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Privacy Policy

1. Information on the processing of personal data

Your data security is important to us, and we therefore take great care to ensure that your personal data is handled responsibly. This Privacy Policy explains how itm8 processes personal data collected on the websites where content is managed by itm8 A/S. Below you can read how itm8 (hereinafter "itm8", "we", "us" or "our") processes personal data about you when we act as data controller. You can also read about your rights in relation to our processing.

 

2. itm8's role as a data controller

In connection with the operation of our business, we process certain personal data. We do this in order to serve you in the best possible way. We mainly collect and process general (non-sensitive) personal data.

The data controller is:

itm8 A/S
Company number: 37621285
Dalgas Plads 7B, 1. 2,
DK-7400 Herning, Denmark

If you have any questions about our processing of your personal data, please contact itm8 here:

Contact person:

Name: Compliance & Security
Phone: +45 6916 0004
Email: compliance@itm8.com

 

3. Processing of personal data

We process personal data about you in a number of different situations. Read more about our processing in the different situations below.

 

3.1 VISITORS TO ITM8 WEBSITES AND USERS OF ITM8 ONLINE SERVICES

When you visit itm8's websites (e.g. https://itm8.com/) or use our other online services (e.g. on Facebook and LinkedIn), itm8 may process information about your IP address as well as information about your computer, device and browser.

We also process information about your visit (e.g. information about the way you access our websites, how you navigate around them, which pages you visit, content you view, your searches, advertisements you have seen, etc.). Such personal data is collected through cookies, log files and other technologies (you can read more about our use of cookies here.

We also process personal data that you provide to us in connection with your use of the website or our online services, for example when you use our online contact form, including your name, telephone number, email address, and other information you provide to us.

We use your personal data to make relevant products, supplies, services and facilities ("Services") available to you and to improve your experience of our websites and online services and the Services we offer. We also use personal data to show you content on our and other sites based on your activities and preferences, and to limit the number of times you see the same content.

Our basis for processing is our legitimate interest in making our website (and online services) available to you under Article 6(1)(f) of the General Data Protection Regulation or your consent under Article 6(1)(a) of the General Data Protection Regulation and Section 3 of the Danish Cookie Order.

Data collected on the website is stored as far as it is necessary for the fulfilment of the purpose. Data may be stored for a longer period of time if required for the establishment, exercise or defence of a legal claim. As regards storage of cookies, see below for details.

 

3.2 USE OF COOKIES

When you visit itm8's websites, we collect personal data about you using cookies that collect information about your behaviour on our website. Information about your behaviour is processing of your personal data. Therefore, when we place cookies, we will process personal data about you.

The personal data collected includes for example user behaviour, browser type, device category, information about your preferred settings and IP address.  

Other examples of personal data collected and analysed:

date and time of visit
pages visited on the website
information about the browser and operating system used
URL
etc.

Before we place cookies, you will be informed about the use and purpose of collecting the personal data. Before placing cookies on your IT equipment, we will obtain your consent. However, cookies required to ensure functionality and settings on the website may be used without your consent.

If you consent to cookies for marketing purposes, you also agree to itm8 using various social media plugins (e.g. Linkedin and Facebook). itm8 and the social media provider are joint data controllers for the processing of your data in relation to the social media.   

Processing of data for marketing and statistical purposes is carried out on the basis of your consent in accordance with Article 6(1)(a) of the General Data Protection Regulation and Section 3 of the Danish Cookie Order. You can at any time change or withdraw your consent from the Cookie Declaration at Cookie Policy  under "Change your consent" or "Withdraw your consent", which links to the Cookie Declaration.

Processing for other purposes, such as improving functionality, statistics and analysis of website visits and the like is carried out on the basis of the balancing of interests rule under Article 6(1)(f) of the General Data Protection Regulation. The legitimate interest of itm8 is to develop, optimise and maintain the website so that it functions optimally. 

Some cookies are set by third parties, which is detailed in our Cookie Declaration that you can find here.

You can find more information in our Cookie Policy about our use of cookies, the retention period of cookies, and how you can delete or refuse cookies. You can find our Cookie Policy here.

 

3.3 CUSTOMERS OF ITM8

When you are a customer of itm8, itm8 processes personal data about your name, company address, business address, work telephone number, email address, title, and other information that you provide to us.

We process personal data for the purpose of fulfilling the agreement with our customers, for the purpose of providing Services, invoicing, keeping statistics and performing quality management as well as for maintaining our customer records and providing general service, marketing and sales to our customers.

Our basis for processing is the agreement with you under Article 6(1)(b) of the General Data Protection Regulation or our legitimate interests in managing your data as a customer of ours under Article 6(1)(f) of the General Data Protection Regulation.

We store personal data about our customers as long as the customer relationship exists. After the end of the customer relationship, the personal data required under the Danish Bookkeeping Act are kept for a subsequent period of five years from the end of the financial year to which the accounting material relates.

 

3.4 CUSTOMER SERVICE AND OPERATIONAL EMAILS

When you contact our customer service by email, chat or telephone, etc., we register the personal data you provide to us.

The purpose of itm8's use of the personal data is to service and assist you with your enquiries and to process your requests to exercise your rights.

When you are a customer of itm8, we can also send you operational emails, for example in case of operational problems. In this connection, itm8 processes personal data, such as your name, email address and job title. 

The purpose of itm8's use of personal data is to serve you as a customer and to fulfil our agreement with you. 

The basis of our processing is our legitimate interests under Article 6(1)(f) of the General Data Protection Regulation. The legitimate interests we pursue are handling your enquiry, follow-up and general customer service.  Our basis for the processing is also the agreement with you pursuant to Article 6(1)(b) of the General Data Protection Regulation, if you are a customer of itm8.

Personal data will not be retained longer than necessary for the purposes for which it was collected. When your personal data is no longer needed, we ensure that it is deleted in a secure manner.

 

3.5 BUSINESS PARTNERS AND/OR SUPPLIERS TO ITM8

When you are a business partner and/or supplier to itm8 or is a contact person with a business partner/supplier, we process personal data about your name, company address, business address, work telephone number, email address and title, as well as publicly available information and other information you provide to us.

We process personal data for the purpose of contract management, receiving goods and services from our suppliers and business partners, and where appropriate to fulfil agreements with our customers.

Our basis for processing is the agreement with you under Article 6(1)(b) of the General Data Protection Regulation or our legitimate interests in maintaining the relationship with you/the company you represent as a business partner/supplier under Article 6(1)(f) of the General Data Protection Regulation.

We store personal data about our business partners and/or suppliers as long as the cooperation continues. At the end of the cooperation, the necessary personal data will be stored in accordance with the Danish Bookkeeping Act for a subsequent period of five years from the end of the financial year to which the accounting material relates.

 

3.6 RECIPIENTS OF MARKETING COMMUNICATION

When you receive marketing communication from itm8, including newsletters, we process personal data about your name, address, telephone/mobile number, email address and product interest. We also process information about your preferences in relation to marketing or communication, your use of the marketing communication we send to you (including, for example, whether you have opened an email from us, whether the email has been read and which links you have opened), as well as information that you otherwise provide to us.

We process your personal data for the purpose of marketing our company and services, and for setting up and managing your marketing subscription. We use the personal data about your preferences and usage to understand the way customers receive our marketing messages and to improve our marketing to you and our other customers going forward.

We will only send you marketing material by email, text message or other electronic means once we have obtained your consent where this is required under the Danish Marketing Practices Act.

We also use personal data about you to show you content on our and other sites based on your activities and preferences, and to limit the number of times you see the same content, as well as to measure the effectiveness of our content and marketing. For this purpose, we may upload your email address to advertising tools with Linkedin Campaign Manager for the purpose of sending targeted marketing.

Our basis for processing is our legitimate interests in complying with your wish to receive marketing communication from us, to which you have consented under the Danish Marketing Practices Act, cf. Article 6(1)(f) of the General Data Protection Regulation.

We keep personal data about recipients of marketing communication until you unsubscribe or the consent lapses due to inactivity, unless we have another legitimate basis for processing the data.

In accordance with the Danish Consumer Ombudsman's guidelines and requirements, we keep records of your consent to send you newsletters until two years after we last used your consent.

 

3.7 PARTICIPANTS IN ITM8 SEMINARS AND EVENTS

When you register and participate in events organised by itm8, we process personal data about your name, address, telephone number, email address and which events or seminars are attended.

We process this personal data for the purpose of managing the event and for security reasons, as well as to be able to send you relevant material.

Our basis for processing is our legitimate interests in organising events (Article 6(1)(f) of the General Data Protection Regulation) or your consent (Article 6(1)(a) of the General Data Protection Regulation and Section 10 of the Danish Marketing Practices Act).

We keep personal data of participants in events and seminars for twelve months after the end of the event. After that, the information is deleted.

 

3.8 PICTURES AND VIDEOS FROM ITM8 SEMINARS, EVENTS, ETC.

When you participate in events, seminars, etc. organised by itm8 and/or in collaboration with itm8, photos and videos are taken and used to market itm8, for example on social media. It can also be at trade fairs and similar events where itm8 participates as a company.

In this context, we process personal data about you in the form of images and videos.

Your personal data is processed for the purpose of marketing our company and its services.

Our basis for processing is our legitimate interest pursuant to Article 6(1)(f) of the General Data Protection Regulation to market our business, and/or your consent pursuant to Article 6(1)(a) of the General Data Protection Regulation and Section 10 of the Danish Marketing Practices Act.

Your personal data will not be retained longer than necessary for the purposes for which it was collected. When your personal data is no longer needed, we will ensure that it is deleted in a secure manner.

Images and videos are kept as long as they are relevant for marketing purposes, e.g. for similar events, and are processed for a period of up to three years.

 

3.9 VISITORS TO OFFICE(S)

When you visit one of itm8's offices, we process personal data about your name, company name, title and any other information you choose to provide to us.

We process this personal data for security reasons. The basis of our processing is our legitimate interests in preventing crime under Article 6(1)(f) of the General Data Protection Regulation.

We keep our visitor records at the reception desk for up to 30 days after the visit has taken place. Our visitor records are stored securely and only accessible on a need to know basis, e.g. in the event of a security breach. These records are reviewed only by persons who have a work-related need to do so.

Areas monitored by video surveillance are identified in accordance with Section 3(1) of the Danish Television Surveillance Act. All recordings are stored securely and are only viewed if there are reasonable grounds for doing so, e.g. in case on a security breach. These records are reviewed only by persons who have a work-related need to do so.

We retain information collected in connection with video surveillance for 30 days after such collection.

 

3.10 CRM SYSTEM

itm8 may collect and store information about customers, potential customers and business partners in a CRM system. itm8 only processes general personal data, such as name, address, telephone number, email, job title and professional/personal interests.

The personal data is collected and stored for the purpose of relationship management in order to build, optimise and maintain existing and potential customer relationships. This is done in order to improve the customer experience by marketing services, events or other initiatives.

The processing of personal data is based on Article 6(1)(f) of the General Data Protection Regulation. The legitimate interest in collecting and storing information about the data subject in our CRM system is to pursue our legitimate interests in maintaining and optimising the relationship by offering, implementing and evaluating marketing measures.

Personal data will not be retained longer than necessary for the purposes for which it was collected. When your personal data is no longer needed, for instance if the relationship has been inactive for five years, we will ensure that your data is deleted in a secure manner. This information is reviewed annually in order to ensure updating, high data quality and data minimisation.

 

3.11 COMPETITIONS

When you participate in competitions organised by itm8, we process personal data regarding your name, email address and your response to the relevant competition.

We process your personal data for the purposes of managing competitions, drawing winners, etc.

Our basis for processing is our legitimate interests in organising this competition and contacting the winner pursuant to Article 6(1)(f) of the General Data Protection Regulation.

When you participate in a competition, but are not drawn as a winner, your personal data in relation to the competition will be deleted immediately after a winner is drawn.

If you are drawn as a winner of the competition, your personal data will be stored for up to two years after the prize is awarded. To the extent where personal data is included in transactions, such personal data is stored in accordance with the Danish Bookkeeping Act for a subsequent period of five years from the end of the financial year to which the accounting material relates.

 

4. Disclosure of your personal data to others

itm8 may disclose your personal data to other suppliers and/or service providers in the ordinary course of our business and to our affiliated companies.

itm8 may also disclose your personal data to a public authority in situations where we are specifically obliged to disclose your personal data pursuant to legislation and notification obligations to which we are subject.

We try to limit the disclosure of personal data.

itm8 also makes available your personal data to data processors. Our data processors only process your personal data for our purposes and on our instructions.

 

5. Transfer of personal data to countries outside the eu/eea

In connection with our processing of your personal data, we may transfer such information to countries outside the EU/EEA.

The data protection legislation in these countries may be less strict than the legislation applying in Denmark and other parts of the EU/EEA.

If we transfer personal data to insecure third countries, the transfer of your personal data to these countries outside the EU/EEA will be based on the Standard Contractual Clauses (SCC) drawn up by the European Commission and specifically designed to ensure an adequate level of protection. We assess the adequacy of the transfer basis and adopt additional measures if necessary to ensure an adequate level of protection for the transfer.

You can read more about the transfer of personal data to countries outside the EU/EEA on the European Commission's website.

If you require additional information regarding our transfer of personal data to countries outside the EU/EEA, please contact us.

 

6. Data integrity and security

It is our policy to protect personal data by taking adequate technical and organisational security measures.

We have implemented security measures to ensure data protection for all personal data that we process. We conduct regular internal follow-ups on the adequacy of and compliance with policies and measures.

 

7. Your rights

As a data subject, you have certain rights under the General Data Protection Regulation. If you want to exercise your rights, please contact us.

You may – unconditionally and at any time – withdraw your consent. You can do so by sending us an email (see email address above). Withdrawal of your consent will not have any negative impact. However, this may mean that we cannot meet specific requests from you in the future. Withdrawal of your consent will not affect the lawfulness of the processing based on consent before it is withdrawn. Furthermore, it will not affect any processing carried out on another lawful basis.

You can also – unconditionally and at any time – object to our processing when it is based on our legitimate interests.

Your rights also include the following:

  • Right to information and access: You have the right to receive information on whether your personal data is being processed. If your personal data is being processed, you have the right to access the personal data we process about you.
  • Right to rectification: You have the right to obtain rectification of inaccurate personal data about you and to have incomplete personal data completed.
  • Right to erasure ('right to be forgotten'): In certain cases, you have the right to obtain erasure of personal data about you before the time when we would normally delete your personal data. You have this right when one of the following situations applies:
    • The personal data is no longer necessary in relation to the purposes for which it was collected;
    • You have withdrawn your consent on which the processing is based and there is no other legal basis for the processing;
    • The processing of your personal data is unlawful;
    • We are obliged to delete your data as a result of EU law or the national law of a member state;
    • You have exercised your right to object, and consequently we are obliged to delete your data.  
  • Right to restriction of processing: In certain situations, you have the right to restrict the processing of your personal data. You may, for example, have disputed the accuracy of the personal data and require it to be rectified. While this matter is being investigated, you may request restriction of our processing of your personal data. If you have the right to restrict the processing of your personal data, we may only process personal data in the future – apart from storage – with your consent, or for the establishment, exercise or defence of legal claims, or to protect an individual or important public interests.
  • Right to object: In certain situations, you have the right to object to our processing of your personal data, and always if the processing is for direct marketing purposes. However, this right only applies in cases where the processing is carried out in accordance with our legitimate interest under Article 6(1)(f) of the General Data Protection Regulation. If we cannot prove that our legitimate interest outweighs your interests, fundamental rights and freedoms, we will stop the processing of your data.
  • Right to data portability: In certain situations, you have the right to receive your personal data in a structured, commonly used and machine-readable format and to have such personal data transferred from one data controller to another.
  • Right to lodge a complaint: You can lodge a complaint at any time with the Danish Data Protection Authority about our processing of personal data. See more at www.datatilsynet.dk, where you can also find further information on your rights as a data subject.

8. Updates to our privacy policy

From time to time it will be necessary for us to update this Privacy Policy. We will review our Privacy Policy on a regular basis in order to ensure that it is up to date, accurate and in accordance with current legislation and the principles for processing personal data. We will publish new versions on our website.

This Policy is version no. 1 and is valid as from 6 February 2023.