Privacy Notice – RELEX Knowledge Hub

In brief

The RELEX Knowledge Hub is a centralized platform for product documentation. It provides resources such as help documentation, release notes, known and fixed issues, and release presentations. It serves as both a standalone site and an integrated tool within RELEX products, ensuring 24/7 access to essential guidance using RELEX products. 

In terms of processing personal data, the RELEX Knowledge Hub has the following central characteristics:  

• The collection of personal data is primarily focused on user credentials for using and monitoring the gated (private) side of the RELEX Knowledge Hub.  
• Secondary analytics are performed on the collected data. 
• No personal data is collected when users access the public (non-gated) side of the portal. 

In full 

This privacy notice (“privacy notice”) informs you about how Retail Logistics Excellence – RELEX Oy (“RELEX Oy”) and its affiliated companies globally (jointly “RELEX”) process the information it collects about the individuals interacting with its solutions in relation to the RELEX Knowledge Hub. 

In this privacy notice, “personal data” refers to data that we can connect to an identifiable individual. “You” refers to the contact person of a RELEX customer and prospective customer whose personal data is processed. “Platform“ refers to the RELEX Knowledge Hub, a centralized platform designed to provide product documentation and resources. It serves as both a standalone site and an integrated tool within RELEX products. 

For information on how RELEX processes your personal data in the context of corporate relations in general, please see the dedicated privacy notice on the RELEX customer register. For employees of RELEX whose personal data is processed in connection with our services, pertinent information is also provided in the internal privacy notices of such services.   

What data is processed 

RELEX processes information of individuals who use our solutions, support them, or have a role in related activities. Such individuals are employees, contractors, and representatives of RELEX and its customers. 

The personal data that is processed as part of this privacy notice includes the following: 

• Corporate Personal data  
• Platform-related assets 
• Access and usage information  

Purposes of processing 

RELEX processes your personal data for the following purposes.  

Corporate Personal data. The RELEX Knowledge Hub is partially gated and requires authentication for specific users. RELEX uses the individual user accounts for access control. Access to the gated sections of the platform is granted through individual user accounts. 

Platform-related assets: RELEX uses personal data to provide more platform features for individual users. You can create bookmarks, save content for your own use, share it with others, and store searches to efficiently revisit relevant documentation across products. You can also receive updates, set alerts for new documents, and leave feedback. 

Access and usage information. RELEX collects logs and usage metrics to ensure high operational quality and security for its solutions. IP addresses are used to profile users, including their approximate geographic location, which helps ensure that most customers can access content in their local languages. Search behavior data is analyzed to enhance the search functionality of the platform by identifying content that users struggle to find. Security measures include detecting, preventing, and investigating incidents within RELEX Services. 

Legal basis 

RELEX Knowledge Hub supports the following legitimate business interests of RELEX, which necessitate processing personal data for the above purposes in the RELEX Knowledge Hub platform: 

• Enabling RELEX to monitor its service provisioning, and to secure its solutions from a variety of threats, as well as adjusting and correcting faults based on such information.   
• Enabling RELEX to run a global support organization to react to and resolve issues arising from its solutions.  
• Enabling RELEX to run smooth delivery projects, monitor progress, request customer resource allocations, organize meetings, and inform customer representatives of relevant matters in furtherance of the successful continuous delivery of its solutions and supporting services.  The data processing undertaken by RELEX to provide the RELEX Knowledge Hub to its users. This cannot be done without processing limited amounts of personal data. 

Data movement 

Source of personal data 

RELEX receives personal data directly from you when using the RELEX Knowledge Hub. Information, such as logs, is also generated indirectly by user activities when using RELEX’s solutions. 

Exchanges of personal data with customers and partners 

Where we utilize intermediary partners to deliver our solutions, we may also exchange personal data with such companies for the same purpose. We provide these companies with access to the personal data that they may need for their agreed activities.  

Transfers of data to processors 

Your personal data may be made accessible to RELEX’s service providers or other vendors that RELEX uses to support, operate, deliver, and maintain its solutions. While doing so, such third-party service provider personnel may process, store, or incidentally access your personal data when undertaking their contracted activities. You can read more about our processors here.  

Data processing locations and transfers of personal data outside the European Economic Area (EEA) 

The personal data is stored in France. 

Even when the customer is based in the European Union or the EEA, RELEX may use service providers that are located outside the European Union or the EEA. Also, some of the RELEX affiliates are located outside the European Union or the EEA, and the employees of such affiliates may process the personal data for the purposes specified in this privacy notice. 

We only do global or cross-border data transfers for a reason and after assessing the resulting privacy risk. 

You can read more about our processors and the locations of personal data processing here. 

When transferring your personal data outside the European Union or the EEA and to such countries that the European Commission has decided as having an adequate level of data protection, we ensure that the transfer is legal and safe by concluding an agreement based on the EU Commission’s standard contractual clauses (the fixed content of such clauses is available here) or by taking other measures that are required under applicable legislation.  

You can ask for additional details relating to the transfer and the appropriate safeguards that we have put in place, or you can ask for a copy of the related documents from the RELEX contact mentioned below. 

Other use or disclosure of your data 

M&A activities: Where RELEX takes steps to sell, buy, merge, or otherwise reorganize its businesses in certain countries, this may involve disclosing data to prospective or actual purchasers, sellers, or partners and their advisors. In such circumstances, RELEX takes all reasonable steps to ensure that the appropriate measures to protect personal data are taken by such prospective or actual purchasers, sellers, or partners and their advisors.  

There may also be circumstances not covered by this notice where processing or disclosure of your personal data may be justified or permitted. One such example includes complying with a court order or a warrant issued by the authorities, where we are compelled to produce the information. 

Other circumstances in which there may be a justifiable legitimate interest to disclose your personal data to a third party are where such disclosure is necessary to address an ongoing problem, or where we need to meet the legitimate information requirements of our third parties. In any such action, we act according to the applicable laws. 

Retention 

Your personal data is processed, by default, for the duration of the retention time, or as long as it is necessary for its intended purposes. 

The retention time is 13 months on the RELEX Knowledge Hub platform and 19 months on its backend database, such as for security logs. 

In both cases, we delete or anonymize your personally identifiable data once we no longer need to keep the data in an identifiable format. 

Also, RELEX removes your personal data if an objection to us processing your personal data is successful and/or you ask for the removal of the personal data based on applicable legislation. 

Security 

RELEX has implemented appropriate technical and organizational measures to ensure sufficient data security. Sufficient security measures are put in place to prevent unauthorized access to your personal data and any unauthorized manipulation of it. This includes restricting access to your personal data and hosting it with service providers that can demonstrate an adequate level of data security. 

We take appropriate steps to address online security, physical security, risk of data loss, and other such risks taking into consideration the risk represented by the processing and the nature of the data being protected.  

Exercising your rights 

You have the following rights to your personal data that we have gathered: 

• You have the right to access and get a copy of the personal data that we can identify pertaining to you. 
• Should you find any errors in your personal data, you can ask for these errors to be corrected. 
• You have a right to object to our collection and the use of your personal data, where our use of your personal data infringes on your rights more extensively than what can objectively be deemed as permissible. 
• You may request us to cease storing your personal data when we no longer have a defensible need to store it or as otherwise allowed by applicable data protection law. 
• If you establish that the personal data we have on you is incorrect or we have no legal right to use it, you may request us to cease any further processing of your personal data, or only store it, until the issue is resolved. 
• Where our collection of personal data is based on user consent, you may also withdraw your consent via the appropriate settings. 

If you have questions on the personal data processing that RELEX performs for our own purposes or if you want to exercise your rights relating to applicable laws such as the General Data Protection Regulation in the EU, our contact information can be found below. If you feel that RELEX is not fulfilling your statutory rights, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman. 

Profiling 

RELEX does not engage in the profiling of individuals in the context of providing its solutions. 

RELEX contact information  

RELEX Oy acts as the data controller for personal data covered by this privacy notice: 

Retail Logistics Excellence – RELEX Oy 
Business ID FI 1963444-1 
Address: Postintaival 7, FI-00230 Helsinki, Finland 
Email: Info@relex.fi 
Website: www.relexsolutions.com 

The contact person in matters relating to this privacy notice at RELEX is: 

RELEX Privacy Director: Hannes Saarinen, privacy@relexsolutions.com 

Other RELEX affiliates may process personal data on RELEX Oy’s behalf, for the purposes specified in this privacy notice. 

Changes 

To keep this notice up to date, we make changes and additions to this from time to time. We publish the changed notice on our website or on any other channel where this privacy notice has previously been made available. If the changes are significant, we may also notify you by other means. Any changes apply from the date that we publish the revised notice.