Integrity policy

for IKEA Staff Foundation including Aktivitetshuset (IKEA co-workers leisure and sports facility) and Vuxenklubben (IKEA Veterans Club)

  1. Information about how we process your personal data

IKEA Staff Foundation (referred to as “the Foundation” in the text that follows) is committed to preserving your integrity. Those of us who work for the Foundation process your personal data in a manner that means you can always have complete confidence in sharing your details with us. Here at the Foundation and at IKEA in general we feel that it is important to be open about how the Foundation manages your personal data.

This Integrity Policy informs you about how the Foundation processes your personal data.

If you have any questions or points of view about how the Foundation processes your personal information, you can contact us by calling +46 (0)476-440 760 or by e-mailing aktivitetshuset@IKEA.com

  1. Responsibility for your personal data

IKEA Staff Foundation (registered address: Aktivitetshuset, Aktivitetshusegatan 8, SE-343 36 Älmhult, Sweden; telephone +46 (0)476-440 760; e-mail: aktivitetshuset@ikea.com) is the personal data controller for the personal information that the Foundation receives and processes in connection with the use of Aktivitetshuset’s leisure and sports facility and the Foundation’s services.

All systems used by and within the Foundation are protected by a secure network architecture with firewalls and functions for detecting any unauthorised attempts to access the systems. Access to personal data is limited to individuals with unique user identities who need the information in order to carry out their assigned tasks at work.

  1. Why does the Foundation need to process your personal data?

The Foundation exists in order to be able to provide benefits and services for co-workers employed by companies in the Ingka Group and the Inter Group, as well as for family members of those employees and for former employees who are now retired. The personal data that you share with the Foundation is used to provide benefits and services, administer your gym card, facilitate bookings for events and food, as well as offering other benefits such as the hiring of equipment and the booking of other facilities.

  1. How does the Foundation use your personal data?

The Foundation registers and processes your personal data solely in order to be able to offer and maintain the services that you have required.

  1. What personal data does the Foundation collect?

When you make use of the Foundation’s services, the Foundation registers personal data such as your full name, postal address, e-mail address, telephone number, personal identity number and also, in certain instances, your photo (for example, in connection with an application for a gym card).

  1. The legal basis on which the Foundation processes your personal data

The legal basis on which the Foundation is entitled to process your personal data is your employment agreement or an agreement relating to membership in the IKEA Veterans Club (Vuxenklubben), or a justifiable interest in processing data relating to other family members who use the services of the Foundation. 

  1. How the Foundation shares your personal data

The Foundation shares your personal data only with your employer if you are employed by IKEA or Inter, or when the Foundation is otherwise legally required to do so. The Foundation may, in some instances, use suppliers as personal data processing representatives when sending mail or when using IT systems, shipping and logistics companies, banks and credit card companies. In such cases, the Foundation has entered into a Personal Data Processing Agreement to ensure that safe and secure measures are in place to protect your data. When the Foundation shares your personal data, this information will be used for the same purposes for which the Foundation originally collected it. Sharing this information will not involve transferring your personal data to a country outside the EU/EEA.

  1. Storage and deletion of data

The Foundation stores your personal data for as long as the information is required in order to meet the purpose for which the data was originally collected. Personal data may also be stored for the length of time required to comply with existing legal requirements. The Foundation has routines in place to regularly check that the Foundation is not storing unnecessary personal data.

– Information from CCTV security cameras is deleted 60 days after it has been registered.

– Information about an employee and his/her family members is always deleted (unless otherwise stated) no later than 6 months after termination of employment.

– Information relating to a member of the IKEA Veterans Club (Vuxenklubben) is deleted no later than 6 months after notification has been received that the individual’s membership in the club has expired.

  1. Your rights

The Foundation wants to be transparent about how it processes your personal data at all times. If you would like to know how your personal data is processed, you have the right to apply for access to your data in the form of a database extract. After receiving an application from you, the Foundation may request additional information to ensure that the data is supplied to the correct person. An application for a database extract should be made in writing and signed by you. You also have the right to request that your personal data is corrected. The Foundation will always delete your information to the extent required by legislation at any given time, and the Foundation will, of course, always strive to accommodate your wishes in the event that you request deletion. You are also entitled to raise an objection to the way the Foundation has processed your information (for example, if any of the information that has been collected about you is incorrect)

  1. Complaints and regulatory authority

If you are of the opinion that the Foundation has processed your personal information in an incorrect or inappropriate manner, you are entitled to make a complaint to the Swedish Data Protection Authority, which is the regulatory authority in Sweden for personal data processing.

  1. Contact us

The Foundation aims to always provide you with clear information about how the Foundation uses your personal data. If you still have any questions about how the Foundation uses your personal data, you are welcome to contact Aktivitetshuset: postal address Aktivitetshusegatan 8, SE-343 36 Älmhult, Sweden; telephone number +46 (0)476 440 760; e-mail aktivitetshuset@ikea.com. These are the contact addresses to which you should send any questions you have about how your personal data is processed by the Foundation, or if you wish to correct any inaccuracies in your personal data.