The COWI Group (hereafter "COWI") recognises and respects the right to personal data protection for all individuals. COWI is committed to protecting our customers, employees and business partners’ personal data. Please take the time to read this privacy notice, as it provides information about the personal data that COWI may collect and how it is processed.
All articles stated in this privacy notice refer to Regulation (EU) No 2016/679 of the European Parliament and of the Council.
This COWI Privacy Notice was last updated 22.09.2020.
COWI A/S (The Data Controller)
Parallelvej 2
2800 Kongens Lyngby
Denmark
+45 56 40 00 00
For additional information or questions, please contact dataprivacy@cowi.com
As a client or as a potential client, COWI may process personal data in order to provide consultancy services, or to conclude or fulfil an agreement we have entered into with you or the organisation that you represent.
In this regard, COWI may process personal data such as name, email, phone number, mail conversations, address, and other contact details, job title, job position, CV and personal data contained therein as well as information about our business relations.
The legal basis for the processing of this personal data is article 6 (1)(b), as the processing of personal data is necessary to enter into or to fulfil an agreement between COWI and the organisation that you represent. If no agreement has been reached, the legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to try to reach an agreement with you or the organisation that you represent.
The personal data is received from you directly, from the organisation that you represent and or from any other party that may be associated with the consultancy services.
COWI processes personal data in connection with its street photo products (Danmarks Digitale Gadefoto) offered to public authorities and private organisations for professional use. The processing of street photos, and the personal data associated therewith, is to provide tools for public authorities and private organisations for documentation purposes and to improve workflows in various connections.
In this regard, COWI may process personal data such as photos of buildings, roads, address registration and date and time of when the photos were taken. The personal data, which may include photos of individuals and license plates, is blurred using algorithms. The processing of license plates may further be used to improve the algorithms’ blurring techniques, which after the data is deleted immediately.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to offer tools for public authorities and private organisations for documentation purposes and to improve workflows in e.g. urban development and planning. Furthermore, it is a legitimate interest of COWI to process license plates in order to improve blurring techniques.
The personal data is collected from publicly available sources, mainly public roads.
Please visit Danmarks Digitale Gadefoto for more information (in Danish).
COWI offers services within aerial photography, LIDAR data, 3D mapping, terrain models, city planning and thermographic assessments.
In this regard, COWI may process personal data such as photos of buildings, properties, roads, address registration and date and time of when the photos were taken. The personal data, which may include photos of individuals and license plates, is blurred.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to offer services within mapping and geo services.
The personal data is collected from public roads, train routes and airspace.
Websites owned or operated by COWI may require you to enter personal data in order to use the websites’ functionalities. The categories of personal data, the purpose of the processing, and whether the disclosure of personal data is mandatory or voluntary, is stated by independent terms that are associated with the functionality. Certain functionalities may not work, if you choose not to provide your personal data, such as the recruitment system.
Additionally, COWI collects personal data in connection with your visit to our websites through cookies. Cookies are small text files that can be used to make a user's experience more efficient. COWI use cookies to personalise content, to provide social media features and to analyse our traffic. We also share information about your use of our websites with our social media, advertising and analytics partners who may combine it with other information that you have provided to them or that they have collected from your use of their services.
The legal basis for the processing of this personal data is either article 6 (1)(a), and is therefore based on your consent with regard to preference, static, marketing and unclassified cookies. You can withdraw your consent at any time by contacting COWI according to section 1, or by visiting our cookie notice for further information. We also rely on article 6 (1)(f), as it is a legitimate interest of COWI to place necessary cookies which make our websites function properly enabling basic functions like page navigation and access to secure areas of our websites.
The personal data is collected from you directly, and through third-party cookies.
Please note that websites owned by COWI may allow you to link to other websites that are not controlled by COWI. COWI is not responsible for the content of these sites, including any privacy notices.
COWI uses social media, such as Facebook, LinkedIn, Twitter, Instagram, Youtube and Vimeo, to reach and communicate with target groups, such as customers, potential employees, partners, decision makers and the general public. The purpose is to strengthen COWI's position as a consultant, employer, expert and as a stakeholder in the public agenda.
COWI may process personal data that you have made available through social media including your interactions with COWI on these channels.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to reach and communicate with target groups on social media by producing content and marketing based on followers and interactions on these platforms.
The personal data is collected from you directly, and through social media.
COWI processes personal data in connection with your subscription to our newsletters in order for us to send you news stories, invitations, marketing and other information regarding our consultancy services and about COWI in general. This personal data may include name, email, interest areas and other information you may have provided in connection with your subscription.
The legal basis for the processing of this personal data is article 6 (1)(a), and is therefore based on your consent. You can withdraw your consent at any time by contacting COWI according to section 1, or by using the unsubscribe link in any newsletter you may have received.
The personal data is collected from you directly.
COWI facilitates events, seminars, workshops and webinars for customers, potential customers, potential job candidates, employees and other business partners.
In this regard, COWI may process personal data such as name, email and other registration related information. COWI uses this information to provide you with access to and service during the event, seminar, workshop or webinar.
The legal basis for the processing of this personal data is article 6 (1)(a), and is therefore based on your consent. You can withdraw your consent at any time by contacting COWI according to section 1.
Please note that we may take photos, record videos and livestream our events, seminars, workshops and webinars. We do this so we can share the content of these events with a broader audience, and for us to capture the atmosphere of these events. We may choose to publish these photos, videos and livestreams through our online channels and in print.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to capture and share our content and atmosphere of these events.
The personal data is collected from you directly, or through your participation and involvement in our events, seminars, workshops and webinars.
As a data subject, you may file an information request from COWI. In relation to the information request, COWI may need your personal data such as name, address, email, phone number and other data in order to respond and locate the information requested. The data may also be used by COWI to verify your identity. The personal data enables COWI to comply with our legal obligations.
The legal basis for the processing of this personal data is article 6 (1)(c), which relates to the processing necessary to comply with a legal obligation to which COWI is subject.
The personal data is collected from you directly.
Information Request Formula and Procedure.
COWI hosts visitors across our offices, including clients, potential clients, suppliers, tradespeople, stakeholders, job applicants and organisations.
In this regard, COWI may process personal data such as name, email, phone number and other contact details. If your visit is planned, we may send your contact details to reception before your visit so that a personalised visitor card or label can be granted upon arrival. If you arrive without an appointment, you will need to enter your personal data so that a personalised visitor card or label can be granted.
The legal basis for the processing of this personal data is article 6 (1)(f), as the processing is for security and safety reasons.
Furthermore, COWI may process personal data such as device address, IP address and traffic logs, if you choose to use our on-site Wi-Fi.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to provide access to our Wi-Fi while on site.
The personal data is collected from you directly or from the organisation you represent.
COWI's processing of your personal data in connection with our recruitment activities is to assess your qualifications and suitability for a solicited role you have applied for, or if you have submitted an unsolicited application. The personal data may also be used to contact you to progress your application with a view to offering you an employment contract, and may further be used to screen if other open job vacancies might be of interest to you.
When applying for a position within COWI, you will be requested to submit personal data such as your name, email, phone number, resume, CV, cover letter, primary language, experience, education, qualifications, citizenship and any other relevant information required for COWI to evaluate your application, or information you chose to provide as part of your application.
We may create personal data in the course of our recruitment activities in terms of assessment and personality tests which have independent privacy notices which you will be presented beforehand by our test providers. If you are called in for an interview, COWI may also process this data.
The legal basis for the processing of this personal data is article 6 (1)(b), as the processing of personal data is necessary for COWI in order to take steps at your request prior to entering into a contract. We may also rely on article 6 (1)(f), as it is a legitimate interest of COWI to evaluate and manage our recruitment process, including to assess and confirm suitability for employment.
As part of the hiring process, you may be requested to answer questions regarding your self-identified gender for COWI to improve its diversity, equity, and inclusion initiatives. If you apply for a job in the US, we may also ask questions relating to your race/ethnic group, disabilities and veteran status for us to comply with the regulations enforced by the Equal Employment Opportunities Commission (EEO Compliance). We use this information for government reporting purposes to which COWI is subject, but we also use the data to generate statistics and for us to evaluate whether we attract job applicants across self-identified genders. THESE QUESTIONS ARE COMPLETELY VOLUNTARY and will NOT be used as selection criteria for the hiring process.
If you provide your job application with special category data, such as health, religious or ethnical information, the legal basis for the processing of this personal data is article 9 (2)(b), which relates to COWI’s obligations in employment law.
We may ask you to provide contact details to referees from former employers to collect information about you. COWI will never contact any referrer before your approval, whereas the legal basis for the processing of this personal data is article 6 (1)(a), and is therefore based on your consent.
In some circumstances, COWI will also request a copy of your personal data relating to criminal convictions and offences or related security measures depending on the role you have applied for. The legal basis for the processing of this personal data is article 9 (2)(a), and is therefore based on your explicit consent. We will only collect this information on behalf of your prior explicit consent.
COWI will process additional personal data about you, if your application is successful and you accept our conditional offer of employment. Please visit the COWI Privacy Notice for Employees to get insight in the personal data COWI may process about you as part of your employment.
PLEASE DO NOT include personal data such as national identification numbers, data relating to criminal convictions and offences, data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning sex life or sexual orientation in your application, unless requested by COWI and unless you agree to disclose this information.
The personal data is collected from you directly, from test providers, from referees and from public authorities, if applicable.
COWI may obtain your personal data indirectly from third-party sources such as recruitment platforms and websites, such as social media sites of which you are member. The processing of your personal data is to identify and source talent for COWI to evaluate you for open positions that match your qualifications or interests.
In this regard, COWI may process your publicly available personal data, including your name, email, phone number, resume, CV, cover letter, primary language, experience, education, qualifications and any other relevant personal data you have made available.
COWI may contact you through the above-mentioned platforms of which you are member, or directly based on the information you have made available, to investigate if you are open for further recruitment activities as stated and processed in accordance with section 2.10.1.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to attract talented candidates to our workforce.
The personal data is collected from you directly and through recruitment platforms and third-party websites of which you are member.
If you have submitted a solicited or unsolicited application with COWI, you may be asked if you would like to be added to COWI’s talent pool prior to erasure of your candidate profile. If you consent to this, COWI may proactively contact you if suitable vacancies arise.
The legal basis for the processing of this personal data is article 6 (1)(a), and is therefore based on your consent. You can withdraw your consent at any time by contacting COWI according to section 1, or by deleting your candidate profile in the recruitment system.
COWI offers services within urban development, environmental surveys, traffic and transportation, area development, property rights and mapping.
In this regard, COWI may process personal data such as cadastral numbers, land registration numbers, title numbers and coordinates. The purpose of the processing is to assist public and private organisations within the services mentioned above.
The legal basis for the processing of this personal data is article 6 (1)(f), as COWI has a legitimate interest to map the relevant cadastral numbers, land registration numbers, title numbers and coordinates in order to assist public and private organisations prepare and execute analysis in regard to urban development, environmental surveys, traffic and transportation, area development, property rights and mapping.
The personal data is collected from public registers and databases.
COWI processes personal data pertaining citizens in order to answer questions and enquiries which occurs in connection with our range of services within engineering, economics and environmental science offered to private and public organisations.
In this regard, COWI may process personal data such as contact details provided by the citizen in question. Other categories of personal data may also be process, if this personal data is of relevance in connection with the responds to the particular citizen. This personal data may be forwarded to other independent data controllers if necessary in order to respond to the enquiry.
The legal basis for the processing of this personal data is article 6 (1)(f), as COWI has a legitimate interest to respond to citizens’ enquiries.
The personal data is collected from you directly.
COWI may engage standard sub-processors to assist providing our services as stated in our data processing agreements entered into with data controllers. We may add, change or remove standard sub-processors from time to time as our business needs may change. Data controllers may subscribe to notifications of sub-processor changes or updates by clicking here.
If you choose to subscribe to notifications of sub-processor changes or updates, COWI will process personal data such as the name of your organisation and email. We use this information to send you notifications of updates or changes to COWI's list of Standard Sub-Processors.
The legal basis for the processing of this personal data is article 6 (1)(a), and is therefore based on your consent. You can withdraw your consent at any time by contacting COWI according to section 1, or by using the unsubscribe link in any notification you may have received.
The personal data is received from you directly and/or from the organisation that you represent.
COWI processes personal data in connection with its City Sense services offered to public authorities and private organisations. The City Sense services detects mobile devices which have Bluetooth or Wi-Fi activated. By mounting sensors in several locations, in which the City Sense services are available, this set-up is used for tracking devices and calculate travel time and movement patterns between mounted sensors. When a device passes a sensor, the MAC addresses of the device is collected, pseudonymised through a cryptographic hash algorithm and transmitted to a server where the information undergoes irreversible anonymisation.
In this regard, COWI may processes personal data such as Bluetooth and Wi-Fi MAC addresses. The purpose of the processing is to produce information and analysis about travel time and movement patterns.
The legal basis for the processing of this personal data is article 6 (1)(f), as COWI has a legitimate interest to offer information and analyses about travel time and movement patterns on behalf of public authorities and private organisations. Traffic congestion is a large societal challenge, which daily affects many people’s lives. Robust datasets are essential for the performance of comprehensive analyses concerning road usage. Such analyses enable decisionmakers to identify the relevant traffic issues and how they can be solved by making clear how existing infrastructure can be utilized better and where strategic and productive investments in new infrastructure can be made - for the benefit of the individual and the broad public.
The personal data is collected from public and private roads.
The COWI FieldNotes app is designed to streamline the work process for field work in order to save time and to increase quality. The app is intended for COWI’s employees, external collaboration partners and clients. Use the app to take pictures, make digital notes and annotations to observations onsite and upload it all to a relevant project. By using the COWI FieldNotes app, we may process a number of personal data in order for us to identify you, your device and to make our app work better and to gather information relating to the field notes you create while using the app.
In this regard, COWI may process personal data such as your contact information such as your initials, location data such as where your submitted photos and videos were taken, content which you submit such as photos, videos and text and other user-generated content, user and device IDs, activity and usage data, diagnostics such as crash data, performance data and other diagnostic data.
The legal basis for the processing of this personal data is article 6 (1)(f), as it is a legitimate interest of COWI to make the app and the associated functions available to you, to improve the functions and features of the app and to link relevant meta data to your field notes.
The personal data referred to in section 2 may be disclosed to the following categories of recipients if COWI is required by law or if the disclosure is legitimate:
COWI may transfer personal data stated in this policy to a third country (non EU/EEA countries), including Bahrain, Canada, China, Hong Kong, India, Kenya, Mozambique, Oman, Qatar, Singapore, South Korea, Tanzania, Turkey, UAE, Uganda, USA and Zambia. COWI has established the necessary and appropriate guarantees to protect this transfer. A copy of the guarantees can be obtained by contacting dataprivacy@cowi.com
COWI stores personal data as long as it is necessary for the purpose(s) for which the data is collected.
Personal data may be stored for a longer time if anonymised.
Under applicable law, you have a number of rights in relation to COWI’s processing of your personal data. If you wish to make use of your rights, please contact COWI according to section 1.
If you need further guidance in relation to your rights, please contact your national supervisory authority.
If you wish to complain about the processing of your personal data, please contact COWI according to section 1.
You may also file a complaint to the national supervisory authority. The national supervisory authority responsible for COWI A/S is Datatilsynet (The Danish Data Protection Agency), Denmark.