Privacy notice

The purpose of this notice is to provide details about Coloplast’s processing of personal information of persons who give consent for: 1. Order processing 2. Support Services processing, 3. Sample processing, and/or 4. Marketing.

1. Who is responsible for handling my information?

The Coloplast Group consists of many entities around the world. The Coloplast entity or entities that provide the services you sign up for are data controllers responsible for handling your information. Some services are provided by the local Coloplast entity in your country/region, whereas other services are provided by Coloplast A/S in Denmark (“HQ”) and some services are provided by the parties together.

To this effect, the parties have entered into an arrangement pursuant to Article 26 GDPR by which the main responsibility for obtaining consent correctly, i.e. for the validity of consent, lies with the obtaining local Coloplast Group entity in collaboration with HQ, whereas HQ and your local Coloplast Group entity share the responsibility for keeping data updated. HQ will delete or anonymise data in accordance with our data retention policies and/or practices on a regular basis. For further information, please contact DataProtectionOffice@coloplast.com or visit Data Privacy and Security.

You can see the responsible Coloplast entities for the relevant consent options in section (2.) below. In respect of the consents you give, “Coloplast” is the responsible data controller as listed below.

2. How is my information being handled?

In most cases when you reach out to Coloplast we will mainly process your data based on a contractual relationship between you and Coloplast. But because we will also inherently process information about your medical situation (sensitive data), we also need your consent for processing order or sample requests and provide you with support services.

The table below lists the different consent options you can choose. For each consent option it shows (i) the purposes your information is used for, and for each purpose, what information we collect, (ii) with whom the information is shared, (iii) how long it is kept, and (iv) on what legal basis it is processed. Description of the legal basis is made with reference to relevant articles of the UK General Data Protection Regulation (“GDPR”).

The information Coloplast may collect depends on the service(s) you have signed up for and the consent(s) you have given. See details for each consent option below. The information listed for each consent option below are examples of the information Coloplast may collect. Depending on what information you have (voluntarily) provided to Coloplast, Coloplast may only hold some of the information mentioned below.

1. Order Consent (Short-term Consent)

For what purpose(s) do you collect and use information about me?

What information is being collected about me?

With whom do you share this information?

On what legal basis do you process this information?

For how long do you keep this information?

Responsible controller(s)

To process your product and service orders, including delivery, prescription handling and communication with health care professionals and/or authorities to the extent required for processing your order, to store the information you provide to us and to manage your chosen preferences (data categories 1.-4.)

The information that is collected is the information you provide to Coloplast in the context of your order. This may include:

Personal details (first name, last name, postal address and if required date of birth and gender,
Contact details (e-mail address, and if required phone number)
Health and product details if required for purchase (type of products used, type of surgery, date of surgery, weight, height)
Transaction and activity details (orders and invoices)

Third parties that act on instruction from Coloplast (e.g. providers of cloud computing services, payment processing software, third-party software,and couriers). Coloplast does not sell your information or share your information with other third parties that use it for their own purposes without your consent or other legal basis.

As an example your information may be shared with health care professionals or authorities to the extent required for processing your order, e.g. when they provide, finance and/or approve your medical treatment.

The information is processed to comply with contractual obligations and on the basis of your consent, cf. articles 6(1)(b) and 6(1)(a), cf. 9(2)(a) of GDPR.

This short-term consent is valid for 12 months.

Data will be deleted if an individual withdraws consent (unless we need to retain the data by law) or if an individual has not within 12 months given Coloplast another form of consent for data processing.

Data about transactions is kept for documentation purposes in accordance with applicable local law, e.g. law within the field of bookkeeping, tax, quality or limitation of actions.

Coloplast Limited, Nene Hall, Lynchwood Park, Peterborough Business Park, Peterborough, PE2 6FX

and

Coloplast A/S, 3050 Humlebaek, Denmark

jointly (more information on how the parties split their responsibilities can be accessed here).

2. Support Services Consent

For what purpose(s) do you collect and use information about me?

What information is being collected about me?

With whom do you share this information?

On what legal basis do you process this information?

For how long do you keep this information?

Responsible controller(s)

Store the information you provide to us and manage your chosen preferences

(data categories 1.-6.)

The information that is collected is the information you provide to Coloplast. This may include:

Personal details (first name, last name, postal address and if required date of birth, and gender,).
Contact details (e-mail address, and if required phone number)
Health and product details if required for purchase (type of products used, type of surgery, date of surgery, weight, height)
Information preferences: The type of information you have selected to receive
Transaction and activity details: Orders, invoices, date and time of calls, meetings and other interactions with Coloplast.
Other information you may share with Coloplast as part of the support program.

Third parties that act on instruction from Coloplast (e.g. providers of cloud computing services, payment processing software, third-party software, and couriers) Coloplast does not sell or share your information with other third parties that use it for their own purposes without your consent or other legal basis.

As an example, your information may be shared with health care professionals or authorities (public bodies) or third parties who provide finance (reimbursement) and/or approve your medical treatment (prescriptions) to the extent required for processing your support request and associated services

The information is processed to comply with contractual obligations and on basis of your consent, cf. articles 6(1)(b) and 6(1)(a), cf. 9(2)(a) of GDPR.

As long as consent from an individual applies. Data will be deleted if an individual withdraws consent or if no interactions between an individual and Coloplast has taken place within the preceding three years (interactions includes any support requests, orders, letters, e-mails, calls or any other type of communication).

Data about transactions is kept for documentation purposes in accordance with applicable local law, e.g. law within the field of bookkeeping, tax, quality or limitation of actions.

Coloplast Limited, Nene Hall, Lynchwood Park, Peterborough Business Park, Peterborough, PE2 6FX

and

Coloplast A/S, 3050 Humlebaek, Denmark

jointly (more information on how the parties split their responsibilities can be accessed here).

Provide personalised product guidance, training, and support

(data categories 1.-5.)

Tailor the information Coloplast will send to you based on your preferences and information and sending you personalised service messages, reminders, and surveys

(data categories 1., 3., 4., 6.)

Provide you with nursing services, including reviews (if such a service is offered in your country, and you have signed up for it)

(data categories 1., 3., 6.)

Develop and/or improve on an aggregated basis Coloplast products, technologies, algorithms, communication practices, apps and other services, including by gaining a better understanding user experience, behaviour and preferences. This also includes gaining insights and developing and documenting product and marketing claims related to Coloplast’s products and services

(data categories 1., 3., 4., 5.)

Share your information with third parties who provide, finance and/or approve your medical treatment, if required to provide the support service to you, cf. column 3

(data categories 1.-5.)

Process your product and sample orders and service requests, including delivery, prescription handling and communication with health care professionals and/or authorities to the extent required for processing your order and providing associated services.

(data categories 1., 2., 3.)

3. Sample Consent

For what purpose(s) do you collect and use information about me?

What information is being collected about me?

With whom do you share this information?

On what legal basis do you process this information?

For how long do you keep this information?

Responsible controller(s)

To process your sample requests, product and service orders, including delivery.

(data categories 1.-5.)

The information that is collected is the information you provide to Coloplast. This may include:

Personal details (first name, last name, postal address and if required date of birth, gender).
Contact details (e-mail address, and if required phone number).
Health and product details if required for purchase (type of products used, type of surgery, date of surgery, weight, height).
Information preferences: The type of information you have selected to receive.
Transaction and activity details: Orders, invoices, date and time of calls, meetings and other interactions with Coloplast.
Other information you may share with Coloplast as part of the support program.

Third parties that act on instruction from Coloplast (e.g. providers of cloud computing services, payment processing software, third-party software) Coloplast does not sell or share your information with other third parties that use it for their own purposes without your consent or other legal basis.

The information is processed to comply with contractual obligations and on basis of your consent, cf. articles 6(1)(b) and 6(1)(a), cf. 9(2)(a) of GDPR.

As long as consent from an individual applies. Data will be deleted if a user withdraws consent or if no interactions between an individual and Coloplast has taken place within the preceding three years (interactions includes any orders, letters, e-mails, calls or any other type of communication).

Data about transactions is kept for documentation purposes in accordance with applicable local law, e.g. law within the field of bookkeeping, tax, quality or limitation of actions.

Coloplast Limited, Nene Hall, Lynchwood Park, Peterborough Business Park, Peterborough, PE2 6FX

and

Coloplast A/S, 3050 Humlebaek, Denmark

jointly (more information on how the parties split their responsibilities can be accessed here).

Provide personalised product guidance, training and support

(data categories 1.-5.)

Tailor the information Coloplast will send to you based on your preferences and information, and sending you personalised service messages, reminders, and surveys

(data categories 1., 3., 4., 6.)

Provide you with nursing services, including reviews (if such a service is offered in your country, and you have signed up for it)

(data categories 1., 3., 6.)

Develop and/or improve on an aggregated basis Coloplast products, technologies, algorithms, communication practices, apps and other services, including by gaining a better understanding user experience, behavior and preferences. This also includes gaining insights and developing and documenting product and marketing claims related to Coloplast’s products and services.

(data categories 1., 3., 4., 5.)

Share your information with hird parties who provide, finance and/or approve your medical treatment, cf. column 3

(data categories 1.-5.)

Process your product and sample orders, including delivery.

(data categories 1., 2., 3.)

4. Marketing Permission (If opted-in)

For what purpose(s) do you collect and use information about me?

What information is being collected about me?

With whom do you share this information?

On what legal basis do you process this information?

For how long do you keep this information?

Responsible controller(s)

Communicate with you via post, phone, e-mail, to send newsletters and marketing materials, including promotional, about Coloplast’s offerings of relevance to you

(data categories 1.-5.)

The information that is collected is the information you provide to Coloplast. This may include:

Personal details (first name, last name, postal address and if required date of birth, and gender)
Contact details (e-mail address, and if required phone number)
Medical condition, health and product details if required for purchase (type of products used, type of surgery, date of surgery, weight, height)
Information preferences: The type of information you have selected to receive
Transaction and activity details: Orders, invoices, date and time of calls, meetings and other interactions with Coloplast

The information is processed to comply with contractual obligations and on basis of your consent, cf. articles 6(1)(b) and 6(1)(a), cf. 9(2)(a) of GDPR.

As long as consent from an individual applies. Data will be deleted if an individual withdraws consent or if no interactions between an individual and Coloplast has taken place within the preceding three years (interactions includes any orders, letters, e-mails, calls or any other type of communication).

Coloplast Limited, Nene Hall, Lynchwood Park, Peterborough Business Park, Peterborough, PE2 6FX

Tailor the information Coloplast will send to you based on your preferences and details (personal details, medical condition, health and product details, and transaction and activity details), including in the form of personalised messages, reminders, special offers and benefits

(data categories 1.-5.)

Carry out segmentation analysis based on your personal details, medical condition, health and product details, transaction and activity details, and information preferences and to gain insights, carry out tailored campaigns and target you with information of relevance to you

(data categories 1., 3., 4., 5.)

Your rights

You may withdraw your consents at any time at no cost. Withdrawing consent will not have any negative impact on you, but you will no longer be able to receive the associated services and benefits. The consents are a requirement for obtaining the services they cover ( for example, marketing consent is required for receiving marketing materials ). Withdrawal of consent does not affect the lawfulness of processing based on consent prior to withdrawal and will not impact consents that have not been withdrawn.

Any personalised support, tailoring of information and/or segmentation analysis carried out under 1. Order Consent (Short-term Consent) 2. Support Services Consent, 3. Sample Consent, and/or 4. Marketing Permission does not produce any legal or other similar significant effects for you. It will e.g. not affect the prices you are offered or prevent you from purchasing products and services.

Please see Coloplast’s privacy policy for more information about how Coloplast is handling your personal information, contact information for Coloplast’s data protection officer, what your rights as data subject are and how to exercise them.

3. How to contact Coloplast?

For questions, please contact privacyrequests@coloplast.com or contact your local Coloplast representative. Find your local Coloplast office here: Coloplast local office .

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