The United States Department of Commerce and the European Commission have agreed on a set of data protection principles (the “Safe Harbor Privacy Principles”) and frequently asked questions (collectively the U.S.-EU Safe Harbor Framework") to enable U.S. companies to satisfy the requirement under European Union law that adequate protection be given to personal information transferred from the EU to the United States. The EEA also has recognized the U.S.-EU Safe Harbor Framework as providing adequate data protection. The United States Department of Commerce and the Federal Data Protection and Information Commissioner of Switzerland have agreed on a similar, but separate set of data protection principles and frequently asked questions (collectively the “U.S.-Swiss Safe Harbor Framework”) to enable U.S. companies to satisfy the requirement under Swiss law that adequate protection be given to personal information transferred from Switzerland to the United States. Consistent with its commitment to protect personal privacy, Fellowes adheres to the U.S.-EU and U.S.-Swiss Safe Harbor Privacy Principles.
For purposes of this Policy, the following definitions shall apply:
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“Agent” means any third party that collects or uses personal information under the instructions of, and solely for, Fellowes or to which Fellowes discloses personal information for use on Fellowes' behalf.
“Fellowes” means Fellowes, Inc., its successors, subsidiaries, divisions and groups in the United States.
“Personal information” means any information or set of information that identifies or is used by or on behalf of Fellowes to identify an individual. Personal information does not include information that is encoded or anonymized, or publicly available information that has not been combined with non-public personal information.
“Sensitive personal information” means personal information that reveals race, ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, or that concerns an individual’s health. In addition, Fellowes will treat as sensitive personal information any information received from a third party where that third party treats and identifies the information as sensitive.
The privacy principles in this Policy are based on the Safe Harbor Privacy Principles.
NOTICE: Where Fellowes collects personal information directly from individuals in the EEA or Switzerland, it will inform them about the purposes for which it collects and uses personal information about them and the choices and means, if any, Fellowes offers individuals for limiting the use and disclosure of their personal information. Notice will be provided in clear and conspicuous language when individuals are first asked to provide personal information to Fellowes, or as soon as practicable thereafter, and in any event before Fellowes uses or discloses the information for a purpose other than that for which it was originally collected or discloses information to a non-agent third party.
Where Fellowes receives personal information from its subsidiaries, affiliates or other entities in the EEA or Switzerland, it will use and disclose such information in accordance with the notices provided by such entities and the choices made by the individuals to whom such personal information relates.
CHOICE: For personal information, Fellowes will offer individuals the opportunity to choose (opt-in) whether their personal information is (a) to be disclosed to a non-agent third party, or (b) to be used for a purpose other than the purpose for which it was originally collected or subsequently authorized by the individual.
For sensitive personal information, Fellowes will give individuals the opportunity to affirmatively and explicitly (opt-in) consent to the disclosure of the information to a non-agent third party or the use of the information for a purpose other than the purpose for which it was originally collected or subsequently authorized by the individual.
Fellowes will provide individuals with reasonable mechanisms to exercise their choices.
DATA INTEGRITY: Fellowes will use personal information only in ways that are compatible with the purposes for which it was collected or subsequently authorized by the individual. Fellowes will take reasonable steps to ensure that personal information is relevant to its intended use, accurate, complete, and current.
TRANSFERS TO AGENTS: Fellowes will obtain assurances from its agents that they will safeguard personal information consistently with this Policy. Examples of appropriate assurances that may be provided by agents include: a contract obligating the agent to provide at least the same level of protection as is required by the relevant Safe Harbor Privacy Principles, being subject to EU Directive 95/46/EC (the EU Data Protection Directive), Safe Harbor certification by the agent, or being subject to another European Commission adequacy finding (e.g., companies located in Canada). Where Fellowes has knowledge that an agent is using or disclosing personal information in a manner contrary to this Policy, Fellowes will take reasonable steps to prevent or stop the use or disclosure.
ACCESS AND CORRECTION: Upon request, Fellowes will grant individuals reasonable access to personal information that it holds about them. In addition, Fellowes will take reasonable steps to permit individuals to correct, amend, or delete information that is demonstrated to be inaccurate or incomplete.
SECURITY: Fellowes will take reasonable precautions to protect personal information in its possession from loss, misuse and unauthorized access, disclosure, alteration and destruction.
ENFORCEMENT: Fellowes will conduct compliance audits of its relevant privacy practices to verify adherence to this Policy. Any employee that Fellowes determines intentionally violates this policy will be subject to disciplinary action up to and including termination of employment.
DISPUTE RESOLUTION: Any questions or concerns regarding the use or disclosure of personal information should be directed to the Fellowes General Counsel at the address given below. Fellowes will investigate and attempt to resolve complaints and disputes regarding use and disclosure of personal information in accordance with the principles contained in this Policy. For complaints that cannot be resolved between Fellowes and the complainant, Fellowes has agreed to participate in the dispute resolution procedures of the European Union Data Protection Authorities pursuant to the Safe Harbor Privacy Principles, as well as to cooperate and comply with the Federal Data Protection and Information Commissioner of Switzerland.
LIMITATIONS ON APPLICATION OF PRINCIPLES
Adherence by Fellowes to these Safe Harbor Privacy Principles may be limited (a) to the extent required or permitted by law or legal process, such as to respond to or investigate a legal or ethical obligation or request or pursuant to court orders, subpoenas, interrogatories or similar directive carrying the force of law; and (b) to the extent expressly permitted by an applicable law, rule or regulation.
Questions or comments regarding this Policy should be submitted by mail as follows: Fellowes, Inc.
Itasca, IL 60143 USA
This Policy may be amended from time to time, consistent with the requirements of the Safe Harbor Privacy Principles. A notice will be posted on the Fellowes web page
1 January 2012