Legal

Instant Systems Privacy Policy

Who we are

Instant Systems Sweden AB specializes in developing, manufacturing, selling, and supporting software and hardware systems to enhance productivity, efficiency, and convenience, with a core focus on retail and logistics solutions.

What information do we collect and why?

We collect your information to fulfill our obligations and provide the highest level of customer service. Certain information is also retained due to legal requirements.

Information we store

Registration Information: Collected during registration to fulfill our commitments to you.
Purchase and Payment Information: Collected when you purchase goods and services.
Contact Information and Communication Records: Collected during customer service interactions.
Video Recordings: Collected through camera surveillance in and around our premises for security and safety purposes (see below for details).

Why we process personal information and how long we store it

We process personal information to deliver goods and services and resolve customer service issues. Below are the purposes, reasons, and retention periods for storing personal data:

Purpose	Reason	Retention Period
Purchase and delivery of goods and services	Per customer agreements	Contract period + 3 years
Perform and manage service issues	Per customer agreements	Contract period + 3 years
Communication with customer service	Maintain high service levels	Contract period + 3 years
Bookkeeping of transactions	Legally required	7 years
Camera surveillance – indoor	Legitimate interest (GDPR Art. 6.1(f))	Max 7 days
Camera surveillance – outdoor	Legitimate interest (GDPR Art. 6.1(f))	Max 30 days (or longer for ongoing investigations)

Camera Surveillance – GDPR Information

We use fixed-position surveillance cameras (no audio) in and around our premises. This processing is based on our legitimate interest in:

Preventing and investigating crimes (e.g., theft, vandalism)
Protecting property and personnel
Increasing safety in and around our facilities

Access to video footage: Only a limited number of authorized personnel at Instant Systems have access. Footage is never shared unless legally required (e.g., by law enforcement authorities).

Your rights

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA), you have the right to:

Request access to your personal data
Request correction or deletion of your data
Restrict or object to processing
Withdraw consent at any time (without affecting prior lawful processing)
File a complaint with the Swedish Authority for Privacy Protection (IMY) if you believe your rights have been violated

Data security

Instant Systems Sweden AB is PCI-DSS certified and implements appropriate technical and organizational measures to protect personal data from unauthorized access, loss, or unlawful processing.

Authority and contact details

Instant Systems Sweden AB is the data controller and processor under the DPA 2018 and GDPR. For any concerns regarding data processing, please email us at: dp@instantsystems.se