1. Information on the processing of personal data
Your data security is important to us, and we place a high priority on ensuring that your personal data is handled responsibly. Below, you can read how Easyform ApS (hereinafter “Easyform”, “we”, “us”, or “our”) processes personal data about you when we act as a data controller. You can also read about the rights you have in connection with our processing.
2. Easyform’s role as data controller
In connection with the operation of our business, we process a number of personal data. We do this to provide you with the best possible service. We primarily collect and process general (non-sensitive) personal data.
If you have any questions about our processing of your personal data, you can contact Easyform here:
Easyform ApS
Helgavej 26
5230 Odense M
VAT-number: DK45223515
Email: info@easyform.io
Phone: +45 30 200 207
3. What personal data we collect and the purpose
We process personal data about you in a variety of situations. Read more about our processing in the different situations below.
3.1 Visitors to Easyform’s websites and users of Easyform’s online services
When you visit Easyform’s websites (e.g., www.easyform.io) or use our other online services (e.g., on Instagram, LinkedIn, Facebook, and YouTube), Easyform may process information about your IP address and information about your computer, device, and browser. We also process information about your visit (e.g., information about how you access our websites, how you navigate around them, which pages you visit, content you view, your searches, advertisements you have seen, etc.). These personal data are obtained 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, e.g., when you fill out a form or register online, including your name, phone number/mobile number, email address, company name, VAT-number, company address, work phone number, title, and other information you provide to us.
We use your personal data to make relevant products, deliveries, services, and offerings (“Services”) available to you and to improve your experience of our websites and online services, as well as the Services we offer. We also use personal data to show you content on our and others’ 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 interests (General Data Protection Regulation Article 6(1)(f)) or your consent (General Data Protection Regulation Article 6(1)(a) and the Cookie Order § 3).
We store personal data collected in connection with your visit to our website for up to 2 years, depending on the specific data collection. See our cookie policy for more information.
3.2. Customers and potential customers at Easyform
When you are a customer/potential customer at Easyform, Easyform processes personal data about your name, email address, CVR number, company address, work phone number, title, photos, your purchases, payment information, as well as information from publicly available sources and other information you provide to us.
We process personal data to fulfil the agreement with our customers, deliver the Services, invoice, maintain statistics and quality management, maintain our customer register, and provide general service, marketing, and sales to our customers and potential customers.
Our basis for processing is the agreement with you (General Data Protection Regulation Article 6(1)(b)) or our legitimate interests (General Data Protection Regulation Article 6(1)(f)).
We store information on our customers for 5 years after the end of the customer relationship until the end of a financial year in accordance with accounting legislation requirements.
For potential customers, the information is stored for 1 year after the last contact with a potential customer to ensure that the dialogue is only deleted when it is no longer relevant for potential cooperation.
3.3. Marketing of Easyform
Recipients of Newsletters
When you receive marketing from Easyform, we process personal data about your name, phone number/mobile number, email address, and product interests. We also process information about your preferences regarding marketing or communication and your use of the marketing we send to you (including, for example, whether you have opened an email from us, whether the email is read, and which links you have opened) and other information you provide to us.
We process your personal data to market our business and the company’s Services, create and manage you as a subscriber to marketing. We use personal data about your preferences and usage to understand how our subscribers receive our marketing and to improve marketing towards you and our other subscribers going forward.
We only send marketing material to you via email, SMS, or other electronic channels when we have obtained your consent, when required by the marketing law.
We also use personal data about you to show you content on our and others’ sites based on your activities and preferences, limit the number of times you see the same content, and measure the effectiveness of our content and marketing.
Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)) and/or your consent (General Data Protection Regulation Article 6(1)(a) and the marketing law § 10 and the Cookie Order § 3).
Information collected in connection with your subscription to our newsletter is deleted when your consent to receive newsletters is withdrawn unless we have another basis for processing the information.
In accordance with the Consumer Ombudsman’s guidelines and requirements, we retain documentation of your consent to send you marketing material via email for up to two years after we last used your consent.
Use of Facebook Pixel
We also use pixels for marketing purposes.
Easyform’s website uses Facebook Pixel.
The Facebook Pixel collects the following types of data:
HTTP Headers – Everything listed in HTTP headers. HTTP headers are a standard web protocol sent between a browser request and a server on the internet. HTTP headers contain IP addresses, information about the web browser, page location, document, referrer, and person using the website. Pixel-specific Data – This includes the pixel ID and cookie. Button Click Data – This includes all button clicks from you as a website visitor, the labels on the buttons, and any pages visited as a result of button clicks. Optional Values – Developers and marketers can choose to send additional information about the visit through custom data events. Form Field Names – This includes the names of website fields such as “email”, “address”, and “quantity” when you purchase a product or service. The pixel does not capture field values unless an advertiser includes them as part of advanced matching or optional values. This data is sent for the purpose of optimising our website content, creating custom ads for targeted marketing on Facebook, and analysing the conversion resulting from our ads.
Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)) and/or your consent (General Data Protection Regulation Article 6(1)(a) and the marketing law § 10 and the Cookie Order § 3).
We store personal data on recipients of marketing via Facebook Pixel as further described in our cookie policy.
Use of Google Ads-Remarketing Tag
Google Ads-Remarketing Tag is added to Easyform’s website. Therefore, you may be presented with ads on pages included in the Google Ad network based on your previous behaviour, and statistics are collected on the conversion resulting from our ads.
This data is sent for the purpose of optimising website content, creating custom ads for targeted advertising on Google sites, and analysing conversion.
Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)) and/or your consent (General Data Protection Regulation Article 6(1)(a) and the marketing law § 10 and the Cookie Order § 3).
We store personal data on recipients of marketing via Google Ads-Remarketing Tag as further described in our cookie policy.
Use of Google Analytics
We use Google Analytics on the website to optimise our marketing.
In this context, we collect personal data about your visit to our website. This includes information about your interaction on the website, including which pages you visit on the website, where you are on each page, which pages you click on, etc.
We use personal data about your preferences and usage to understand how our website visitors receive our marketing and to improve marketing going forward.
Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)) and/or your consent (General Data Protection Regulation Article 6(1)(a) and the marketing law § 10 and the Cookie Order § 3).
We store personal data on recipients of marketing via Google Analytics as further described in our cookie policy.
3.4. Visitors to Easyform’s office
When you visit Easyform’s office, we process personal data about your name, possibly company name, title, and other information you choose to provide to us.
We process this personal data for security reasons and in connection with meeting invitations and room bookings. Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)).
We retain information about our guests as needed. Information is thus continuously deleted as it is no longer relevant to retain the information.
In places where we use video surveillance, we inform about it in accordance with the TV Surveillance Act § 3, section 1. All recordings are securely stored and only played if necessary, such as in connection with a security breach. Recordings are only played for people who have a work-related need for it. Recordings are typically automatically overwritten after a short period unless an issue is identified that requires investigation, such as theft.
We store information collected in connection with TV surveillance for 30 days in accordance with the TV Surveillance Act. Storage is done to promote the safety of individuals in the monitored area, to prevent and investigate crime, and to protect the company’s property.
In special cases, recordings can be stored for a longer period if necessary in connection with a specific dispute or the TV Surveillance Act § 4c, section 2.
3.5. Participants in Easyform’s events
When you register and participate in events hosted by Easyform, we process personal data about your name, address, phone number/mobile number, and email address, as well as which event you are participating in.
We process this personal data for event administration and security reasons and to send you relevant material.
Our basis for processing is our legitimate interests (General Data Protection Regulation Article 6(1)(f)) or your consent (General Data Protection Regulation Article 6(1)(a) and the marketing law § 10).
We store personal data on participants from the time of registration for 30 days after the event to administer, evaluate, and follow up on the event.
3.6. Partners and/or suppliers to Easyform
When you are a partner or supplier to Easyform or a contact person at a partner/supplier, we process personal data about your name, company name, business address, work phone number, email address, photos, bank details, and title as well as publicly available information and other information you provide to us.
We process personal data for contract management, receiving goods and services from our suppliers and partners, and where relevant, to fulfil agreements with our customers.
Our basis for processing is the agreement with you (General Data Protection Regulation Article 6(1)(b)) or our legitimate interests (General Data Protection Regulation Article 6(1)(f)).
We store the above information about partners and/or suppliers for 5 years after the end of the partnership until the end of a financial year in accordance with accounting legislation requirements.
3.7. Other general purposes of processing
We may enrich the personal data described above with information from other sources. This may include publicly available information – including information we obtain through commonly accessible sources.
Personal data that we have collected for the purposes described above may also be processed by Easyform to comply with laws and regulations that Easyform is subject to in connection with the operation of our business or to fulfil various reporting or disclosure obligations under applicable laws and regulations (General Data Protection Regulation Article 6(1)(c)).
If Easyform sells all or part of our business or sells or transfers our assets or is otherwise involved in a merger or transfer of all or a significant part of our business, Easyform may transfer your personal data to the party or parties involved in the transfer as part of this transaction, when it is in accordance with the law (General Data Protection Regulation Article 6(1)(f)).
Finally, Easyform may process your personal data to enforce or defend our or third parties’ legal rights or legitimate interests when necessary, reasonable, and proportionate (General Data Protection Regulation Article 6(1)(c)).
4. Sharing your personal data with others
Easyform may disclose your personal data to other suppliers and/or service providers in connection with the ordinary operation of our business and to our affiliated companies.
In connection with the use of Facebook pixels described in section 3.4, we disclose personal data to Facebook.
When using Google Ads-Remarketing Tag and Google Analytics as described in section 3.3, personal data is disclosed to Google.
Easyform may also disclose your personal data to a company or public authority in situations where we are specifically obligated to disclose your personal data under legislation and notification obligations that we are subject to.
We try to limit the disclosure of data in personally identifiable form and thus the disclosure of information that can be attributed to you personally.
Easyform also transfers your personal data to data processors when it is a prerequisite for fulfilling the purpose. Our data processors process your personal data solely 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 the data to countries outside the EU/EEA.
The data protection legislation in these countries may be more lenient than it is in Denmark and the rest of the EU/EEA. In some countries, however, the EU Commission has determined that the data protection level is equivalent to the protection level in the EU/EEA. If we transfer personal data to countries where this is not the case, the transfer of your personal data to these countries outside the EU/EEA will be based on the standard transfer contracts developed by the EU Commission, specifically designed to ensure an adequate level of protection.
You can read more about the transfer of personal data to countries outside the EU/EEA on the EU Commission’s website.
If you want more information about our transfer of personal data to countries outside the EU/EEA, you are welcome to contact us at info@easyform.io or +45 30 200 207.
6. Retention period, data Integrity, and security
Your personal data is not stored longer than necessary to fulfil the purposes for which it was collected. When your personal data is no longer necessary, we will ensure that it is securely deleted.
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 regularly conduct internal follow-ups regarding the adequacy and compliance with policies and measures.
7. Your rights
As a data subject, you have several rights under the General Data Protection Regulation. If you want to exercise your rights, you must contact us.
You can – unconditionally and at any time – withdraw any consent. This can be done by sending us an email (see email above). Withdrawal of your consent will not have any negative impact. However, it may mean that we can no longer fulfil specific requests from you in the future. Withdrawal of your consent will not affect the legality of the processing based on consent before it is withdrawn. Furthermore, it will not affect any processing carried out on another legal basis.
You can also – unconditionally and at any time – object to our processing when it is based on our legitimate interest.
Your rights also include the following:
Right of access: You have the right to access the personal data we process about you.
Right to rectification: You have the right to have incorrect personal data about you corrected and incomplete personal data completed.
Right to deletion (right to be forgotten): In special cases, you have the right to have personal data about you deleted before we would ordinarily delete your personal data.
Right to restriction of processing: In certain cases, you have the right to restrict the processing of your personal data. If you have the right to restrict processing, we may only process personal data – except for storage – with your consent, or for the establishment, exercise, or defence of legal claims, or to protect a person or important public interests.
Right to object: In certain cases, you have the right to object to our processing of your personal data, and always if the processing is for direct marketing purposes.
Right to data portability: In certain cases, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have this personal data transferred from one data controller to another.
Right to lodge a complaint: You can lodge a complaint at any time with the Data Protection Agency regarding our processing of personal data. See more at datatilsynet.dk, where you can also find more information about your rights as a data subject.