Privacy statement – Processing of personal data in Ludvika Municipality

Within Ludvika Municipality, every administration or company is responsible for the work on how they process personal data. This means that they are responsible for ensuring that personal data is processed legally, securely and correctly. Your personal data is protected by the General Data Protection Regulation, also known as GDPR. The legal responsibility for an administration’s processing of personal data is held by its committee. For a municipal company, it is the company’s board that is legally responsible for personal data.

It is important for us at Ludvika Municipality that you feel secure in how we handle your personal data. We are therefore open about how we collect, process and share the information that we save about you.

What is personal data?

Personal data is all kinds of information that can directly or indirectly identify a living person, such as a personal name, personal identity number, contact information, an identification number, residential address or IP address. It can also be a photo or moving picture. Even information that lacks direct identifiers, but that in a certain context can identify an individual can also be considered personal data.

What does processing of personal data involve?

Processing of personal data is all kinds of handling that can be done with personal data. Examples of terms used in this handling can include: collecting, storing, screening, reading, distributing, archiving, copying or providing in other ways, such as adjustment or merging, restriction, deletion or destruction.

How we protect your personal data

Ludvika Municipality safeguards your privacy and always protects your personal data with the technical and organisational measures that are necessary in each individual case, and ensures that the processing takes place according to applicable law. Ludvika Municipality processes personal data in accordance with the General Data Protection Regulation (the GDPR applies as of 25 May 2018. It is an EU regulation that replaces the Personal Data Act). This means, among other things, that there must be support in laws or ordinances for a personal data processing to take place. The grounds for the processing may be that it is necessary for the municipality to be able to perform a task in the public interest or for the exercise of authority. Processing may also be necessary due to a legal obligation or for the fulfilment of a contract (such as in the event of parking fines, an application for a building permit, etc.). It may also be that you yourself have given consent to the processing. If your consent is used as a legal basis, it shall also be possible for you to withdraw your consent.

How Ludvika Municipality obtains your information

When you use Ludvika Municipality’s services, it means that you have provided information that is needed so that we can provide you a service, sign a contract with you or communicate with you by email or phone, for example. Ludvika Municipality needs to process personal data, such as when somebody applies for a building permit, financial assistance, a licence under the Environmental Code, etc. In order to be able to handle different kinds of cases, the municipality must be able to identify the person it concerns. Processing may also be needed for various kinds of contracts, such as employment, the leasing of land or housing. The personal data can also be used for statistics and archiving purposes. Ludvika Municipality processes personal data from individuals who contact the municipality in various cases or to express their opinions. The information may also come from public registers, other government agencies or associations. Information can be obtained, for example, about who the company representative is from the Swedish Companies Registration Office, population registration information from SPAR or who is registered as the landowner from the Property Register at Lantmäteriet (the Swedish Mapping, Cadastral and Land Registration Authority). Those with whom the municipality can share the personal data may be within the municipality, such as registrars, case officers, IT staff and personnel managers, or other agencies, procured suppliers and the personal data processors that are sometimes engaged to enable the municipality to fulfil its tasks. If the municipality needs to transfer your data to a third country (a state that is not part of the European Union (EU) or is affiliated with the European Economic Area (EEA)), we are required to notify you.

Examples of information that we handle

It may be name, e-mail address, phone number, postal address, date of birth, contract history, payment information and other information that you provided us, or that is necessary to enable us to fulfil our commitments to you. It can also be web cookies that are used on the municipality’s website.

How we use your information

Ludvika Municipality has the right to process the personal data required for the fulfilment of our commitment to you. Ludvika Municipality may also need to process your personal data due to requirements in laws or regulations.

Who has access to your personal data

Your personal data is used by Ludvika Municipality and Ludvika Municipality’s personal data processors. We do not disclose personal data to other authorities if we are not required to do so by law, regulation or government decisions, or to protect our rights or third-party rights. Ludvika Municipality is subject to the principle of public access to official documents. This means that certain documents constitute so-called public domain documents that Ludvika Municipality must release if someone requests them. Prior to their release, a confidentiality review is conducted according to the Public Access to Information and Secrecy Act.

How long we save your data

Personal data is saved as long as necessary. Thereafter, it depends on what applies for archiving and deletion of public domain documents. Ludvika Municipality saves your personal data in accordance with the deletion decisions that apply to Ludvika Municipality in consultation with its archival authority. The deletion decisions contain information on when Ludvika Municipality may delete documents that contain your personal data. Personal data of minor or temporary significance is deleted when it is no longer current.

Principle of public access to official documents

Ludvika Municipality is covered by the Freedom of the Press Act and the Public Access to Information and Secrecy Act. This means, among other things, that messages sent to the municipality normally become public domain documents. The municipality is obliged to release information in public domain documents upon request, after a confidentiality review. The rules on public access to official documents and archive rules may entail certain restrictions on your rights. In cases where you consented to a certain processing of your personal data and if you then withdraw your consent, it may be that already collected personal data must be stored due to provisions in the Archives Act.

If you want to remain anonymous or have a protected identity

If you want to anonymously express an opinion or have anonymous contact, you must not provide any personal information as this information is registered and thereby becomes a public domain document.

Your rights

You have the right at any time to request information about what personal data we have saved about you. Your request must be in writing and personally signed, and must contain information on your name and personal identity number. We need this to ensure that we release the information to the right person. The municipality may charge a fee if the request is manifestly unfounded or unreasonable, for example if the request is recurring. Send your request for a register extract, information or correction of incorrect information to: Ludvika Municipality, 771 82 Ludvika. The information will be sent to your officially registered address. If your information at Ludvika Municipality is incorrect, incomplete or irrelevant, you can request that it be corrected. We cannot delete information that constitutes a public domain document or when there is a statutory requirement on storage, such as accounting rules. We also cannot delete data when there are legitimate reasons why the data must be stored, such as unpaid debts. You also have the right to complain to the Swedish Authority for Privacy Protection, which is the supervisory authority for the processing of personal data.

Transfer to a third country

If your personal data is processed outside the EU/EEA area (in a “third country”), we will tell you. In such cases, the processing takes place in accordance with the protection rules that are in the data protection legislation.

Cookies

Ludvika Municipality’s website uses small text files, known as cookies, to facilitate your browsing on the site. They are primarily used to gather statistics on the users’ visits and improve the experience. This may involve, for example, saving choices you make on our website.

If you use social media

If you use social media, such as Facebook, to come into contact with Ludvika Municipality, the information and personal data are always transferred to third parties (the company/organisation that runs the social media). For your own sake, Ludvika Municipality recommends you not to send sensitive information to the municipality through social media. This means that the municipality never answers questions through social media that concern individual matters in, for example, social services, childcare, etc.

Amendments and modifications to the privacy policy

This privacy policy may change in the future if, for example, changes or legislative changes take place. We therefore recommend that you regularly read our terms and conditions in order to keep up-to-date and read the latest version.

Responsibility within the municipality

Each administration or company is responsible for the practical work on how they handle personal data. For register extracts or assistance with other rights under the General Data Protection Regulation, you contact the respective administration or company directly. You can reach our administrations and companies through the municipality’s switchboard.

You can also visit the Swedish Authority for Privacy Protection, www.imy.se, for general information about your rights regarding personal data.

GDPR – General Data Protection Regulation