Privacy Policy

1. Introduction

Codex Group OU ("we," "our," or "us") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website codexgroup.se or use our services, in accordance with the EU General Data Protection Regulation (GDPR) and Swedish data protection laws.

2. Data Controller

The data controller responsible for your personal data is:

3. What Personal Data We Collect

We collect and process the following categories of personal data:

3.1 Information You Provide

• Contact information: Name, email address, phone number, company name when you fill out contact forms
• Recruitment data: CV, work history, certifications, qualifications when you apply for positions or register as a worker
• Communication data: Messages, inquiries, and correspondence you send to us

3.2 Information Collected Automatically

• Analytics data: Pages visited, time spent, browser type, device information, IP address (anonymized)
• Cookies: See our Cookie Policy for details

4. How We Use Your Personal Data

We process your personal data for the following purposes:

• Responding to inquiries: To answer your questions and provide information about our services
• Recruitment and staffing: To match workers with projects, verify certifications, and manage placements
• Contract performance: To fulfill our obligations under staffing agreements
• Website improvement: To analyze usage patterns and improve user experience
• Legal compliance: To comply with Swedish labor laws, tax obligations, and regulatory requirements

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: For analytics cookies and marketing communications (you can withdraw consent at any time)
• Contract performance: To provide staffing services you have requested
• Legitimate interest: To improve our website, prevent fraud, and operate our business efficiently
• Legal obligation: To comply with Swedish labor laws, tax regulations, and employment verification requirements

6. Who We Share Your Data With

We may share your personal data with:

• Client companies: When placing workers on projects (with your consent)
• Service providers: Analytics platform (Manus Analytics), hosting providers, email services
• Certification bodies: To verify qualifications (ID06, SSG, Trygg Hansa)
• Authorities: Swedish Tax Agency, Swedish Work Environment Authority when legally required

We do not sell your personal data to third parties. All service providers are contractually bound to protect your data and use it only for specified purposes.

7. Data Retention

We retain your personal data only as long as necessary:

• Contact form inquiries: 2 years from last contact
• Recruitment data: 2 years from application or last placement
• Contract and employment records: 7 years (Swedish tax law requirement)
• Analytics data: 26 months (anonymized)

After these periods, data is securely deleted or anonymized unless we have a legal obligation to retain it longer.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of access: Request a copy of your personal data we hold
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure ("right to be forgotten"): Request deletion of your data
• Right to restriction: Limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interest
• Right to withdraw consent: Withdraw consent for analytics cookies or marketing at any time

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or destruction. This includes:

• SSL/TLS encryption for data transmission
• Secure hosting with access controls
• Regular security audits and updates
• Staff training on data protection
• Pseudonymization and anonymization where possible

10. International Data Transfers

Your data is primarily stored within the EU/EEA. If we transfer data outside the EU/EEA, we ensure adequate protection through EU Standard Contractual Clauses or other approved mechanisms.

11. Cookies and Tracking

We use cookies and similar technologies to improve your experience and analyze website usage. For detailed information, please see our Cookie Policy.

12. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top indicates when changes were made. Significant changes will be communicated via email or a prominent notice on our website.

14. Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, contact us:

You also have the right to lodge a complaint with the Swedish supervisory authority: