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Visitor Health Check Questionnaire Privacy Notice

1. Introduction

At Hitachi Energy, respecting your data privacy rights is a top priority. This notice explains why and how we collect personal data about you, how we process such data, and what rights you have regarding your personal data. 

2. Who is responsible for the processing of your personal data?

The company that you intend to visit is responsible for your personal data (will be your data controller). Please see the short version of the notice you received with your questionnaire.

3. The types of information we collect and use?

We collect the following categories of personal data:

  • The health data related to your current conditions like potential COVID-19 symptoms including fever, cough, shortness of breath or other respiratory difficulties
  • Travel information including recently visited destinations listed on the Hitachi Energy HotSpot country list
  • Information whether any of your close contacts experienced the above symptoms within 14 days or was diagnosed with COVID-19.

4. Why we use your personal data?

We use your personal data as listed above for the following purposes:

  • maintain the health and safety of our employees and other staff as well as prevent COVID-19 virus spreading to the extent possible. We need the information we ask for in order to assess the potential risk of the above.

What happens if you do not provide us with the information we have requested?

We need this information to assess the health threats to our employees and staff. If you refuse Hitachi Energy will not able to comply with our legal obligation applicable to the Employer (to maintain health and safety of our employees). If you refuse to fill in the form we will not be able to let you enter an Hitachi Energy office.

5. The legal basis we rely on

For the use of your personal data for the purposes described above (in section 4), we rely on one of the following legal basis, as applicable:

  • We will process your sensitive personal data for the fulfilment of our legal obligation which we have as the Employer to prevent and maintain health and safety of our employees
  • We may also process your data in the public health interest such as protecting against serious cross-border threats to health

We may process your other personal data:

  • To fulfill our legal obligation in the field of employment law
  • On the basis of our Legitimate Interest

6. Parties we share your personal data with (in and outside the EU and EEA or outside the country where your employer is located)

We only share your personal data with other Hitachi Energy affiliates or third parties as necessary for the purposes described in this notice. Where we share your personal data with a party outside of the EU, we always put safeguards in place to protect your personal data as described below.

 

Recipient name or – for non-EU countries – recipient category

Recipient location

Purpose

Safeguards in place to protect your personal data

Hitachi Energy affiliates and subsidiaries. At this point this should be mostly Finland, Switzerland and Egypt.

See the list of Hitachi Energy subsidiaries

The purposes described in this privacy notice

EU Model Clauses

Recipients as required by applicable law or legal process (Public authorities or other bodies indicated by the specific legal act or other local health authorities)

EU and non-EU (shared within the country of a controller)

Where required by applicable law or a legitimate request by government authorities, or a valid legal requirement to carry out regulatory check)

We will ensure, to the extent possible, that adequate protection is provided for your data when it is transferred out of the EU in these circumstances (but this should be exceptionally)

Service providers such as administrative services, including reception

EU and non-EU (shared within the country of a controller)

The purposes described in the privacy notice

We will ensure, to the extent possible, that adequate protection is provided for your data when it is transferred out of the EU in these circumstances (but this should be exceptionally)

 

You may obtain a copy of the safeguards which we use to protect your personal data by submitting a request at www.hitachiabb-powergrids.com/privacy.

7. How long do we process and keep your personal data?

Your questionnaire will be destroyed immediately (latest at the end of the day you visited us) in case you have been asked not to enter our facilities. If you are our external visitor and you have answered NO to all the questions we may keep your form for a period of 30 days in order to be able to prove that everyone who was allowed to the office was diligently screened.

If you are an employee and we need to report a suspected COVID-19 case – please see the Combined Employee Privacy Notice.

8. Which data protection rights do you have with regards to your personal data?

Depending on the jurisdiction in which you are located and in which your personal data is processed, you may have the following rights:

Data privacy rights

What it means

The right of data access

You have a right to obtain a copy of the personal data we hold about you, subject to certain exceptions.

The right of data rectification

You always have a right to ask for immediate correction of inaccurate or incomplete personal data.

The right of data erasure

You have the right to request that personal data be erased when it is no longer needed, where applicable law obliges us to delete the data or the processing of it is unlawful. You may also ask us to erase personal data where you have withdrawn your consent or objected to the data processing. However, this is not a general right to data erasure – there are exceptions.

The right to restrict data processing

You have the right to restrict the processing of your personal data in specific circumstances. Where that is the case, we may still store your information, but not use it further.

The right to data portability

You have the right to receive your personal data in a structured, machine-readable format for your own purposes, or to request us to share it with a third party.

The right to object to the data processing

You have the right to object to our processing of your personal data based on the legitimate interests, where your data privacy rights outweigh our reasoning for legitimate interests.

 

You may request to enforce your data privacy rights at www.hitachiabb-powergrids.com/privacy. In certain circumstances, we may need to restrict the above rights to safeguard the public interest (e.g., the prevention or detection of crime) or our business interests (e.g., the maintenance of legal privilege).

9. Contact and further information 

If you have any questions about how we use your personal data or wish to make a complaint about how we handle it, you may contact our Group Data Protection Officer at privacy@hitachienergy.com, or submit your complaint at www.hitachiabb-powergrids.com/privacy. Should you not be satisfied with our response or believe we are processing your personal data against the law, you may also contact the Data Privacy Authority in your country of residence or work or where you believe an infringement of data privacy laws may have taken place.