Email, chat and phone
FOSS uses email, chat and phone as part of its daily work to follow up on our obligations to customers and suppliers, and with other internal and external contacts. Daily responsibility for processing personal data in relation to the use of email, 'chat’ or phone calls lies with the individual manager of any department in which these methods are in use. Relevant details that emerge from telephone calls, emails or ‘chat’ exchanges that occur as part of case management are archived. This data is processed in accordance with the description above (see ‘Operational information and archiving’).
Individual employees are responsible for deleting messages that are no longer relevant, should review and delete unnecessary content from their email inbox at least once per year. When an employee leaves their job, their email accounts are deleted but relevant emails will normally be transferred to colleagues or stored in our CRM system (see ‘Operational information and archiving’).
Sensitive personal data should not be sent by email or ‘chat’.
Please note that personal data you send directly via email or ‘chat’ is not encrypted. Therefore, we do not encourage you to send secret, sensitive or other confidential details via email.
We do not log telephone calls. However, the employee you have been in contact with will be able to see an overview of their last calls on their phone. If a telephone call is connected to an individual case, a memo of the call may be written and stored in our CRM system. This is to allow us to follow up on the case and provide you with a relevant response to your inquiry. There is no systematic registration of telephone calls where the caller can be identified.