Personal data we process
The personal data we collect depends on your relationship with Scania. In the sections below, you can access detailed information about the personal data we collect for different purposes.
- Customer
- Driver
- Candidate / Job applicant
- Employee
- Business partner / Supplier
- Visitor
- Member of the public
- Usage of IT systems
What personal data does Scania process from you as a customer?
When you represent your company, we need to process your personal data for the purposes listed below. If you are a sole trader, all data that we process about your company becomes personal data.
Why do we process your personal data?
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What categories of personal data do we process? |
Legal ground |
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Legitimate interest |
To provide a quotation |
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Legitimate interest |
To deliver upon a contract |
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Contractual obligation |
To provide services and support, and to follow up on contractual obligations |
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Contractual obligation |
To inform you about updates, products and services that we believe may be of interest |
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Regulated by marketing laws per country |
To follow up our performance and how satisfied you are with our products and services, including your participation in surveys |
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Legitimate interest |
To make corrective actions |
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Legitimate interest or contractual obligation |
To analyse, improve quality and develop products, services and our organization |
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Legitimate interest |
To comply with legal obligations and legitimate requests from law enforcement and other authorities |
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Legal obligation or legitimate interest |
To provide you with requested information and relevant updates. |
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Legitimate interest/Regulated by marketing laws per country |
What personal data does Scania process from you as a driver/operator?
You drive a Scania vehicle or operate a machine with a Scania component
We collect various types of operational data from the vehicle, engine, trailer, superstructures and other products we sell, such as fuel consumption, driving patterns, geo position, error codes et cetera. Some of this becomes personal data as we may identify who is driving the vehicle or operating the machine.
We process this data in order to, e.g.
- deliver the services requested by the customer – more information about data processing can be found in respective Service Descriptions
- on request deliver in-vehicle entertainment services
- conduct remote diagnostics as well as repair and maintenance planning
- provide support
- fulfil contractual obligations
- research, analyse, improve quality and develop existing, and new products as well as services and our organization
- comply with legal obligations and legitimate requests from law enforcement and other authorities
- inform you of relevant updates
The data we collect is either provided by your employer, collected from the vehicle, engine, trailer, superstructure or other products, or created in our IT-systems that you use.
YOU ENTER A DRIVER COMPETITION ORGANIZED BY SCANIA
If you choose to enter a driver competition organized by Scania we need to collect some of your personal data - for example your name and contact information - in order to process your registration and your participation in the competition. This personal data is provided directly by you.
YOU HAVE AN EMERGENCY ON THE ROAD AND YOU CALL SCANIA ASSISTANCE
If you have an emergency on the road and you choose to contact us for emergency assistance we need to process your personal data in order to identify you, understand your emergency, provide assistance and contact you to continuously communicate information regarding your assistance case.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
To fulfil our contractual obligations such as:
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Legitimate interest |
To follow up contractual obligations of the customer |
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Legitimate interest |
To process your participation in our driving competitions |
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Consent |
To provide emergency assistance on the road |
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Legitimate interest |
To make corrective actions |
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Legitimate interest or contractual obligation |
To analyse, improve and develop existing and new products and services |
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Legitimate interest |
To comply with legal obligations and legitimate requests from law enforcement and other authorities. |
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Legal obligation or legitimate interest |
To provide you with requested information and relevant updates. |
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Legitimate interest/Regulated by marketing laws per country |
To follow up our performance and how satisfied you are with our products and services, including your participation in surveys |
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Legitimate interest |
To provide a quotation to the customer / your employer |
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Legitimate interest |
To monitor the security of vehicles to be able to identify attacks and security breaches, and to be able to take action. |
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Legal obligation |
To improve safety and comply with legislation regarding vehicle safety. |
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Legal obligation (example: GSR 2, EU Regulation 2019/2144) |
What personal data does Scania process regarding you as a candidate and job applicant?
When you apply for a position at Scania we ask you to provide some personal data in order to process your application and, if employed, prepare your employment agreement.
Note: When “Personal Identifiers” is listed below, one or more data elements identifying a person is used. This includes personal identification number, name, digital signature or signature on paper, driver ID and driver card number, employee ID number and employee ID card, professional and private phone number, professional and private e-mail address and user ID.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
Retention |
Employer branding |
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To attract future competences and engage current employees, personal data is used to manage different actions, such as events, cases, competitions and visits |
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Consent |
Maximum 2 years after event |
For the Scania Student Intro Program to find future employees, spread a positive image of Scania as an attractive employer and to create ambassadors for the Scania Group |
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Legitimate interest |
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Recruiting
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To manage the candidate database to match candidates with jobs within the Scania Group, including creating a job requisition, advertising, screening candidates both from applications and candidate pools, assessment, interviews and offer |
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Legitimate interest |
In accordance with local laws and regulations of the recruiting Scania legal entity |
To perform background checks on job candidates |
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Consent |
14 days |
To perform tests on job candidates |
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Consent |
Maximum 30 days after user account termination or 24 months after users last activity in the system |
To use for future recruiting |
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Consent |
Maximum of 24 months from last editing personal information |
To prepare and enter into employment contracts |
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Consent |
Maximum of 10 years |
To prepare onboarding for successful candidates |
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Contractual obligation |
Maximum 90 days after onboarding is completed |
To prepare Scania summer internships |
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Legitimate interest |
Until contract ends. E-mail address is retained until the participants finish their education. |
To use HR related statistics for follow up and as the basis for HR-related decisions |
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Legitimate interest |
As a rule, data is saved about 3 months after requested statistics have been produced. |
What personal data does Scania process regarding you as an employee?
As an employer, Scania will process personal data of employees, consultants and former employees.
During your employment at Scania we process your personal data in order to:
- administer your employment,
- fulfil our legal obligations as an employer
- fulfil our legitimate interest to e.g.:
o steer, plan and evaluate the work
o protect company employees and assets
o contact and inform employees
o being transparent to owners and the general public
After you have left the company we process limited amounts of personal data required to fulfil our legal obligations for example personal data showing your employment period. required to fulfil our legal obligations for example data showing your employment period.
Note: When “Personal Identifiers” is listed below, one or more data elements identifying a person is processed. This includes personal identification number, name, digital signature or signature on paper, driver ID and driver card number, employee ID number and employee ID card, professional and private phone number, professional and private e-mail address and user ID.
Special category personal data, defined in article 9.2 GDPR, which Scania process are:
- Union membership: The data is only collected and processed when it is needed for fulfilling collective agreements and local legislation e.g., when negotiating individual cases.
- Health: Only relevant data is collected and processed to fulfil Scania’s legal obligation in rehabilitation, to fulfil Scania’s policy on alcohol and drugs, on request from insurance companies and in order to carry out statutory health examinations.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
Retention |
Employer branding |
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To market Scania towards current employees |
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Consent |
Maximum 2 years after event |
To create a fictional profile to better understand and attract future competences |
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Legitimate interest |
Until end of interview period, maximum 3 months |
Recruiting |
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To manage the candidate database to match candidates with jobs within the Scania Group, including creating a job requisition, advertising, screening candidates both from applications and candidate pools, assessments, interviews and offer
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Legitimate interest |
In accordance with local laws and regulations of the recruiting Scania legal entity |
To share data with supplier of background checks on job candidates |
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Legitimate interest |
30 days
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To perform test on job candidates |
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Legitimate interest |
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To use for future recruiting |
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Consent |
Maximum of 24 months from last editing personal information
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To prepare and enter into employment contracts
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Contract |
Maximum of 10 years |
To enable onboarding and cross-boarding |
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Contractual obligation |
Maximum 90 days after onboarding is completed
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To enable sharing of experiences between Scania trainees through the TRATON Trainee Network |
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Legitimate interest |
Three years from ending trainee program |
Managing employment |
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To provide global support to HR systems |
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Legitimate interest |
Maximum 2 year after closed support case or 90 days after end of employment. |
To enable the HR Service Centre to receive and answer questions from HR managers, managers, employees and external authorities related to employees |
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Legitimate interest |
Maximum 2 years after closed support case or 30 days after end of employment |
To register new employees and administratively manage changes throughout the employment |
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Contract |
24 for months after end of employment |
To archive HR related documents |
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Legal obligation
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Maximum of 10 years after employment |
To handle and follow up company cars |
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Legitimate interest |
10 years from paid salary |
To handle and follow up the use of electric bikes |
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Legitimate interest |
Maximum of 10 days |
To handle and following up on electronic driving record of company cars |
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Legitimate interest |
Maximum of 90 days |
To managing bookings at Scania training facilities |
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Contract |
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To book, manage and follow up on Scania personnel transportation |
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Legitimate interest |
1 month and 1 week |
To manage Scania accommodation |
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Contract |
From the last day of contract, the personal data is saved for one year. Personal data regarding expatriates are saved for five years. In case the tenant has a rent debt to Scania the personal data is saved until the debt is resolved |
To manage Scania mail parcels |
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Legitimate interest |
The data is deleted when employment ends. |
To manage and reconcile Scania restaurant payments and invoicing |
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Legitimate interest |
The data is anonymized after 12 months of inactivity |
To manage programs for top executives and other key positions |
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Legitimate interest |
Maximum of running 10 years for bonus reasons |
To administrate the life cycle of employment to support employees and the managers |
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Legitimate interest |
60 months after end of employment or according to local legal requirements |
Fullfilling legal obligations |
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To be able to answer questions from authorities or other institutions such as the Swedish Social Insurance Agency, the Enforcement Authority, banks, AFA, Police, estates, etc. |
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Legitimate interest |
Until the question is answered |
To manage lack of performance cases |
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Legal obligation |
Until end of employment and during limitation period in local labour legislation |
To manage individual issues of misconduct |
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Legal obligation |
Until end of employment and during limitation period in local labour legislation |
To negotiate with trade unions on employment and company issues |
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Legal obligation |
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To manage the redeployment process for individuals due to medical, behaviour, lack of performance or organizational reasons |
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Legal obligation |
Until the process is closed and obligations due to legal and contractual obligations are fulfilled. |
To manage individual rehabilitation issues |
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Legal obligation |
Two years after rehabilitation is closed |
Staff and Salary Administration |
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To carry out salary reviews and salary revisions for employees |
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Legal obligation |
10 years after paid salary |
To manage the core payroll process at Scania |
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Contract |
10 years after paid salary |
To manage payroll system support |
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Legitimate interest |
10 years after paid salary |
To perform annual compensation reviews |
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Legitimate interest
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10 years after salary increase
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To provide and manage individual pensions and benefits |
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Legitimate interest |
Maximum 24 months, except employment number and PID-number, which are saved during employment |
To provide and manage individual pensions and benefits for executives and expatriates
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Contract |
Until employment ends and as long as the data subject's insurance/pension is paid, including payments to beneficiaries
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To manage invoicing and reporting of pensions and benefits |
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Legal obligation |
10 years after the data subject has died. If there are beneficiaries, the data is saved 10 years after beneficiaries have died |
To provide and manage scholarships |
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Consent |
Application is saved for two months. Decision on granted scholarship is saved for two years
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To manage the Scania Resultatbonus |
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Legitimate interest |
10 years from disbursement
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Work environment and health |
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To conduct medical examinations of employees and related persons for expatriations missions
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Contract |
10 years from last entry in patient record
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To film and photograph for ergonomic risk assessments |
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Legal obligation |
Maximum 3 months when doing risk assessments. Films used in trainings are saved as long the training is used |
To conduct medical examinations of employees before short term business travel |
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Legitimate interest |
10 years from last entry in patient record |
To report, manage and analyse work incidents |
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Legal obligation |
Retention time is set for personal data according to local work environment legislation |
To assess employees’ ability to work and their health in order to take improving measures within the area of occupational health |
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Legitimate interest |
10 years from last entry in patient record |
To perform new employment health examinations to investigate if there are any medical obstacles to perform the position a candidate has applied to |
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Legitimate interest |
Name, e-mail address, department and manager are saved for one year. Medical data is retained 10 years from last entry in patient record. |
To perform random drug test of employees and offer employees with help to overcome addictions |
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Legitimate interest |
Maximum 10 years after last entry in patient record in case of positive test. Maximum 6 months in case of negative test |
Planning and follow-up |
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To build and maintain a competence inventory to support the strategic workforce planning within the Scania Group |
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Legitimate interest |
Maximum of 10 years or in accordance with local legislation |
To enable career planning and skills assessments to identify skills and competency gaps by comparing current and potential future roles |
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Legitimate interest |
60 months after end of employment or according to local legal requirements |
To perform the Employee Satisfaction Barometer and other surveys |
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Legitimate interest |
For Employee Satisfaction Barometer until the data is aggregated and anonymized, before reporting. For other surveys, until the surveys are updated and re-launched, maximum of 10 years |
To perform HR related statistics for follow-up and to form the basis for HR-related decisions |
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Legitimate interest |
Whenever possible, personal data is aggregated and anonymized before reporting. Data exported from outside source system is retained for a maximum of 60 days after completed project. |
To perform analytics within the HR area to form the basis for HR-related decisions |
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Legitimate interest
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As a rule, data is saved about 3 months after requested analytics have been produced. |
To identify and develop cross talent |
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Legitimate interest |
Maximum of 2 years after end of process |
To enable succession planning and management |
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Legitimate interest |
Maximum of 60 months after end of employment or according to local legal requirements |
Learning and development |
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To enable employees to share digital certificates |
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Legitimate interest |
As long as the employee uses the service |
To conduct performance reviews of employees |
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Legitimate interest |
2 years from review, but a maximum until end of employment |
To enable employees to share learning activities and follow others on learning platforms |
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Legitimate interest |
Maximum of 10 years |
To manage and coordinate training activities |
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Legitimate interest |
Maximum of 10 years |
To implement and evaluate training activities |
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Legitimate interest |
Maximum of 1 year |
To create and follow-up on development plans for employees |
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Legitimate interest |
One year after end of employment |
To train future leaders and enhance their network |
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Legitimate interest |
End of employment |
Travel Management and Expatriation |
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To manage the expatriation process for employees as well as related persons |
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Contract |
Maximum of 10 years |
To manage travel bills and the expense process |
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Legitimate interest |
7 years in total |
To conduct analyses on travel patterns |
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Legitimate interest |
Maximum of 5 years |
Other processing |
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To follow safety processes and routines in case of emergency
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Legitimate interest or Protection of your vital interest |
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To protect our employees and our company assets
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Legitimate interest |
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To transfer personal data externally in order to identify you as a Scania employee and to enable you to perform your work duties
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Legitimate interest |
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To analyse, improve and develop existing and new products and services |
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Legitimate interest |
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To provide you with requested information and relevant updates |
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Legitimate interest |
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To comply with licences of open-source programs |
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Contractual obligation |
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Termination of employment |
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To support HR and managers with legal advice concerning termination of employments |
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Legal obligation
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To offboard employees ensuring a good exit and a structured knowledge transfer |
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Legitimate interest
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Data on offboarding is retained until offboarding tasks are completed and the employment has ended. |
To handle redundancy according to legal requirements and common processes |
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Legal obligation
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Maximum 2 years from end of employment. Data on employment time is retained until reached retirement age. |
WHAT PERSONAL DATA DO WE PROCESS FROM YOU AS A BUSINESS PARTNER/SUPPLIER?
If you work as a representative for a supplier that provides products and services to Scania we process limited amounts of your personal data, e.g. your contact information and identification. This is used to evaluate your offering, manage a contract and provide you with access to relevant IT-systems.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
To evaluate a proposal from you or your employer, or to evaluate a new business partner, both including background checks |
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Legitimate interest |
To perform contracts with you or your employer |
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Contractual obligation or legitimate interest |
To provide access to our IT-systems |
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Legitimate interest |
Transfer of personal data externally in order to identify you as a Scania business partner/supplier |
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Legitimate interest |
To communicate with yourself or your employer |
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Legitimate interest |
To analyse, improve and develop existing and new products and services, as well as our organization |
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Legitimate interest |
To comply with legal obligations and legitimate requests from law enforcement and other authorities |
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Legal obligations or legitimate interest |
To provide you with requested information and relevant updates |
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Legitimate interest/Regulated by marketing laws per country |
To comply with licences of open-source programs |
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Contractual obligation |
What personal data does Scania process from you as a visitor?
When you visit our premises and our events, we process personal data about you to be able to fulfil the purpose of your visit and make your visit successful and safe. This may include contact information and driving license number, as well as food preferences and co-traveller information.
Why do we process your personal data and for how long? |
What categories of personal data do we process? |
Legal ground |
To fulfil the purpose of your visit at Scania
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Legitimate interest |
To protect our visitors and our company assets |
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Legitimate interest |
To analyse, improve and develop existing and new products and services, as well as our organization |
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Legitimate interest |
To comply with legal obligations and legitimate requests from law enforcement and other authorities |
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Legal obligation or legitimate interest |
To provide you with requested information, services and updates, including webcasts, annual reports |
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Legitimate interest/Regulated by marketing laws per country |
What personal data does Scania process from you as a website visitor?
When you visit our websites your web browser provides us with some information necessary in order for us to provide you access to our websites, and some that helps us understand how you are using our websites, for example if you are using a mobile device or a computer, which region in the world you are surfing from and which browser you are using. This data helps us tailor our website and enhance your browsing experience. We use a limited number of cookies to help us understand how you are using our websites, for more information about our use of cookies see our cookie policy.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
When you visit our website, we may process your personal data through necessary cookies in order to ensure the proper core functionality and safety of our website. |
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Legitimate interest |
When you visit our website, we may process your personal data through performance cookies in order to compile statistics regarding how our website is used, which in turn may be used to improve our website or parts thereof. Such data will when applicable only be processed in an aggregated and pseudonymised form. |
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Legitimate interest |
When you visit our website, we may process your personal data through functional cookies in order to provide enhanced functionality and personalization on our website and in turn an elevated user experience for you. |
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Legitimate interest |
When you visit our website, we may process your personal data through targeting cookies in order for us to adapt and personalise our marketing towards you to better match your preferences.
We may also combine such personal data with data which we obtain from third parties, which is why this processing activity can be equated with profiling. |
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Consent |
When you visit our website, we may process your personal data through social media cookies to enable you to share our content with your friends and networks.
Social media cookies can also be used to track you across different sites, building up a profile of your interests. |
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Consent |
What personal data does Scania process of you as a member of the public?
Scania is developing systems to assist drivers and also to have vehicles drive autonomously, without a driver. As part of the development work our vehicles are equipped with sensors like cameras, which might capture for example your image or license plate when passing nearby. The data collected by such sensors will not be used to track or identify you as an individual but only processed for the purposes specified below. This data can also be processed jointly with our sister brands in the TRATON group.
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
To alert the driver, avoid accidents and improve traffic safety (to comply with legislation)
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Legal obligation (Example: GSR 2, EU Regulation 2019/2144) |
To alert the driver, avoid accidents and improve traffic safety (to improve safety) |
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Legitimate interest |
To develop and verify software for autonomous driving |
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Legitimate interest |
What personal data does Scania process from you when using Scania’s IT systems?
Why do we process your personal data? |
What categories of personal data do we process? |
Legal ground |
To provide access to our IT- systems |
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Legitimate interest |
To enhance our IT-systems
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Legitimate interest |
To protect our employees and our company assets
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Legitimate interest |