Privacy Policy – Independent Contractor

This is a translated version of the Cool Company’s original version in Swedish. In case of discrepancies, the original version in Swedish shall be considered to prevail over this version. 

Cool Company values your personal data. We believe that the General Data Protection Regulation (GDPR) is a good and strong tool to safeguard the personal data protection of our own employees, and of everyone else. GDPR aims to strengthen your privacy protection. 

In this policy, we describe how we process your personal data. If you have questions, you will likely find answers to them in this text and otherwise you can contact dataskyddsombud@coolcompany.se or call our customer service.

Collection of personal data

We must collect personal data in order to hire self-employed people. In order for Cool Company to be allowed to process your personal data, we must have support from the law, i.e. a legal basis. In order for our processing of your personal data to be legal, this is required in order to enter into or fulfil an agreement with you, or in order to fulfil a legal obligation required of Cool Company. 

However, processing may also be carried out after a balancing of interests, where Cool Company’s interest in processing data is weighed against your interest in privacy protection, or after you have given consent to the processing. Consent is provided separately and you can always revoke it. 

If you do not want Cool Company to process your personal data at all, you should not create an account or become self-employed with us.

Legal basis for collection and processing

Fulfilment of agreement:

As we are the employer of our Self-Employed persons, we need to be able to process their personal data in order to either enter into or fulfil that agreement or protect vital interests. The purpose is, among other things, to administer the employment relationship, which may include payment of salaries or to contact the employee. Invoice confirmations and information required for the employee’s employment are not something the employee can object to. In order to fulfil our part of the agreement as an employer, in some cases it may be required that Cool Company discloses information about the employee to our customer, i.e. your client.

When you are employed by Cool Company, it is required by law that we are able to inform you on an ongoing basis about topics related to your employment, for example, it may refer to your work environment, which is therefore not based on whether you have given consent.

If and when we need to take credit information in order to provide our service ExpressPay, it is both to fulfil the agreement and in our legitimate interest that we process your personal data for this purpose. If you do not want us to do any credit reporting, you should not choose the ExpressPay service.

Legal obligation:

Cool Company processes personal data due to obligations arising from legal requirements or other constitution, authorities’ regulations, decisions, requests or guidelines. We store, for example, personal data and the documents required by the Accounting Act. 

According to the Accounting Act (1999:1078), Cool Company must save accounting documents until the seventh year after the end of the calendar year in which the accounting year ended. Accounting documents may consist of contracts, written correspondence and invoices. The processing of personal data is required, among other things, when we act as an employer and we, for example, have to provide personal data to the Swedish Tax Agency, the Central Statistics Office and other authorities and government organisations.

Fulfilment of contract/legitimate interest:

Cool Company processes personal data, among other things by analysing and processing statistics. For this processing, we can work with both encrypted and pseudonymised data. The purpose of this processing is to be able to improve our business and to be able to offer our employees and customers continued good service, operations and services.

Cool Company uses cookies on our websites to be able to offer a better user experience for our visitors. We may carry out certain tests on our website that give us statistics on whether a certain function on our site is user-friendly or not. A cookie is a text file that is saved to your device so that our website is able to recognise your device. If you want to know when your device receives a cookie, you can set your browser to notify you. In this way, you have the option to accept or reject a cookie yourself. If you only visit our open site, we cannot see any personal data in our cookies, as these only offer statistics and anonymous information such as your path to our site. Cool Company can use systems such as Google Adwords, Google Analytics, Facebook, Bing and more in order to create target groups on the advertising platforms.

Cool Company believes that there is a legitimate interest in maintaining the security of our services and also that it is something that is required for us to be able to fulfil our part of the agreement. We do this processing in order to be able to offer you the best website possible, however, you always have the option to object to this processing by setting your browser up in such a way that you block cookies. However, keep in mind that some functionalities on our website may stop working if you block all cookies.

Cool Company processes your personal data by processing your case history in order to be able to offer you customer service and to be able to continuously train our employees and improve our way of working so as to be able to offer you the best possible support. When you contact us, that communication may be subject to analysis. We believe that in order to fulfil our part of the agreement, we must be able to offer good customer support, which is one of the services we charge for. Our customer support is one of our main means of communication with our employees. For non-employees, we believe that it is in our and your legitimate interest that we can offer good customer support, but it can also be to be able to enter into an agreement with you.

Cool Company processes personal data through the selection and execution of surveys in order to develop and improve our operations and our services that we can offer our Self-Employed persons but also our processes and methods. This processing is necessary for us to be able to fulfil the contract with you and we see that there is a legitimate interest.

Basic meaning for the data subject:

Cool Company can process personal data, as the closest relation to you as an employee, as we believe it may be necessary to protect interests that are of fundamental importance to you as an employee. However, it is your choice whether you want to provide us with that information.

Legitimate interest:

Cool Company can contact you with direct marketing, which is a legitimate interest as we are to market existing or new services. We market existing and new services, which could increase your safety at work, enable more job opportunities for you or make your everyday life easier when you are employed by us. Cool Company works actively to be able to offer customers and the Self-Employed the best possible levels of user-friendliness and to develop new products that can make everyday life easier for our customers and the Self-Employed. For this purpose, Cool Company can use your personal data that we have stored, as well as certain user data. The legitimate interest in this processing is to optimise our services and processes in order to provide the best services to our customers and Self-Employed persons in the long term. 

You always have the option to object in writing to us sending you direct marketing.

Consent:

In order to get information that is interesting to you, we want to use your personal data for something called profiling; for this, your consent is required.

Profiling means that we process personal data, by collecting, saving, processing and analysing data. The purpose of profiling is for us to be able to produce offers that match your profile. Based on the profile we create, you may receive information about services that may be of interest to you, or receive information about various opportunities that can help you in different ways in your professional role and in your relationship with us. You can also receive offers from us when you visit our partners and receive personalised offers through the use of cookies (through retargeting).

In order to give consent, you must be 18 years old. You do not need to provide consent in order to use the service and/or become Self-Employed. You give consent by ticking the box and you then certify that you are over 18 years of age.

You can always revoke consent afterwards, you do this in your account by deselecting the checkmark in the box that you clicked when you gave profiling consent.

Which categories of personal data are processed and how do we collect them

The categories of personal data that Cool Company needs to process and store in order to enter into an employment relationship are:

– Name,

– social security number,

– login information,

– address,

– contact information such as email address and mobile number,

– professional title, industry (professional title is required for Cool Company to be able to inform about the work environment and to determine whether Cool Company can undertake assignments in the area in question) and

– clearing and account number (account details are required for salary payment).

If you are ill during an assignment and send in a medical certificate, this can be processed but then only stored for the time it is required and for Cool Company to be able to fulfil the employment contract.

If we cannot see that you are registered in Sweden, we are required to collect a passport copy and work permit so that we can verify that you are allowed to work in Sweden.

Voluntary information to submit is SINK tax and A1.

For those who are or have been employed, the following are also processed:

• employment number,
• employment date, resignation date,
• form of employment
• working hours,
• salary,
• tax information and any other documents such as CVs, employment contracts, certifications or similar documents relating to your employment.

It is optional to submit contact details for your next of kin.

We collect data in different ways. Usually this happens by you creating an account and providing us with information. However, your personal data can also be collected by you contacting us, for example through our customer support or through cookies on our website (you can always block cookies in your own browser).

Storage period

Cool Company stores and, where necessary, processes personal data for those who have performed tasks as Self-Employed persons, for just over seven years in accordance with the law, and these are deleted no later than ten years from the time their last salary was paid from us. The categories that are stored are those that are required for statutory purposes.

For data subjects who have never performed assignments as self-employed persons, whose account has been inactive for three years, Cool Company automatically deletes the account and all personal data relating to the account after three years have passed from the time of registration if you do not actively choose to save your account. The Account is considered inactive if the registered account holder has never been employed by us and has not logged into their account for three years and has not opened an email from us for over a year.

Personal data received by customer support is deleted after one year as a general rule, and at the latest after three years from the time it was received if it is required for an identified purpose, if it is not required to be stored on identified legal grounds for a longer period than that.

If you delete your account yourself, your data will be deleted immediately, within one month from when you deleted the account, provided that the data is not required for legal purposes.

If you request the deletion of your data, we will do this within one month of you submitting the request, provided that we do not have to store the data due to legal obligations incumbent on us.

Recipients and suppliers

Cool Company uses different suppliers for its operations. This could, for example, relate to various suppliers of IT systems, collaboration partners, case management systems or personal data being provided to our bank, whereupon the bank processes these for salary payment.

Cool Company also discloses your personal data to other recipients such as authorities if we are obliged by law or authority decision to disclose your personal data.

Our customers, who are also your clients, in most cases need access to and process your personal data. Most of the time, the customer collects the necessary personal data directly from you, but sometimes your personal data is collected by the customer through Cool Company.

The legal basis for us sending your personal data to our customers is to complete or enter into the employment contract you are or intend to become a party to. Cool Company has agreements with recipients of personal data.

Transfer to third countries

Suppliers can be established both within the EU/EEA and in third countries. Third countries are generally not bound by the GDPR. If Cool Company transfers your personal data to a third country, we check that there is either an adequate level of protection in that country or that there are special guarantees to protect the data and your rights. Sufficient guarantees may be that the transfer is governed by specific contractual clauses that protect your rights or binding internal company rules. The contractual clauses mentioned have a content that aims for the supplier to live up to the standard that the GDPR requires and to ensure that the privacy of the data subject is protected.

The countries that the European Commission has decided have an adequate level of protection can be found here.

On June 4th, 2021, the Commission updated its standard contractual clauses for data transfers from data controllers or processors in the EU/EEA (or otherwise covered by the GDPR) to counterparties outside the EU/EEA not covered by the GDPR. We make sure to use these clauses when necessary. You can read more about the clauses here.

Increase the protection of your personal data

In its processing, Cool Company takes the so-called appropriate technical and organisational measures required to increase the protection of your personal data. Examples of measures taken are:

– encryption,

– policies,

– routines,

– internal personal data registers,

– impact assessments,

– data minimisation,

– restriction of access to personal data within the company.

We value access to your personal data and do not allow unauthorised access to it. (Cool Company has confidential relationships with consultants working for the company.)

Your rights and how you can use them

As our data subject, you have legal rights that you can call on. In most cases, you can avail of your rights free of charge. We will respond to a request from you without undue delay, usually within a month.

Your rights enable you to:

– obtain a verification of whether we process your personal data (and if this is the case, your personal data is processed in accordance with what is set out on our website),

– obtain a copy of the data that we process (through a register extract),

– object to processing or request so-called data portability,

– request the revocation of a given consent,

– restrict processing of your personal data,

– have your personal data corrected,

– have your personal data deleted, or

– request withdrawal of consent (this does not affect the legality of processing based on consent before consent was withdrawn).

If you want to avail of any of your rights, you send an e-mail to dataskyddsombud@coolcompany.se. You can always revoke consent afterwards under your account settings.

Should the processing purposes be expanded, Cool Company will inform you before further processing is carried out. You always retain the right to file a complaint with a supervisory authority if you think our processing of your personal data is incorrect.

Limitation of the data subject’s rights

If you have performed tasks as a Self-Employed person, all of your rights are limited to only being able to be performed to the extent that it does not restrict Cool Company’s ability to fulfil its legal obligations, or to only be performed when the tasks are not required for other legal purposes. (This means that if you have withdrawn your consent or requested action such as deletion, Cool Company must still store and process the personal data deemed necessary for as long as the applicable law or legal basis so requires. If not all of the stored data is considered necessary, Cool Company can however carry out the desired action for the personal data that is not required).

Correction of personal data

If you change your name, address or contact information, or notice incorrect information, it is your responsibility as an employee to change your information on your account so that it is updated and correct. Cool Company always wants accurate information about you and will do everything we can to keep your information up to date. If your personal data is subject to correction or deletion, Cool Company will notify the recipients of your personal data, provided that Cool Company finds it possible and not unreasonably burdensome.

Minors

For minors, we have a special privacy policy that is especially adapted to minors and that describes the processing we do of their personal data.

Data controller

Cool Company Scandinavia AB, company no. 556432-8390, 

Tegnérgatan 2C, 113 58 Stockholm, 

Tel: +46 (0)10-330 30 11 

E-mail: fakturera@coolcompany.com 

Contact with data protection officer

If you need to get in touch with our data protection representative, you can always call customer support or email dataskyddsombud@coolcompany.se, use “GDPR – DPO” in the subject line and describe your case.

Archiving of consent

As Cool Company has the burden of proof that consent has been received, all consent is archived.

Cookies

We use so-called cookies on our websites (in all markets). A cookie is a text file that is saved to your device so that our website is able to recognise your device. If you want to know when your device receives a cookie, you can set your browser to notify you. In this way, you have the option to accept or reject a cookie yourself.

You, as visitor to one of our websites, receive notification that the website uses cookies. You agree to the use of cookies by continuing to browse our websites (if you do not want to accept cookies, you can do so yourself by blocking cookies in your browser).

Below you can read more about our use of Cookies:

We use cookies mainly for two different purposes: optimisation of the customer experience and web analyses. Cookies can also be used to track your path to our site. When you surf our public-facing open site, we cannot see any personal data, it is only when you log in that the personal data becomes visible to us. We believe that the use of cookies for us is both about being able to fulfil our part of the agreement and that it is a legitimate interest for us and you.

For web analysis, we mainly use Google Analytics. Google Analytics helps us, among other things, to find out how our visitors interact with the website. Data from the cookie is used for internal web analysis and marketing, but is also included in Google’s demographic and interest reports.

Examples of things you can adjust yourself in your browser are blocking all cookies, accepting only first-party cookies or deleting cookies when you close your browser. Please note that some of our services may not function if you block or delete cookies.