Privacy notice

It is important to the City of Lund that you feel safe in how your personal data is protected according to the General Data Protection Regulation (GDPR). This webpage provides information about how the City handles your personal data. You can also read about your rights as a data subject. The City of Lund has appointed a data protection officer whose task is to monitor compliance with the GDPR.

Personal data is any data that can identify you

‘Personal data’ means any information that are connected to you in person and that can identify you – such as your name, social security number, contact information, telephone number or an IP address. Images and videos are also considered to be personal data if you can be identified in them.   

What does processing of personal data mean?

‘Processing’ means any operation or operations that can be carried out on personal data such as collecting, recording, storing, culling, scanning, reading, distributing, archiving, copying, adapting or altering, retrieval, consulting, using, disclosure by transmission, dissemination, or in any way making adjustments or combining, limiting, erasing or destructing.

Who is responsible for your personal data?

The City of Lund has 13 committees that are responsible for various service that are offered to Lund’s citizens. The committees control your personal data and they are ultimately responsible for ensuring that their processing of personal data is legal, secure and accurate.

If you have any questions about processing, or if you want to access your personal data, you can contact the committees’ personal data controller or the data protection officer. You will find their contact information listed below.

List of the City of Lund’s committees

What type of data does the City collect?

The City of Lund processes personal data in many situations, such as when providing social services, reviewing applications for building permission and child care, permits related to environmental laws. City personnel also process personal data in various types of agreements, for example, around employment and land leases. They also process personal data for collecting statistics and for archiving.

The City has access to a basic register that is based on the Swedish Tax Agency’s population register and the Land Surveying Authority’s property register; it contains accurate and updated information about Lund’s citizens in relation to these aspects.

The City processes personal data from individuals who contact the City’s departments. Usually, the individual provides personal data about herself or himself, but personal data can also be obtained from public registers, for example from one of the register mentioned above.

Bellow you will find the categories of recipients that the city might share personal data with:  

  • Members of the City’s internal organisation, for example administrators, IT personnel and management.
  • External authorities such as Statistics Sweden (SCB), The Swedish Social Insurance Agency, the police, The Swedish Tax Agency or other authorities if the City are obliged to do so by law.
  • Suppliers, consultants and others who provide different services.

The use of cookies

The City of Lund uses cookies or similar tracking techniques. For example, the City uses cookies on its website and the use is regulated in the law about electronic communication. Cookies are small text files stored on your computer that are either temporarily stored for a predetermined time or deleted when you close your browser.

Read more about how we use cookies at lund.se

The app Guide Lund

If you use the app Guide Lund, the City will only processes data from your device when the app communicates with the City’s servers. The Firebase Analytics tool collects the data.

City personnel process the data for the following purposes:

  • Security: to protecting the app from misuse.
  • Analysis: to obtain statistics about how the app Guide Lund is used with the aim of developing and improving the app. This type of data is not personal data; City personnel will never attempt to associate the processed data with a specific individual.

How long does the City protect your personal data?

Taking care of your personal data is important. The City has taken unprecedented measures to protect your personal data from unauthorised publication or access, and it tries to anonymise the data as much as possible.

How long does the City process your personal data in the app?

The data processed for the Guide Lund app and the network connected to your mobile device are automatically deleted as soon as the data has been converted to processed statistics. The statistics are saved for a longer period of time because they do not contain any personal data.

If you uninstall your app, the ID that is associated with your former installation will also be automatically deleted.

Lawfulness of processing

The City of Lund processes personal data in accordance with the data protection legislation. The law decrees that processing of personal data is legal if it is a prerequisite for a city in carrying out a task in the public’s interest or as part of the committees’ exercise of authority. Processing may also be necessary due to legal obligations or the execution of agreements. Personal data are also processed because an individual have given his or her consent.

How long is your personal data kept?

The City of Lund keeps your personal data until the purpose of the processing is dispatched. The City has a legal right to do so in accordance with the legal acts that apply to cities in Sweden.  

The City’s processing of personal data usually becomes official documents. Swedish laws and regulations determine cities’ policies as to whether official documents should be archived or sorted out. If you have questions about this, you should first contact the department that processes your personal data. You can also contact the data protection officer.

Protection of your personal data

All personal data must be processed so it ensures the respect for and security of an individuals’ integrity in accordance with the high security requirements that exist in the GDPR. If special categories of personal data are processed, the requirements of security are even higher. Examples of these categories can be health-related information and information about a person’s ethnic origin, religious beliefs, trade union membership, etc. With extra high security requirements, there might be a need for a special login to access the operating systems that process personal data or the data would be encrypted.

Where does the City store your personal data?

The City of Lund always strives to store your data within the EU/EEA. It always follows the EU/EU Commission’s recommendations on adequate levels of protection and it always signs a Personal Data Processor Agreement with its suppliers. If your personal data are processed outside the EU/EEA, City personnel will inform you.

Your data protection rights

The City of Lund would like to ensure that you are fully aware of your data protection rights. You are entitled to the following:

Right to request copies of your personal data

If you want to request a copy of your or your minor children’s personal data, you can use the City’s e-service. To use the e-service, you need a digital ID (also known as BankID). If you do not have a digital ID, you are welcome to request access to your personal data by visiting the City’s Citizens Centre and filling in a form. You must also be able to verify your identity; therefore, requests cannot be accepted via mail or email.

Request for access to personal data

Right to rectification

If you believe that the personal data that concerns you is incorrect or incomplete, you may request the data to be corrected or supplemented.

Right to object

In some cases, you may have the right to object the processing of your personal data. If City personnel cannot show that there are compelling and justified reasons, the processing must cease.

Right to restriction of processing

In some cases, you may be entitled to request the restriction of processing your personal data. Your request will stop the City’s personnel from using the data for at least a certain period, except for, for example, to defend legal claims. You have also the right to prohibit the City personnel from deleting your personal data, for example, if you need the information to claim damages.

Right to erasure (‘right to be forgotten’)

In some cases, you may be entitled to have your personal data deleted. However, please note when the City of Lund needs your personal data to fulfil its legal obligations, the City is not entitled to erase the data.

Right to data portability

If the City of Lund process your personal data to fulfil an agreement, you may be able to obtain your personal data to use it somewhere else, for example transferring the data to another personal data controller, known as ‘data portability’.

The principle of public access to information

Even though the City of Lund has taken unprecedented measures to protect your personal data and has a high level of protection when processing it, the data is part of the City’s official documents. Based on the Swedish principle of public access to information, the City of Lund may have to disclose your personal data to individuals or companies. Before the disclosure, confidentiality tests are carried out following the Swedish legislation. The rules of official documents may impose certain restrictions on your data protection rights.

If you want to be anonymous

If you would like to leave a comment or contact the City of Lund anonymously, you should not provide any personal information, since it will be registered and become an official document.

If you use social media

If you use social media to get in touch with the City of Lund, the information you reveal is transferred to third parties (the company or organisation that runs the social media platforms, such as Facebook or Twitter). The information may also be available outside the EU/EEA.

You must not send personal information to the City via social media, such as social security numbers or contact information to yourself or anyone else. If confidential information appears in the City of Lund’s social media, it will be removed. The City of Lund never answers requests about, for example, social services or childcare via social media.

Contact details

Controller

The City of Lund has 13 committees that are responsible for various service that are offered to Lund’s citizens. The committees control your personal data and they are ultimately responsible for ensuring that their processing of personal data is legal, secure and accurate.

List of departments within the City of Lund

Data Protection Officer

Name: Security Solution Scandinavia AB
Email: dso@securitysolution.se

If you have a complaint

If you have complaints about how the City of Lund processes your personal data, you should contact the responsible department. If you are not satisfied with their arrangements, please contact the data protection officer. If you are still not satisfied, you have the right to send a complaint to the supervisory authority: The Swedish Data Protection Authority.

To the website of The Swedish Data Protection Authority