Article version 2022.45.0

Privacy Notice - Volvo Car Fleet Account

Effective from:

Published at:

Welcome to Fleet!

Care by Volvo Car AB is committed to protect and respect your privacy. This document describes how we will process your personal data in relation to a Volvo Car fleet account (‘Fleet Account’). It also describes how we will process personal data when you drive a Volvo car either through a Care by Volvo subscription or a Volvo car purchased through the Fleet Account and when using the services connected to the car.

Since we take your privacy seriously, we are dedicated to process your personal data in a secure, lawful, and transparent way. Therefore, we have implemented appropriate technical, organizational, and physical security measures including encryption, access controls and secure development processes to adequately protect your personal data. We will only use your personal data for clearly described purposes and in accordance with your data protection rights.

You have specific legal rights granted by the General Data Protection Regulation relating to the personal data we process about you. You can withdraw your consent or object to our processing of your data, access the data we hold about you, ask for rectification or restriction of your data, request to have your data ported to another entity, request that we delete your data, and finally you can file a complaint with a data protection supervisory authority. In Volvo Cars - Customer Privacy Policy you can read more about your data protection rights.

Controller

Care by Volvo Car AB (reg. no 556746-9407) a company within the Volvo Car group registered in Sweden and with address 405 31 Gothenburg (‘Care by Volvo’, ‘we’ or ‘our’) is the controller of your personal data and is responsible for ensuring that your personal data is processed correctly and securely in accordance with applicable data protection legislation.

Categories of personal data, purpose for processing and legal basis

We need to rely upon a valid legal basis to justify our processing of your personal data. Lawfulness may be derived from your consent, by contract, legal obligations or from our or a third party’s legitimate interest to process your personal data which is not overridden by your interest of not having the personal data processed.

Please note that where we process your personal data based on your consent you have the right to revoke your consent at any time with effect for the future.

We will process your personal data, on the following legal basis, for the purposes set out below:

To create and use the Fleet Account

Legal basisPurposeCategories of personal data
The processing is necessary for our legitimate interest to enter into and fulfil the subscription/sales contract with the company that you represent or work with.The processing is necessary for our legitimate interest to know who we sell and provide cars to.To create a Fleet Account and to verify you as a Fleet Account user at login.To verify your identity and that you are an authorised person to sign on behalf of the company that you work with.To communicate with you via email, phone, and Volvo Cars App.• Name.• Phone number.• Email address.• Country.• Volvo ID.• Password.• Personal identification number.• Copy of a valid ID (if applicable).

Order and delivers of cars

Legal basisPurposeCategories of personal data
The processing is necessary for our legitimate interest to fulfil our obligations and/or rights under the subscription/sales contract with the company that you represent or work with.The processing is necessary for our legal obligation to comply with applicable legislation e.g., on potential car recalls.To communicate with you via email, phone, and Volvo Cars App.To be able to handover the cars or to do a car recall (if applicable).To receive payments and provide payment instructions e.g., send monthly invoices (if applicable).To manage customer support.To investigate and handle complaints, warranty performances and claims.To retain information regarding any breach of the subscription/sales contract with the company that you represent or work with.• Name.• Address.• Business email address.• Phone number.• Copy of a valid ID (if applicable).• Information provided by you in connection with e.g., customer support matters.

Manage the connected Volvo service program included in the cars

Legal basisPurposeCategories of personal data
The processing is necessary for our legitimate interest to fulfil our obligations under the subscription/sales contract with the company that you represent or work with.To provide roadside assistance or to make a service booking.To communicate with you via email, phone, and Volvo Cars App.• Name.• Business email address.• Phone number.• Volvo ID.

Evaluate and develop our services and products

Legal basisPurposeCategories of personal data
The processing is necessary for our legitimate interest to improve and monitor the quality of our services and products.To conduct analysis and compile statistics on how our services and products are used an aggregated level.To perform customer surveys and evaluations.• Name.• Business email address.• Age.• Gender.• Information provided by you in connection with correspondence and feedback on our services and products.

Marketing of services and products (either from us or our business partners)

Legal basisPurposeCategories of personal data
The processing is necessary for our legitimate interest to market our brand, our products, and services (or similar services and products) to the company that you work with.To communicate with you and inform you about products and services, either from us or our business partners, and identify those that may be of interest to the company you represent or work with.• Name.• Email address/Business email address.• Phone number.• IP address.• Clicking and visiting frequency, i.e., the time at which you read the marketing materials we send by email and which links you click on.

Collection of your personal data

We will receive your personal data directly from you or from the company that you represent and/or third parties with whom we do business.

We may also receive your personal data from other companies within the Volvo Cars group in case you have provided information to such group company in connection with the use of the cars and connected services, e.g., Volvo ID and Volvo Cars App. For further information on the processing of personal data relating to Volvo ID and Volvo Cars App, please read the Volvo Cars - Privacy Notice – Volvo ID and the Volvo Cars - Privacy Notice – Volvo Cars App.

Retention of your personal data

We keep your personal data only as long as is necessary to fulfil the purposes for which we obtained it. Further, our retention periods are based on business needs or legal obligations and the personal data that is no longer needed is either irreversibly anonymised or deleted securely.

Access to personal data

Your personal data is accessible only by those who need the personal data to accomplish the intended processing purpose. In order to provide the services connected with Fleet Account the following recipients may have access to your data. Please note that the following recipients are expected and required to protect the confidentiality and security of your personal data and may only use your personal data in accordance with applicable data protection legislation.

We will not sell your personal data to third parties for direct marketing purposes unless you have consented thereto.

Third party Reason for disclosure
Other companies within the Volvo Cars group and its sub-processers.Personal data may need to be transferred to other companies within our group, since central functions such as marketing and finance are managed jointly within the group in which we are a part.
IT-suppliers and their sub-processors.Personal data may need to be transferred to IT-suppliers and suppliers of cloud solutions for provisions of general business support systems and data hosting.
Authorised Volvo car repairer(s) (and its sub-processors).Personal data may need to be transferred to authorised Volvo car repairer(s) for the purpose of providing the service under the Volvo service program.
Volvo car retailer(s) (and its sub-processors).Personal data may need to be transferred to authorised Volvo car retailer(s) for the purpose of communication and administration of the handover of cars (if applicable).
Our legal advisors and similar professional consultants.Personal data may need to be disclosed for the purpose of supporting, providing advice and representing us in relation to claims and/or court proceedings.
Governmental authorities.Personal data may need to be disclosed to authorities when necessary for compliance with our legal obligations or to enforce our contractual rights.
Business partners.Personal data may be disclosed to our business partners for the purpose of e.g., sending you targeted marketing offers, if you have consented thereto.
Financial institutions.Personal data may be transferred to financial institutions to evaluate the financing documents you submit to us and ensure the upcoming payment (if you are a sole trader).

Third party services

When you are registered for a Fleet Account and when you are using the cars, you may access applications and other services linked with e.g., the cars that are provided by a third party, which may, for example, require transmission of location data and other vehicle-recorded data to this third party. Care by Volvo is not responsible for the collection or use of personal data in applications or services provided by a third-party. Hence, we recommend that you carefully review applicable terms for (and any privacy policy related to) such applications or services before you use them.

If you have questions concerning a certain third-party use of your personal data, please contact the third party directly.

Transfers of data outside of the EEA

Your personal data may be processed outside the European Economic Area (EEA) since Care by Volvo, our group companies and many of our suppliers and business partners operate in several jurisdictions. If we transfer your personal data to a country outside the EEA, we will ensure that your personal data continues to be protected and take the necessary measures to ensure the lawfulness of such transferring. These measures include e.g., implementing EU standard contractual clauses with our suppliers and/or other applicable safeguards. You can access the EU standard contractual clauses at the European Commission’s website.

Please contact us if you have any questions in relation to the transfer of your personal data outside the EEA using the contact details under the section 'Contact' below.

If you do not provide us with your personal data

Some of the personal data you provide to us is necessary for us to be able to fulfil our obligations, either legal or contractual, regarding the use of Fleet Account and the connected services. If you choose not to provide certain personal data, we will not be able to fulfil our legal or contractual obligations towards you or the company that your work with.

Contact

Please contact us using the contact details below if you have any questions regarding this privacy notice or our processing of your personal data.

Care by Volvo Car AB

Postal address: c/o Volvo Car Corporation, VAK HB2N, 405 31 Gothenburg

Email address:

Updates and changes to this privacy notice

Care by Volvo reserves the right to amend this policy from time to time. In the event of significant changes to this privacy notice, we will provide information with regard thereto on our website, by email or in the Volvo Cars App.