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PRIVACY POLICY
Data Protection and Privacy Policy
Copenhagen Capacity
Nørregade 7 B
1165 København K
DK
Company registration number: 17538896
(the ”Organization”)
This is version 16 last updated the 02.01.2025 09:53.
Introduction
This Data Protection and Privacy Policy (the “Policy”) describes how Copenhagen Capacity (“us”, “we” or “our”) when acting in the role of a controller, collects and processes your personal data relating to the purchase of services, membership, products, or your use of our website.
The Policy is prepared and made available to comply with the General Data Protection Regulation (2016/679 of 27 April 2016) (the “GDPR”) and the rules included herein on information to be provided to you.
Collecting personal data with cookies
By visiting and using our website(s), cookies are collected and used based on your consent. Information in these cookies include (“Cookie data”):
a) IP address
b) search terms on our website(s)
c) browser type
Via Google Analytics, Google Search Console, Google Tag Manager, and HubSpot CRM, we collect information about our users’ demographics (e.g., age and gender), user journeys, and behaviour, such as clicks on the website. The data is stored in an anonymous form.
Cookie data is used for: improvement of the website(s) and user experience, to deliver our products, services or goods, to perform targeted marketing.
Our use of cookies for the purpose of collecting personal data is carried out in accordance with section 3 of the Executive Order (No. 1148 of 9 December 2011).
If you wish to limit or decline the cookies placed on your computer when visiting our website, you can do so at any time by changing your browser settings. However, you should be aware that if you decline or reject cookies it will impact the functionality of the website which means that there are features on the website that you will not be able to see. Any browser allows you to delete cookies collectively or individually. How this is done depends on the browser you use. Remember to delete the cookies in all browsers, if you use several different browsers.
We disclose and/or share Cookie Data with:
We use Google Analytics, Search Console, Adwords, and HubSpot to help analyse how users use the site. The tools use cookies to anonymously collect standard Internet log information and visitor behaviour information. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google and HubSpot. This information is then used to evaluate visitors’ website use and compile statistical reports on website activity.
The personal information we gather through forms is stored in our encrypted Microsoft CRM and HubSpot CRM marketing systems. We don’t collect any sensitive personal data in our systems. We use cookies to optimise your experience on our website.
Further, our agencies, which help us improve and maintain our websites, have access to the data collected.
Below you will see an overview of the duration of the cookies we use:
When you close your web browser, session cookies are deleted from your computer or device. Persistent cookies will remain stored on your computer or device until deleted or they reach expiry.
Types of personal data processed
We process personal data about you when this is necessary and in accordance with the applicable legislation. Depending on the specific circumstances, the processed personal data include the following types of personal data:
a) name
b) address
c) telephone number
d) email
e) purchasing history
f) IP addresses
g) account status (customer points, payments )
For the “A State of Denmark Job Portal,” we also process the username and password once you have signed up.
If we need to collect more personal data than specified above, we will inform you by updating this Policy.
Purposes of processing personal data
We will only process your personal data if we have a legitimate purpose and in that case in accordance with the rules of the GDPR. The personal data we collect about you is processed for the following purposes:
a) To deliver products or services
b) To provide service messages and information
c) To improve our products, services, or website
d) To provide support and service messages, including responding to questions and complaints and sending updates about our products and services
e) To send newsletters and direct marketing (such as e-mails, direct messages on social media, etc.)
f) To send newsletters by e-mail
g) To facilitate a sales process
In addition to the above, we also process for the following purpose(s): We process information to administer the customer or membership club, e.g., for the “A State of Denmark Job Portal.”
Legal basis for processing personal data
We only process your personal data when we have a legal basis to do so in accordance with the GDPR. Depending on the specific circumstances, the processing of personal data is done on the following legal basis:
a) The legal basis for the processing of such personal data is consent, in accordance with GDPR, Article 6(1)(a). You can withdraw your consent at any time by contacting us via the contact details provided at the end of this Policy. If you withdraw your consent, the personal data processed will be deleted, unless it can or must be processed in order to comply with legal obligations.
b) The processing is necessary for the performance of a contract to which the data subject is a party in accordance with GDPR, Article 6(1)(b), the first indent.
c) The processing is necessary in order to take steps at the request of the data subject prior to entering into a contract in accordance with GDPR, Article 6(1)(b), last indent.
d) The processing is necessary for the purposes of the legitimate interests where such interests are not overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data in accordance with GDPR, Article 6(1)(f).
If we send you direct marketing, including by email, we will ask for your prior consent in accordance with the applicable rules such as marketing acts.
When you have signed up for an event:
When you sign up for an event through one of our website forms, you give us permission to handle your information in the ways necessary to arrange the event. This sometimes means that we will share your provided information with event partners who are not from Copenhagen Capacity. We only share your personal data when it's necessary to deliver a requested service and only with trusted third parties.
At our events, photographs and/or videos might be taken and later used to promote similar events and/or promote Denmark (all regions) and Southern Sweden (Regin Skåne and Halland) in general. You have the right to request removal of photos/video, simply by emailing contact@copcap.com with your request.
When you apply for a job through our website, we collect and store your data in our encrypted application tracking systems, TalentTech HR Solutions (6 months), Skeeled (36 months), or Workable (46 months).
Disclosure and transfer of personal data
We only transfer personal data to other entities when legally permitted or required. Our organization is part of a concern or a group of companies where, depending on the circumstances, personal data is shared.
We transfer personal data to the following recipients from the EU/EEA:
a) Authorities
b) Processors
We may be required to release information when this is mandatory to comply with the law or to protect your or our rights, property, or safety.
We only share your personal data with our trusted third parties when necessary to deliver a requested service. We always disclose in the form which of our trusted third parties your personal information may be shared with. Before submitting any personal data through one of our website forms, you are asked to agree to share data with the specific third party and/or parties listed in the form.
From time to time we use external entities as suppliers to assist us in delivering our services.
The external suppliers will not receive or process personal data unless applicable law allows for such transfer and processing.
Where the external parties are acting in the role of processors, the processing is always based on a data processing agreement in accordance with the requirements under GDPR.
Where the external parties are acting in the role of controllers, the processing of personal data is based on such external parties’ data privacy policy and the relevant legal bases which the external parties are obligated to inform about unless the applicable legislation allows otherwise.
We do not transfer personal data to countries or international organisations outside the EU/EEA unless it is necessary on your specific request.
Erasure and retention of personal data
We ensure that the personal data is deleted when it is no longer necessary for the processing purposes described above. However, we retain your personal data to the extent that we are legally obligated, as is the case with for example accounting and bookkeeping materials and records. If you have any questions about our retention of your personal data, you may contact us by using the email mentioned in the last section of this Policy.
Data subject rights
As a data subject under GDPR, you have a number of rights.
You have the right to request access to the personal data we process about you, the purposes we process the personal data, and whether we disclose or transfer your personal data to others.
You have the right to have incorrect information rectified.
You have the right to have certain personal data deleted.
You may have the right to restrict our processing of your personal data.
You may have the right to object to our processing of your personal data based on reasons and circumstances that pertain to your particular situation. Objection can also be to the processing of personal data for the purpose of direct marketing.
You have the right not to be subject to a decision based solely on automated means, without human interference unless the decision (1) is necessary for entering into, or performance of a contract between you and the Organization, (2) is authorised by law, or (3) is based on your explicit consent.
If the processing of your personal data is based on your consent, you are entitled to withdraw such consent at any time. Withdrawal of your consent will not affect the lawfulness of the processing carried out prior to your withdrawal.
You are entitled to receive personal data which you have provided to us in a structured, commonly used, and machine-readable format (data portability).
You can always lodge a complaint with the data protection authority.
Your rights may be subject to conditions or restrictions. Accordingly, there is no certainty that you will be entitled to for example data portability in the specific situation; it will depend on the circumstances of the processing.
More information about data subject rights can be found in the guidelines of the national data protection authorities.
Please use the contact details below if you want to use your rights.
We try to meet your wishes about our processing of personal data, but you can always file a complaint to the data protection authorities.
Changes to this Policy
We reserve the right to update and amend this Policy. If we do, we correct the date and the version at the top of this Policy. If we make significant changes, we will provide notification by way of a visible notice, for example on our website or by direct message.
Contact
You may contact us at the below specified email if you:
a) disagree with our processing or consider our processing of your personal data infringes on the law,
b) have questions or comments to this Policy, or
c) want to invoke one or more of your rights as a data subject described in this policy
If you have questions or comments to this Policy or if you would like to invoke one or more data subject rights, please contact us at contact@copcap.com.