Privacy Notice
At Copenhagen Optimization ApS (“Copenhagen Optimization”, “we”, “us”), we believe in respecting your privacy. This privacy policy lays out our specific commitments and your rights when we process your personal data.
Data controller
The data controller for the processing of your personal data is:
Copenhagen Optimization ApS
Esplanaden 8A, 2.
Company reg. no.: 36414103
DK-1263 Copenhagen
Processing activities
We will only process your personal information fairly and securely and when necessary for legitimate purposes. In the following we describe our processing of your personal data.
Customer and supplier relationships
When your employer concludes a contract with us, we process your personal data for us to document the conclusion of the contract, and to be able to fulfil the contract, including by having a point of contact with our customers, suppliers and partners and carry out billing.
In relation to the contract, we will process your name, phone number, e-mail address, place of employment and your position.
We collect your personal data directly from you or from your employer.
The legal basis for this processing is Article 6(1)(f) of the GDPR, as the processing is necessary for us to full the contract that we have concluded with your employer.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data 5 years from the end of the fiscal year, after which the cooperation with your employer concludes.
Data regarding use of our services
When you use our services as part of your employment, we process your personal data for the purpose of developing and improving our services as well as to monitor the security of our services.
The personal data we collect for this purpose relates to metadata, including access credentials, how you navigate our services, unique user ID, URL, and device operative system.
We collect the personal data from the device you use to access our services.
The legal basis for this processing is Article 6(1)(f) of the GDPR, as the processing is necessary for our legitimate interest in developing and improving our services and maintaining the security of our services.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data 3 years after they were collected.
General communication and meetings
When you communicate with us via e-mail or contact form on our website or you book a meeting with us, we will process your personal data to respond to any queries from you.
In relation to our communications with you, we will process your name, phone number, e-mail address, place of employment, job position, and the content of our communications with you.
We collect your personal data directly from you or from your employer.
The legal basis for this processing is Article 6(1)(f) of the GDPR, as the processing is necessary for our legitimate interest in responding to your queries.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data 5 years after our last communication with you.
Newsletter
If you have signed up for our newsletter, we process your personal data for the purpose of providing you the newsletter.
In relation to our newsletter, we will process your name, e-mail address, place of work and job position.
We collect your personal data directly from you.
The legal basis for this processing is Article 6(1)(f) of the GDPR, as the processing is necessary for our legitimate interest in providing the newsletter that you have requested.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data up to 2 years after you withdraw your consent to receive our newsletter.
Webinars, events, etc.
When you participate in a webinar, event or the like that we facilitate, we process your personal data to register your participating and facilitating the webinar, event or the like.
We will process personal data about your name, email address, phone number, workplace and job position. If we facilitate events where food is served, we may also process personal data regarding diet restrictions and allergies.
We collect your personal data directly from you or from your employer.
The legal basis for this processing is Article 6(1)(f) of the GDPR, as the processing is necessary for our legitimate interest in facilitating the webinar or event.
The legal basis for processing personal data regarding diet restrictions and allergies is your consent pursuant to Article 6(1)(a) and 9(2)(a) of the GDPR.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data 5 years from the end of the fiscal year, after which the webinar or event is concluded. Personal data regarding diet restrictions and allergies will be deleted within 1 month after the event is concluded.
Cookies
When you visit our website, we may collect your personal data via cookies and similar technologies to carry out statistics regarding the use of our website for the purpose of improving and developing our website. Further, we may track your behaviour and interests for the purpose of providing you with advertising that is relevant to your interests.
If you consent to our use of cookies, we will process personal data regarding how you navigate and interact with our website, your IP address, URL, device operative system, preferences, time zone, geo location, browser type and browser version.
We collect the personal data from the device you use to access our website.
The legal basis for our processing of your personal data is your consent pursuant to Article 6(1)(a) of the GDPR. You may withdraw your consent at any time by clicking the small icon at the bottom left corner of the website.
We process your personal data as long as it is necessary for the purpose for which it was collected. Usually, we will delete your personal data up to 24 months from your latest visit to our website. You can see the specific storage period for each cookie or similar technology by clicking the small icon at the bottom left corner of the website.
Recipients
Your personal data may be handed over to our data processors, including the providers of our communications platform, CRM system, marketing platform providers, customer support system providers, etc. These suppliers may have access to your personal data when providing services to us.
We may also disclose your personal data to public authorities where we are obligated to do so.
Transfers to third countries
We will not transfer your personal data to third countries outside the EU/EEA, unless we have established a legal basis for such transfer pursuant to Chapter V of the GDPR.
Some of our suppliers are established in third countries, including the United States, therefore their processing of your personal data will entail a transfer of personal data to third countries.
Most of our suppliers, including Google, Hubspot, Slack Technologies, Zendesk, and Dropbox, have certified under the EU-U.S. Data Privacy Framework which have been adopted by the EU Commission pursuant to Article 45 of the GDPR, as the EU Commission have deemed that this framework ensures an adequate level of data protection.
Transfers to other suppliers or sub-processors of our suppliers in Andorra, Argentina, Canada, the Faroe Islands, Guernsey, Israel, Isle of Man, Japan, New Zealand, Switzerland, South Korea and Uruguay will be based on an adequacy decision pursuant to Article 45(1) of the GDPR, as the EU Commission has deemed that the country or sector provides an adequate level of data protection.
Where the transfer to a supplier or sub-processor of our suppliers is not subject to an adequacy decision pursuant to Article 45 of the GDPR, we will conclude standard contractual clauses with the supplier pursuant to Article 46(2)(c) of the GDPR.
You may obtain a copy of the standard contractual clauses by contacting us via contact@copopt.com.
Your rights
The right to access data
You are at any time entitled to request us to inform you which information we have registered about you, what the purpose of these data is, which categories of personal data and recipients of data may be registered, as well as information on the origin of the registered data.
You have the right to have a copy of the personal data registered about you provided, as you may be required to provide proof of your identity.
The right to rectification
You have the right to have incorrect data about yourself rectified by us. If you become aware that data registered about you is incorrect, we encourage you to contact us in writing, in order to correct the data.
The right to deletion
Under certain conditions, you are entitled to have all, or part of, your personal data deleted by us, e.g. by retraction of your consent, and we do not have any other legal basis for continuation of the processing of your data. In the event that further processing of your data is necessary, e.g. in order for us to meet our legal commitments, or in the interest of establishing, maintaining or defending legal demands, we are not required to delete your personal data.
The right to restriction of processing
In certain cases, you are entitled restrict our processing of your personal data. We are, however, still entitled to store your personal data. We may under certain circumstances, despite the processing being restricted, still process your personal data.
The right to object
You are, due to reasons pertaining your personal situation, entitled to object to the processing of your personal data, which we perform on the basis of our legitimate interest pursuant to Article 6(1)(f) of the GDPR.
Also, you may at any time reject to our processing of your personal data for direct marketing purposes.
Right to withdraw consent
You may at any time withdraw your consent. You may withdraw your consent by contacting us at contact@copopt.com. We note that the withdrawal of your consent will not influence the legality of our processing prior to your withdrawal of consent.
The right to file a complaint
You are at any time entitled to file a complaint with the Danish Data Authority, Carl Jacobsens Vej 35, 2500 Valby concerning the processing of your personal data by us. Complaints may be filed by e-mail to dt@datatilsynet.dk or by telephone +45 33 19 32 00.
Updates to privacy notice
We reserve the right to update this privacy notice from time to time.