Privacy Policy for Document People A/S

1. Data Controller

Document People A/S is the data controller responsible for the processing of personal data collected through our website and in connection with our business activities.

Document People A/S
Ravnsbjergvej 1
6710 Esbjerg V
Denmark
CVR No.: 32308759
Phone: +45 70 10 16 60
Email: info@documentpeople.dk

If you have any questions regarding this Privacy Policy or wish to exercise your rights, please contact us at info@documentpeople.dk.

2. Purpose of Processing

We process personal data for the following purposes:

• Responding to inquiries from customers, partners and website visitors.
• Scheduling meetings, product demonstrations and consultations.
• Providing customer support and services.
• Preparing quotations and managing customer relationships.
• Providing relevant information about our products, services, events and webinars.
• Improving our website and user experience.
• Analyzing website usage.
• Protecting our website against abuse, spam and security threats.
• Complying with legal obligations.

3. What Personal Data Do We Process?

We may process the following categories of personal data:

• Name
• Company name
• Job title
• Telephone number
• Email address
• Contents of correspondence and contact forms
• Information submitted when booking meetings
• Support requests
• IP address
• Browser and device information
• Information relating to website usage
• Cookie and consent information

As a general rule, we do not process sensitive personal data.

4. Where Do We Collect Personal Data From?

We collect personal data:

• Directly from you.
• Through website contact forms.
• Through meeting booking forms.
• Through support requests.
• Through email correspondence.
• Through cookies and analytics tools where consent has been provided.

We may also collect business-related contact information from publicly available sources such as company websites, business registers, professional networks including LinkedIn and other lawful commercial sources.

5. Legal Basis for Processing

Consent
We process personal data based on your consent when you accept analytics or marketing cookies, subscribe to newsletters, register for webinars or events, or request information or downloadable content (GDPR Article 6(1)(a)). You may withdraw your consent at any time.

Performance of a Contract
We process personal data when necessary for entering into or fulfilling an agreement with you or your organization (GDPR Article 6(1)(b)).

Legal Obligation
We may process personal data to comply with legal obligations, including accounting and tax regulations (GDPR Article 6(1)(c)).

Legitimate Interests
We process personal data based on our legitimate interests, including responding to inquiries, business development and customer dialogue, B2B marketing activities, website improvement and analytics, and IT security and website operations (GDPR Article 6(1)(f)).

6. Marketing Communications

Document People may send relevant business-related information regarding products, services, webinars, events and professional content in accordance with applicable marketing and data protection laws.

You may opt out of marketing communications at any time by using the unsubscribe link provided in our communications or by contacting us directly.

7. Data Processors and Third Parties

We use selected suppliers and service providers to support the operation, security and development of our website and services.

Microsoft 365 and Microsoft Graph
When you use our Contact, Book a Meeting or Support forms, your information is processed and stored within Microsoft 365. Microsoft 365 is used for email communication, customer dialogue, support services, meeting bookings and internal administration.

Cloudflare Pages
We use Cloudflare Pages for website hosting and operation.

Cloudflare Turnstile
To protect our forms against spam, abuse and automated requests, we use Cloudflare Turnstile. This service helps verify that forms are being completed by humans rather than automated systems.

Google Analytics 4
We use Google Analytics 4 to collect website statistics and understand how visitors use our website. Google Analytics is activated only after you provide consent.

Meta Pixel
We use Meta Pixel to measure the effectiveness of our marketing efforts, understand conversions and improve the relevance of our advertising. Meta Pixel is activated only after you provide consent.

Iubenda
We use Iubenda as our Consent Management Platform (CMP) for cookie consent collection and documentation.

SuperOffice
Our support section may link to the SuperOffice support portal. Any processing of personal data within the support portal is governed by the applicable privacy policies and security measures of that platform.

All data processors are contractually obligated to process personal data in accordance with GDPR and our instructions.

8. Transfers of Personal Data Outside the EU/EEA

Some of our service providers may process personal data outside the European Union or European Economic Area. This may potentially include services provided by Microsoft, Google, Meta and Cloudflare.

Where personal data is transferred outside the EU/EEA, such transfers will only take place on the basis of valid transfer mechanisms, including European Commission Standard Contractual Clauses (SCCs), the EU-U.S. Data Privacy Framework, or other lawful transfer mechanisms under applicable data protection legislation.

9. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected. As a general rule:

• Contact inquiries: Up to 24 months after the last relevant interaction or activity.
• Quotation cases: Up to 5 years after completion.
• Customer information: For the duration of the customer relationship and thereafter as required by law.
• Accounting records: As required by applicable accounting legislation.
• Marketing consents: Until consent is withdrawn.
• Cookie consents: As long as documentation is required.

When personal data is no longer required, it will be deleted or anonymized.

10. Your Rights

Under applicable data protection legislation, you have the following rights:

• Right of Access: You have the right to obtain information about the personal data we process about you.
• Right to Rectification: You have the right to have inaccurate information corrected.
• Right to Erasure: Under certain circumstances, you have the right to request deletion of your personal data.
• Right to Restriction of Processing: You may request that processing of your personal data be restricted in certain situations.
• Right to Data Portability: Where applicable, you may receive your personal data in a structured, commonly used and machine-readable format.
• Right to Object: You may object to processing based on our legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.

Exercising your rights is generally free of charge. However, in certain circumstances permitted by law, we may charge a reasonable fee or refuse a request if it is manifestly unfounded, repetitive or excessive.

Automated Decision-Making and Profiling
Document People does not carry out automated decision-making or profiling that produces legal effects or similarly significant consequences for individuals. We may use analytics and marketing tools to improve our communication and website performance, but these tools are not used to make automated decisions about individuals.

11. Cookies

We use cookies for essential functionality, security and fraud prevention, analytics and statistics, and marketing purposes. Analytics and marketing cookies are activated only after your consent. You may change or withdraw your consent at any time through our cookie settings.

For further information, please refer to our Cookie Policy.

12. Right to Lodge a Complaint

If you believe that our processing of your personal data does not comply with applicable data protection laws, you have the right to lodge a complaint with:

Datatilsynet (the Danish Data Protection Agency)
Carl Jacobsens Vej 35
2500 Valby
Denmark

We encourage you to contact us first to allow us the opportunity to address your concerns and resolve any issues.

13. Changes to This Privacy Policy

Document People A/S may update this Privacy Policy from time to time to reflect changes in legislation, technology, products, services or processing activities. The latest version will always be available on our website.

14. Contact

Document People A/S
Ravnsbjergvej 1
6710 Esbjerg V
Denmark
Email: info@documentpeople.dk
Phone: +45 70 10 16 60

This Privacy Policy applies to visitors of documentpeople.dk and individuals who contact Document People A/S through our website, email, telephone, support portal or other communication channels.