Privacy Policy for our Customers

This policy provides detailed information on how Komatsu Forest deals with Personal Data and covers all companies that are part of Komatsu Forest (hereafter referred to as "Komatsu Forest" or "we").

Personal Data Controller UK

Komatsu Forest Ltd
Unit 2, Longtown Ind Estate
Longtown, Cumbria CA65TJ, UK
gdpr.uk@komatsuforest.com

Scope and purpose

The purpose of this policy is to provide our current, past and future customers (collectively, "customers" or "you") with information about how and why we process your Personal Data, what Personal Data we process, how long they are saved and how to request that your Personal Data be corrected or deleted. This policy may be changed or updated at any time to comply with further requirements under the Data Protection Regulation, and the latest version is always available on our website.


Who is the Personal Data Controller?

Komatsu Forest (a Swedish legal person with organization number 556079-5949) is the Personal Data Controller and responsible for the Personal Data we collect online as well as offline.

However, each company within Komatsu Forest is generally responsible for marketing, sales and customer relations, as well as for market-specific products and services in each market. In the UK, Komatsu Forest Ltd is the Personal Data Controller for the processing of Personal Data, done for these purposes.
If you have questions regarding how your dealer or Contractor process your Personal Data, you should contact them directly.


How and on what basis do we process your Personal Data?

We are aware of and appreciate that you have trusted us with your Personal Data and we will strive to protect your integrity.

We will only process data and information about you when we have a legal ground to do so, and in general these may be on contractual basis, with consent, from legal obligations or with legitimate interest.

Personal Data based on contractual basis (when we enter into a contract with you), is collected in order to;  

  • provide you with products and services, including to check if you are entitled to certain purchases and services, and to offer you extended offers and experiences
  • provide information about updates or changes regarding our products and services, including but not limited to, changes to our terms and policies
  • offer service and services for your machine
  • provide information about product development, for example, to improve machine performance, quality and safety
  • inform you of new products, services and events
  • evaluate and improve our offer and our communication with customers and stakeholders
  • conduct market research
  • conduct analysis and customer profiling conducted by ourselves and our selected suppliers

Personal Data based on legitimate interest after balancing your interest and rights, is collected in order to; 
  • inform you of new products, services and events
  • evaluate and improve our offer and our communication with customers and stakeholders
  • conduct market research
  • conduct analysis and customer profiling conducted by ourselves and our selected suppliers

In the above cases the Personal Data has been collected or freely provided by you for the purpose of sending out information, quotes and/or conducting surveys and/or analyses.

Personal Data based on consent, is collected in order to;
  • track your machine to provide our fleet management system, MaxiFleet™
  • inform you of new products, services and events
  • conduct market research
  • create photo or video material to be used in marketing
  • conduct analysis and customer profiling conducted by ourselves and our selected suppliers

Personal Data based on legal obligation, is collected in order to; 
  • meet legal requirements or requests from authorities, such as obligation related to accounting or rules related to Product liability and Product safety.

We strive not to assume anything regarding your privacy preferences and try to design our services so that you can choose to share your Personal Data with us.

Komatsu Forest will only process Personal Data that is correct, relevant and necessary in relation to the purpose for which they have been collected. We try to anonymize Personal Data if a function or service is obtainable and usable without Personal Data.


What kind of Personal Data do we collect?

You may in contact with us, or our authorized dealers and contractors, provide your Personal Data when using Komatsu Forest’s services or in other contacts with Komatsu Forest, for example through our websites. 

Such information may be:

  • Your contact information (name, company, address, phone number, e-mail address, etc.)
  • Demographic information (age, gender, occupational role, etc.)
  • Personal information (date of birth, how you prefer to be contacted, etc.)
  • Machine Information (model, serial number, purchase date, service history, etc.)
  • Information related to the purchase and use of our products and services (customer preferences and settings, purchase history, etc.).
  • Automatically collected data about you, such as your IP-address and information connected to it
Collection and use of logged data may be necessary when technicians diagnose and correct errors in service and maintenance of machines as well as in handling Komatsu Forest warranty commitments.

We are particularly careful when we collect and process Sensitive Personal Data.


Services provided by third parties

You may access applications and other services connected to the machine but provided by third parties, which may require, for example, the transfer of location data and other machine-recorded data to this third party. Komatsu Forest is not responsible for the collection or use of Personal Data in third party applications or services, and recommends that you carefully review the terms and conditions. If you have questions regarding the use of your Personal Data by any third party, contact the third party directly.


How do we handle Personal Data within and outside the EU / EEA?

Komatsu Forest processes Personal Data within the EU / EEA and in case of a transfer of Personal Data to a territory outside thereof, Komatsu Forest will ensure that there is a legal basis for the transfer in accordance with applicable data protection legislation.


How can you end our processing of your Personal Data?

In general, you can terminate our processing of your Personal Data by updating your preferences, terminating a particular service, or withdrawing your consent to the treatment/processing by contacting Komatsu Forest as specified in the last section of this policy.
However, you may not, in general, unless compliant with applicable law, decline the processing of your Personal Data in relation to information we handle to comply with legal obligations. 


For how long do we keep your Personal Data?

We will only keep your Personal Data as long as it is necessary for the purpose for which the information has been collected:

Contractual ground:
for the duration of the contract/agreement and up until 10 years after entering the agreement to fulfil any obligations in the agreement, including but not limited to being able to provide spare parts.

Legitimate interest:
Until the collected data has been analysed and processed after a mailing and/or a conducted survey, or in general for a maximum period of three years after a contact has been established with a prospective customer. The processing of data in the latter case is necessary to accommodate our and your legitimate interest in handling information and be given ample time to reflect on offers and future business.    

Consent:
For as long as the purpose for which the consent is given is valid, or until the consent is withdrawn.

Legal obligations:

As stipulated by respective law and/or decision from authority, including courts.


How is the quality of the data we collect safeguarded?

When we process your Personal Data, we strive to ensure that it is accurate and relevant, and we delete or correct Personal Data that are incorrect or incomplete. More information about your rights to ensure the accuracy of our Personal Data is contained in the last section of this policy.


With whom may we share the information?

In order to fulfil our commitments to our customers, Komatsu Forest may share your Personal Data with a third party, such as retailers, suppliers and contractors.

We may also share your Personal Data with an authority if we are required to do so by law, or if you have agreed that we may do so.

To the extent that such sharing takes place, Komatsu Forest has taken all reasonable legal, technical and organizational measures to protect your Personal Data against accidental or unauthorized destruction, accidental loss or alteration, unauthorized disclosure or access and any other unauthorized forms of treatment.


In what manner is your Personal Data used in Marketing?

We may provide you with information about new products, services, events or similar marketing activities. If you want to unsubscribe to a particular newsletter via email or similar communication, follow the instructions in the corresponding communication.

We will not sell your Personal Data to third parties and we will not share your Personal Data with third parties for their marketing purposes.


How do we process Personal Data on the Web and in Cookies?

When you visit Komatsu Forests’ websites and social media channels or if you open or click on our digital communication, we (or third parties) may automatically collect information and data about you via cookies or similar technologies. This data is mainly statistical but may also include you IP-address and data connected to it.

Komatsu Forest does not use cookies to identify you personally or to store your information, unless you give your consent and choose to register your contact information, such as name, address, e-mail address and company, in one of our webforms. In either case, you can withdraw your consent at any time by sending us an e-mail at: gdpr.uk@komatsuforest.com. Read more about cookies in our Web and Cookie Policy.


Your right to extraction, correction and deletion

You have, according to the Data Protection Regulation certain rights in relation to the processing of your Personal Data by Komatsu Forest.

You have:

  • the right to access the Personal Data we process about you.
  • the right to rectification
  • the right to be deleted ("the right to be forgotten")

However, there may be legal obligations that prevent us from immediately deleting parts of your Personal Data. In such cases, we block the information that we are required to save from being used for purposes other than complying with such legal obligations.

You have:

  • the right to request limitation of your Personal Data.
  • the right to data portability.

You may under certain conditions, request that Personal Data is moved from us to another company, authority or organization.

You have:

  • the right to object to the processing of your Personal Data that is based on legitimate interest.
  • the right to withdraw your consent.

  
Any complaints you may have on how we handle your Personal Data may be brought to the Data Protection Authority, DPA, which in the UK is the Information Commissioner's Office (ICO).

If you wish to contact us in connection with our handling of your personal information, you are welcome to do so by sending an e-mail to gdpr.uk@komatsuforest.com.


Published April 4th 2018
Updated July 2nd 2018