Privacy Policy for FleetGrid

Data Controller

We are the data controller for the processing of personal data that we handle about our customers and partners. You can find our contact details below.

FleetGrid Aps

Titangade 13

CVR-nr.: 45661571

It is not a requirement for our company to have an external DPO, but if you have questions about the processing of your personal data, you can contact us at [email address].

Processing activities

As the data controller under GDPR, we have the following processing activities.

Website Visits

When you visit our website, we use cookies to ensure the website functions properly, which you can read more about in our cookie policy.

Communication with potential customers

When you have questions about our website or want to learn more about our services, you can contact us via:

• Email: info@fleetgrid.dk

Through this channel, we will process your personal data so that we can engage in a dialogue with you, for example, to answer questions about our services. We only process the information that you provide to us in connection with our communication.

We typically process the following common information: name, email address, and phone number.

Our legal basis for processing this personal data is Article 6(1)(f) of the General Data Protection Regulation (GDPR).

We delete our communication with you once it is clear whether you wish to use our services or not.

Should there be a particular need to retain your personal data for a longer period, this may occur in such cases.

Customers

We need to communicate with our customers to ensure that the service is delivered correctly. In this process, we may process information such as name, address, services, special agreements, payment information, and similar details. 

The legal basis for processing this personal data is Article 6(1)(b) of the General Data Protection Regulation (GDPR).

Once the service has been delivered and any outstanding matters have been settled, we will promptly delete the personal data.

Newsletter

We have a newsletter, which you can subscribe to voluntarily – and you can unsubscribe at any time. 

The purpose of the newsletter is to send subscribers emails with new information from the company, which may include updates to the website and announcements about our services.

We will only send you emails if you have given your active consent to this. Initially, this requires that you provide your email address, to which we will then send a confirmation email so that you can verify your subscription. This ensures that you have actively signed up for the newsletter yourself, i.e., given your explicit consent. 

Our legal basis for processing your personal data (i.e., your email address) in connection with the newsletter is Article 6(1)(a) of the General Data Protection Regulation (GDPR).

We will process your personal data for as long as you remain subscribed to the newsletter. Once you unsubscribe, we will stop sending it to you. If we have not sent you a newsletter for one year, your consent will be considered withdrawn due to our inactivity.

When you unsubscribe from the newsletter, we will retain your previously given consent for 2 years after it was last used, due to statute of limitations requirements according to the Danish Consumer Ombudsman’s spam guidelines, section 11.3. 

Accountant

We are required to retain all accounting records in accordance with the Danish Bookkeeping Act. This means we store invoices and similar documents for accounting purposes. These records may contain personal data such as name, address, and description of services.

Our legal basis for processing personal data for accounting purposes is Article 6(1)(b) of the GDPR.

We store this information for a minimum of 5 years after the end of the current financial year. 

Job Applications

We gladly accept job applications in order to assess whether they match a hiring need within our company. 

If you submit your job application to us, our legal basis for processing your personal data is Article 6(1)(f) of the General Data Protection Regulation (GDPR). 

If you have submitted an unsolicited application, we will immediately assess whether your application is relevant, and subsequently delete your data if there is no match. 

If you have submitted an application for a advertised position, we will delete your application in the event that you are not hired, and immediately after the right candidate has been selected for the position.

If you enter a recruitment process and/or are hired for the position, we will provide you with separate information on how we process your personal data in this context. 

Data Processors

Few can handle everything alone, and the same goes for us. Therefore, we work with partners and use service providers, some of whom may act as data processors.

External providers may, for example, supply systems to organize our work, services, consulting, IT hosting, or marketing.                   

It is our responsibility to ensure that your personal data is processed properly. Therefore, we set high standards for our partners, and they must guarantee that your personal data is protected.

We therefore enter into agreements with companies (data processors) that handle personal data on our behalf in order to enhance the security of your personal data.

Disclosure of Personal Data

We do not disclose your personal data to third parties.

Profiling and automated decisions

We do not perform profiling or automated decision-making.

Transfers to third countries

As a rule, we use data processors within the EU/EEA, or who store data within the EU/EEA. 

In some cases, this is not possible, and data processors outside the EU/EEA may be used, provided they can ensure an adequate level of protection for your personal data.

Processing Security

We ensure the security of personal data processing by implementing appropriate technical and organizational measures. 

We have conducted risk assessments of our personal data processing and, based on these, have implemented suitable technical and organizational measures to enhance processing security.

One of our key measures is keeping our employees up to date on GDPR through ongoing awareness training, GDPR courses, and by reviewing our GDPR procedures with staff. 

The Rights of the Data Subject

Under the General Data Protection Regulation, you have a number of rights regarding our processing of your personal data.

If you wish to exercise your rights, please contact us so we can assist you with this.

Right of Access

You have the right to access the personal data we process about you, as well as a range of additional information.

Right to Rectification

You have the right to have incorrect information about yourself corrected.

Right to Erasure

You have the right to have incorrect information about yourself corrected.

Right to Erasure

In certain situations, you have the right to restrict the processing of your personal data. If you are entitled to have the processing restricted, we may in the future only process the data – apart from storage – with your consent, or for the establishment, exercise or defense 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 otherwise lawful processing of your personal data. You may also object to the processing of your personal data 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 these personal data transferred from one data controller to another without hindrance.

You can read more about your rights in the Danish Data Protection Agency’s guidance on the rights of the data subject, which you can find at www.datatilsynet.dk. www.datatilsynet.dk.

Withdrawal of Consent

When our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. 

Complaint to the Danish Data Protection Agency

You have the right to file a complaint with the Danish Data Protection Agency if you are dissatisfied with the way we process your personal data. You can find the contact details of the Danish Data Protection Agency at www.datatilsynet.dk. www.datatilsynet.dk.

We generally encourage you to read more about GDPR so you stay informed about the regulations.