and information about relatives. Terra Life keeps records of processing activities, in accordance with Article 30 of the GDPR.
Personal data related to human resources management will be retained for as long as the individual is employed by Terra Life. Personal data of applicants for a position will be deleted after the recruitment process has been completed. If we wish to retain the applicant’s CV for subsequent recruitment, we will obtain written consent to do so, as set out in Article 6, first paragraph, point (a) of the General Data Protection Regulation.
Terra Life uses email and telephone in the course of its daily work. Terra Life employees use email for general dialogue with internal and external contacts. Individuals are responsible for deleting messages that are no longer relevant and for reviewing and deleting unnecessary content in their email inbox at least every six months. Upon resignation, email accounts are deleted, but some relevant emails are normally shared with colleagues in accordance with applicable regulations. The Chairman of the Board and Terra Life staff have an overview of recent calls on their mobile phones.
2.2 ONLINE-PROCESSING OF PERSONAL DATA
2.3 CONTACT FORM
If you send us an enquiry via our contact form, the data you submit, including your contact details, will be stored by us in order to process and respond to your enquiry. We do not pass this data on to third parties without your consent.
The storage and processing of the data you provide to us is based on existing GDPR legislation. This processing is based on a legitimate interest on our part to respond to your request efficiently or on the basis of your consent. You can withdraw this consent at any time.
We retain this contact data until you request us to delete it, revoke your consent or the purpose of the storage no longer applies, e.g. when the enquiry has been answered. The statutory provisions, including retention periods, are observed.
2.4 AUDIO- AND VIDEO CONFERENCES
We use web-based conference tools, among others, to communicate with our customers. If you communicate with us via audio or video conferencing, your data (e-mail, telephone number) is passed on to the provider of the conference service. In addition, we process and store data about the start and end of the conference, the number of participants and other metadata in the context of the conference. Furthermore, the provider processes all data that are necessary to be able to organise the conference. This includes in particular IP addresses, MAC addresses, hardware IDs, hardware types, operating system types and versions, client version, camera, speaker and microphone type as well as the quality of the connection. When content is shared, uploaded or otherwise made available, it is stored on the provider’s servers. This includes, in particular, cloud recordings, chat and instant messages, voice messages, uploaded documents, photos, videos, whiteboards and other content exchanged while using the service.
Please note that we do not have complete control over the data management of the services used. We use Zoom as our conferencing service. The provider is:
Zoom Communications Inc San Jose
55 Almaden Boulevard, 6th Floor,
San Jose, CA 95113, USA.
Data transfer to the USA is supported by the EU standard contractual clauses. Details can be found here: https://explore.zoom.us/en/privacy
3 STORAGE AND DATA SECURITY
Terra Life only stores personal data for as long as is necessary for the purpose or to comply with certain legal requirements. This means that the retention period may vary for different types of data. We store personal data about customers in accordance with applicable data protection laws.
If you contact us with a legitimate request to delete your data or withdraw your consent, your data will be deleted unless we have other legal reasons to store your personal data (e.g. tax law or accounting deadlines). In the latter case, your data will be deleted when the reason for storing it no longer applies.
3.1 ACCOUNTING INFORMATION
The Norwegian Accounting Act requires us to keep invoice information for at least 5 years.
3.2 CONTACT DETAILS AND CUSTOMER INFORMATION
We need to keep your contact details for as long as you are a customer with us (and for some time afterwards, also to be able to provide you with the best possible service if you decide to return to us), while shorter retention periods are required for other types of information (e.g. emails).
When processing offers and projects, personal data is stored in folders under the respective projects. Only those staff members working on the respective project have access to the information about individuals.
The processing of personal data by Terra Life is governed by the Personal Data Act and updated in accordance with the legislative amendment implementing the GDPR. Anyone making a request has the right to know what information Terra Life holds about the individual and what type of processing of personal data Terra Life undertakes, as well as to receive basic information about such processing.
Where we process personal data by automated means, the right of access also includes information about the nature of such automated processing.
Those who are registered in Terra Life’s systems have the right to access their own data and the right to request that inaccurate, incomplete or deficient data be corrected, deleted or completed.
5 CONTACT INFORMATION
Terra Life AS