myKONE Privacy statement

This privacy statement (“Privacy Statement”) provides general information on the processing of certain below specified personal data by KONE Corporation and its employees, partners, subsidiaries and affiliates (“KONE”) in connection with the myKONE Customer Portal and/or the KONE Online Portal (“Customer Portal”). KONE and the customer of KONE (the “Customer”) are offering you the Customer Portal solely for your convenience and use in connection with your professional duties in relation to the designated elevators, escalators, automatic building doors or other equipment being installed, modernised, or maintained by KONE for the Customer (collectively, the “Equipment”). Personal data may also be processed by the Customer in connection with your use of the Customer Portal.

This Privacy Statement complements KONE’s global privacy statement available at www.kone.co.uk/privacy-statement.aspx.

KONE Corporation

Street Address: KONE Building, Keilasatama 3, 02150 Espoo, Finland

Telephone: +358 204 751

Contact: You may contact KONE by using the contact form available on the kone.com webpage at https://www.kone.com/en/contact.aspx. Please select the option “Personal Data Enquiry”.

To accurately identify you as a representative of the Customer, KONE will collect the personal data specified below. Based on this information, a user account will be created for you to represent the Customer. The user account is needed for you to be able to use, and for KONE to be able to provide the Customer Portal.

• Tendering of KONE’s products and services: When KONE sends its first tender for requested products and/or services to the Customer and you are the Customer’s authorised representative for the tendering process, a user account will be created for you to access the tender.

• KONE Care™ Online: If you already have a user account for the KONE Care™ Online system (the predecessor of the Customer Portal), you may access the Customer Portal with the same account.

The following information is collected from you when using the Customer Portal:

• name;

• title or similar customer representative information;

• user ID;

• e-mail address;

• other addresses;

• mobile phone number;

• information provided to the Customer Portal from the KONE Care™ Online or KONE Mobile systems;

• the time and date of any request made or other information provided to the Customer Portal; and

• analytics information of when and how you have used the Customer Portal (please see the Cookies section below for further details).

The Customer Portal is integrated into KONE’s customer relationship management (CRM) system, and the Customer Portal uses this CRM-based data to identify you. Further, any personal data collected from you in connection with the KONE Care™ Online system may be processed via the Customer Portal.

This personal information is later in this privacy statement referred to as “personal data”.

If you provide or permit us to collect any personal data relating to another person, you have the permission of that person or other authority to share that data with KONE and the Customer for processing the data as described in this Privacy Statement. By sharing such data, you shall ensure that the person receives a copy of this privacy statement or is otherwise made aware of its content.

The purposes of collecting and processing the personal data are based on KONE’s legitimate interest to:

enable the functioning of the Customer Portal;
analyse how the Customer Portal is being used;
analyse and correct any possible defects in the Customer Portal;
facilitate KONE’s business, support sales activities, manage deliveries and services;
handle claims, compliance and risk management, and customer service;
invoicing;
contact customers (including managing the customer relationship, marketing activities, marketing and communications preferences, and surveys);
utilise the data as part of KONE’s screening and know-your-customer processes; and
fulfill contractual obligations towards KONE’s business stakeholders.

The personal data may be distributed from the Customer Portal to KONE’s other customer relationship management tools to facilitate KONE’s business activities.

For more information on personal data processing, please review KONE’s privacy statement available at www.kone.co.uk/privacy-statement.aspx

The processing of personal data is based on KONE’s legitimate interest as described in Section 4 above.

Furthermore, KONE may also be obliged by applicable local laws to collect certain information. Where required by applicable laws, KONE will request your consent for the relevant personal data processing.

Consequences if personal data is not provided

If you do not want to provide the personal data listed above in Section 3, or later request that the personal data be deleted, you may not be able to use the Customer Portal and you should remove the Customer Portal from any devices on which you have installed it.

The personal data is received directly from you or obtained in connection with your use of the Customer Portal. The personal data may also be received from the Customer in connection with the customer relationship between KONE and the Customer.

The personal data will be stored as long as needed, for the purposes for which it has been collected. The criteria used to determine KONE’s retention periods of personal data include: (i) the length of the ongoing relationship with you or the Customer; (ii) whether there is a legal obligation to which KONE is subject or other justified reason that requires us to keep the data. After that, the personal data will be effectively deleted or made anonymous.

Please see Section 8 below for information on storing cookies.

From time to time, KONE may place information, commonly known as “cookies”, on your computer or mobile device. When referring to ”cookies” in this Privacy Statement, we refer to also other similar technologies that collect and store information in your browser. We have categorised the purpose of the cookies we use in the Customer Portal into the following categories:

Necessary cookies that are necessary for the Customer Portal to function as intended.
Analytics cookies that allow us to count visits and traffic source to measure and improve performance of our sites.
Targeting cookies that are set by our marketing partners to show you relevant adverts.

Cookies that are ”Necessary” are always active and we do not request your consent on placing such cookies. In other cases, KONE requests your consent to place the cookie when you visit the Customer Portal.

KONE uses cookies that are stored for a certain period of time (typically no longer than 364 days) and session cookies, which are stored only for the duration of your browsing session.

You may find more information on necessary, analytics and targeting cookies, as well as the detailed list of the cookies, including their specific purposes, durations and types in the cookie banner in the Customer Portal.

You may always disable cookies or manage your cookies preferences on your web browser settings or on our website. Kindly note that disabling cookies may impact your experience of the Customer Portal and prevent you from using certain services in the Customer Portal.

Due to technical and practical requirements, some of the personal data may be processed also outside the EU/EEA e.g. by other KONE companies or KONE’s subcontractors. KONE ensures that there is a legal basis for such transfers and you can get more information about the data transfers by contacting KONE (please see contact information above in Section 2).

Depending on the applicable local legislation, you may also be entitled to exercise certain rights, such as:

object to data processing on a specific and identified individual circumstance;
have personal data corrected or deleted;
object to direct marketing; and
if you have concerns regarding KONE’s or the Customer’s compliance with applicable data protection laws, lodge a complaint with the local data protection authority.

Should the processing of personal data be based on your consent, you may at any time revoke such consent by contacting KONE (please see contact information above in Section 2). As processing of personal data may be necessary for KONE to be able to provide you with services and products, revoking the consent may lead to a situation where KONE cannot provide some or all of our services and products.

KONE may refuse a request or obtain a reasonable fee for fulfilling a request if the request is manifestly unfounded or excessive or KONE has another legal ground for refusing the request.