Data Protection Notice
Data protection notice applies for the website, social media presences, applicants and employees of VIMACHEM and group-affiliated companies (hereinafter referred to as VIMACHEM) and for the sending of e-mails by VIMACHEM.
The Website and the social media presences serve to provide information about VIMACHEM’s services and about VIMACHEM as an employer. Through the Website and the social media appearances, individuals also have the opportunity to contact VIMACHEM.
Personal data is processed in connection with the website, the offers provided on the website, the social media appearances and the sending of emails.
Below you will find information about the company responsible for processing your personal data, its representative and the data protection officer, as well as your rights in relation to the processing of your personal data.
In this policy, the term “personal data” refers to data that relates to an individual and identifies that individual either directly or indirectly (in conjunction with other information that may come into VIMACHEM’s possession), such as your name, email address or telephone number, particularly in connection with job applications.
Collection of personal data
In general, you can access VIMACHEM’s website without providing any personal information. Your browser transmits information to our server that is technically necessary to display our website and to ensure its stability and security. This is IP address, date and time of the request, content of the requests, access status / http status code, amount of data transferred, website from which the request comes, browser, operating system and its interface as well as language and version of the browser software.
To access some areas of our website, e.g. to apply for a job, we may require personal data from you. In these cases, the entry of personal data is voluntary, and you will be expressly requested to provide this personal data and informed about the intended use of this personal data. If you do not provide us with the required personal data, you may not be able to use some features of our website. The typical reasons we collect personal information are listed below, along with a brief description of how your personal information will be handled in each case.
Communication with you. We will respond to any comments or requests you submit to us through our website, such as online inquiries, comments, or conference registration. This may mean that we call or email you.
Generating aggregate statistics about the use of our website.
Your personal information will be stored on our systems accordingly.
Training and education. Your personal data will be used for certification exams and certificates of attendance for the purpose of legitimizing and issuing your training certificate. VIMACHEM or external trainers use participant lists with personal data for internal organization, e.g. for individual preparation of participants or for sending training documents. Participation in feedback questionnaires on training quality is voluntary and anonymous. Online registration for public training courses takes place via specific each time platforms; their data protection provisions apply.
The following table lists the categories of personal data that VIMACHEM processes or could process as part of the processing activities described in this global privacy statement.
Personal data: Name, preferred gender pronoun, contact information of any kind (such as email, phone numbers, address), gender, date of birth, age, place of birth.
Confidential Data: VIMACHEM may also collect certain types of confidential information where permitted or consented to by the laws of the relevant country, such as health/medical data (including disability status and dietary requirements/allergies at events organized/sponsored by us). VIMACHEM will only use this confidential information for the purposes described in Table 3.
Audiovisual: photographs and images/recordings taken with CCTV or other video systems, as well as voice recordings.
Position: description of current position, job title, employer, location, VIMACHEM contact(s).
System and Application Access Data: When you access VIMACHEM systems, VIMACHEM may collect data necessary to access such VIMACHEM systems and applications, such as system ID, LAN ID, email account, instant messaging account, mainframe ID, system passwords, access and activity logs, and electronic content created using VIMACHEM systems.
In addition, VIMACHEM may process the personal data listed in the table below for recruitment purposes.
Personal Data: In addition to the personal data listed above, VIMACHEM may collect other personal data for recruitment purposes, such as national identification number, social security number, insurance information, marital/partnership status, domestic partners, relatives, emergency contacts, military service.
Confidential Data: VIMACHEM may collect certain types of confidential sensitive information when permitted by applicable local law or when you have consented to it, such as health/medical information (including disability), information about union membership, religion, race or ethnicity, minority flag, and (to the extent permitted by law) information about criminal convictions and offenses. VIMACHEM collects this information for certain purposes, such as health/medical information to treat and provide care for a disability or illness; background checks; and personal diversity information (such as race or ethnicity) to comply with legal obligations and internal policies related to diversity and equal treatment.
Immigration Data: VIMACHEM may collect citizenship, passport, residence or work permit information (physical copy and/or electronic copy).
Talent Management Information: information required for a background check, details of performance decisions and outcomes, performance feedback and alerts, e-learning/training programs, performance and development reviews (including information you provide when requesting/providing feedback, prioritizing and updating your inputs into relevant tools), driver’s license and vehicle registration, and biographical information.
VIMACHEM processes your personal data for a variety of purposes. The following table lists each of the purposes for which VIMACHEM processes your personal data.
Facilitating communication with you (including in emergency situations): Facilitating communication with you, ensuring business continuity, protecting the health and safety of employees and others, protecting IT infrastructure, office equipment and other assets, facilitating communication with you and emergency contacts you provide.
Tracking your use of VIMACHEM’s property: monitoring activities in accordance with the laws of the land and/or applicable VIMACHEM policies (including monitoring the use of VIMACHEM resources).
Data analytics: analyzing business processes and data to describe, predict, and improve VIMACHEM’s economic performance and/or to provide a better user experience. In particular, the analyses include descriptive analyses, predictive analyses, analyses of the behavior of individuals (customers, business contacts) through the use of personal data, as well as marketing, individual customer view and customer journey analyses.
Recruitment: managing applications, including conducting interviews and appraisals, performance appraisals, financial planning, administering payments, managing inclusion and diversity programs, conducting background checks, scheduling and monitoring training requirements.
Use of personal data for marketing purposes
Most of the personal information we collect and use for marketing purposes relates to individual employees of our customers and other companies with whom we have an existing business relationship. We may also obtain contact information from public sources, including content posted on social media sites, to make initial contact with a relevant individual at a customer or other business.
We send commercial emails to individuals at our customers or other companies with whom we wish to establish or maintain a business relationship, in accordance with applicable marketing laws. Our targeted email messages typically contain web beacons, cookies and similar technologies that allow us to know whether you open, read or delete the message and which links you click. If you click on a link in a marketing email you receive from VIMACHEM, we will also use a cookie to log which pages you view and what content you download from our websites, even if you are not registered or logged in to our site.
Targeted emails from VIMACHEM may contain additional privacy information as required by applicable laws.
Like most companies, VIMACHEM uses database technology to manage and track our marketing efforts. Our databases contain personal information that belongs to individuals at our clients and other companies with whom we already have a business relationship or wish to establish one. Personal data used for these purposes includes relevant business information such as: Contact information, publicly available information (e.g., board membership, published articles, press releases, your public posts on social media sites when relevant to the business purpose), your responses to targeted emails (including web activity following links in our emails), website activity from registered users of our website, and other business information recorded by VIMACHEM professionals based on their personal interactions with you. If you wish to be excluded from our databases, please contact us.
We may share personal data with our service providers, professional advisors, public and government authorities, or third parties in connection with a (potential) corporate or commercial transaction. These third parties may be located in other countries. Before doing so, we will take the necessary steps to ensure that your personal data is adequately protected as required by relevant data protection laws and VIMACHEM’s internal policies.
Unless you are notified otherwise, transfers of your personal data from the European Economic Area (EEA) to third parties outside the EEA will be made on the basis of an adequacy decision or in accordance with standard contractual clauses within full respect of any applicable legislation. All other transfers of your personal data outside the EEA will be made in accordance with the relevant international data transfer mechanisms and standards.
Your rights regarding marketing communications
You may exercise your right to prevent marketing communications to you by checking certain boxes on the forms we use to collect your personal information or by using opt-out mechanisms in the emails we send you. You may also exercise your right to stop receiving marketing communications or to delete your personal information from our databases by contacting us. In this case, we will retain a minimum amount of personal data to note that you have unsubscribed so that we do not need to contact you again. Alternatively, you may email us at info@VIMACHEM.com to notify us of your unsubscribe request.
If you have any questions about data privacy or would like to provide us with permissions for websites or promotional purposes, please contact us.
Particularly sensitive personal data
VIMACHEM does not generally collect “particularly sensitive personal data” through its website. “Particularly sensitive personal data” is personal data about race, political opinion, religious or philosophical beliefs, trade union membership, health or sex life. By voluntarily providing us with particularly sensitive personal data (e.g., by submitting your resume or applying for a job online), you expressly consent to the use of your personal data as described in this policy.
Sharing your personal data
VIMACHEM is a global organization. We have various legal entities in Greece and in the USA and partners in many countries. Our internal processes and infrastructures are therefore international in nature and scope.
Accordingly, you should be aware that we may share your personal data with third parties to process it on our behalf. We require that third parties handle the personal data they receive in accordance with VIMACHEM’s privacy and security policies.
Your personal data may therefore also be subject to cross-border transfer. Cross-border transfer of your personal data will only occur (i) to countries with equivalent data protection standards or (ii) on the basis of officially recognized data protection agreements or (iii) on the basis of officially recognized standard data protection clauses.
Below you will find more detailed information about your rights in relation to the processing of your personal data under the General Data Protection Regulation (GDPR):
I. Right of access
As a data subject, you have a right of access and information under the conditions set out in Article 15 of the General Data Protection Regulation. This means that you have the right to obtain confirmation from us as to whether we are processing your personal data. If this is the case, you also have the right to access the personal data and information listed in Article 15(1) of the General Data Protection Regulation. This includes information about the purposes of the processing, the categories of personal data processed and the recipients or categories of recipients to whom the personal data have been or will be disclosed (Article 15(1)(a), (b) and (c) of the General Data Protection Regulation). The full scope of your right of access and information can be found in Article 15 of the General Data Protection Regulation.
II. Right to rectification
As a data subject, you have the right to rectification under the conditions set out in Article 16 of the General Data Protection Regulation. This means that you have the right to request from us, without undue delay, the rectification of inaccurate personal data and the completion of incomplete personal data. The full scope of your right to rectification can be found in Article 16 of the General Data Protection Regulation.
III. Right to erasure ("right to be forgotten")
As a data subject, you have a right to erasure (“right to be forgotten”) under the conditions set out in Article 17 of the General Data Protection Regulation. This means that you have the right to request that we delete your personal data and that we are obliged to delete your personal data without undue delay if one of the reasons listed in Article 17(1) of the General Data Protection Regulation applies. This may be the case, for example, if personal data are no longer necessary for the purposes for which they were collected or otherwise processed (Article 17(1)(a) of the GDPR). Furthermore, if we have made the personal data public and are obliged to erase it, we are obliged to take reasonable steps, including technical measures, having regard to the available technology and the cost of implementation, to inform the controllers that process the personal data that you have requested the erasure of links to, or copies or replications of, those personal data from those controllers (Article 17(2) of the GDPR). The right to erasure (“right to be forgotten”) does not apply if the processing is necessary for one of the reasons listed in Article 17(3) of the GDPR. This may be the case, for example, where processing is necessary for compliance with a legal obligation or for the establishment, exercise or defense of legal claims [Article 17(3)(a) and (4) of the GDPR]. The full scope of your right to erasure (“right to be forgotten”) can be found in Article 17 of the General Data Protection Regulation.
IV. Right to restriction of processing
As a data subject, you have the right to restriction of processing under the conditions set out in Article 18 of the General Data Protection Regulation. This means that you have the right to request that we restrict processing if one of the conditions set out in Article 18(1) of the General Data Protection Regulation applies. This may be the case, for example, if you dispute the accuracy of the personal data. In this case, the restriction of processing applies for a period of time that allows us to verify the accuracy of the personal data [Article 18(1)(a) of the General Data Protection Regulation]. Restriction means that stored personal data are marked with the aim of limiting their future processing [Article 4(3) of the GDPR]. The full scope of your right to restrict processing can be found in Article 18 of the General Data Protection Regulation.
V. Right to data portability
As a data subject, you have a right to data portability under the conditions set out in Article 20 of the GDPR. This means that you generally have the right to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format and to transfer this data to another controller without hindrance from us, if the processing is based on consent pursuant to Article 6(1)(a) or Article 9(2)(a) of the GDPR or on a contract pursuant to Article 6(1)(b) of the GDPR and the processing is carried out using automated means [Article 20(1) of the GDPR]. For information on whether processing is based on consent pursuant to Article 6(1)(a) or Article 9(2)(a) of the GDPR or on a contract pursuant to Article 6(1)(b) of the GDPR, please refer to the information on the legal basis for processing in this Privacy Notice. When exercising your right to data portability, you also have the right in principle to have your personal data transferred directly from us to another controller, provided that this is technically feasible [Article 20(2) of the GDPR]. The full scope of your right to data portability can be found in Article 20 of the General Data Protection Regulation.
VI. Right to object
As a data subject, you have a right to object under the conditions set out in Article 21 of the GDPR. At the latest during the first communication with you, we will expressly point out your right to object as a data subject. As a data subject, you have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) or (f); this also applies to profiling based on these provisions. In the event of an objection based on your particular situation, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims. The full scope of your right to object can be found in Article 21 of the General Data Protection Regulation.
VII. Right to withdraw consent
If a processing operation is based on consent pursuant to Article 6(1)(a) or Article 9(2)(a) of the General Data Protection Regulation, you as the data subject have the right to withdraw your consent at any time pursuant to Article 7(3) of the General Data Protection Regulation. The revocation of your consent does not affect the lawfulness of the processing carried out on the basis of your consent until the revocation. We will inform you of this before you give your consent.
VIII. Right to complain to a supervisory authority
As a data subject, you have the right to lodge a complaint with a supervisory authority under the conditions set out in Article 57(1)(f) of the General Data Protection Regulation.
Duration of retention
VIMACHEM stores your personal data only for as long as necessary. In addition, VIMACHEM maintains specific policies and procedures for the management and retention of records and data so that personal information is deleted after a reasonable period of time in accordance with the following retention criteria:
VIMACHEM will retain your personal information for as long as we have a business relationship with you.
VIMACHEM will retain your personal information for as long as it is necessary to comply with a legal obligation.
VIMACHEM will retain your personal information for as long as necessary to maintain or improve VIMACHEM’s legal position (e.g., in relation to statutes of limitations, litigation or government investigations).
Please keep your personal information up to date and notify VIMACHEM of any material changes to your personal information.
As with many other organizations, VIMACHEM may restructure its business units around the world, either as a result of acquiring new units or divesting or merging existing units. When this occurs, personal information may be disclosed to potential or actual purchasers of parts of our business, or personal information may be received from potential sellers. In doing so, we strive to ensure that the confidentiality of personal data disclosed in the course of such transactions is appropriately maintained.
Data security and integrity
VIMACHEM takes various technological and procedural security measures to protect the personal information we collect, use or transmit from loss, misuse, alteration or destruction. Please note, however, that due to the openness and uncertain nature of the Internet, VIMACHEM cannot assume responsibility for the security of any transmission of personal information over the Internet.
Analysis software and cookies
We make every effort to respond to inquiries promptly, but a reasonable processing time must be expected.
This policy was last updated on March 31st 2023. Please visit this page regularly to see if this policy has changed.