Privacy Statement for SafeEx

Ensuring transparency and security in your digital experience.

1. Introduction

This SafeEx Privacy Statement (“SPS“) describes how SafeEx ApS (“SafeEx“, “we“, “us“, “our“) collects, uses, and discloses Personal Data in its capacity as a Data Controller.

This policy applies to Personal Data we process for our own business purposes, including data collected from visitors to our website (www.safeex.com), from prospective and current customers in the course of sales and service delivery, and for our marketing activities.

This SPS does not apply to the data that our customers upload to the SafeEx Cloud software-as-a-service product, for which SafeEx acts as a Data Processor. Our obligations as a Data Processor are governed exclusively by the SafeEx Cloud Data Processing Addendum (DPA).

SafeEx is committed to the principle of data minimization. We only collect and process the minimum amount of Personal Data that is necessary for the legitimate purposes described in this policy.

2. Definitions

For the purposes of this SPS, the terms listed below are defined as follows:

• Data Controller: As defined by the EU-GDPR. In the context of this SPS, this refers to SafeEx.
• Data Subject: As defined by the EU-GDPR. In the context of this SPS, this refers to you.
• EU-GDPR: Means the European Union (EU) General Data Protection Regulation (GDPR).
• Personal Data: As defined by the EU-GDPR.
• Processing: As defined by the EU-GDPR.

3. How We Collect and Use Your Personal Data

We collect Personal Data in several ways depending on how you interact with us.

A) When You Visit Our Website

• Data We Collect: We may automatically collect technical data about your equipment, browse actions, and patterns. This includes your IP address, browser type, operating system, and usage data collected through cookies and similar technologies.
• Purpose of Use: We use this data to operate, maintain, and improve our website, to ensure its security, and to analyse how visitors use our site to enhance user experience.

b) When You Inquire About Our Products or Services

• Data We Collect: When you contact us through a form on our website, by email, or by phone, we collect the information you provide, which may include your name, email address, phone number, job title, and the company you work for.
• Purpose of Use: We use this data to respond to your inquiries, provide you with information you have requested about our products and services, and manage our sales process.

c) When You Are a Customer Contact

• Data We Collect: If you are an employee or representative of one of our customers, we process your business contact information, such as your name, email address, job title, and phone number.
• Purpose of Use: We use this data to fulfil our contractual obligations with your employer. This includes managing the account, providing customer support, handling billing and invoicing, and sending important service-related communications.

d) When You Receive Marketing Communications

• Data We Collect: We may collect your name and email address when you subscribe to our newsletters or other marketing materials.
• Purpose of Use: We use this data to send you information about our products, services, and events that we believe may be of interest to you. You may unsubscribe from these communications at any time.

4. Legal Basis for Processing

We only process your Personal Data when we have a valid legal basis to do so under the EU-GDPR. Our legal bases include:

• Performance of a Contract: We process Personal Data from our customer contacts to fulfil the terms of our agreements with their employer.
• Legitimate Interest: We process website usage data and inquiry data based on our legitimate interest in operating and improving our business and website.
• Consent: We rely on your consent to send you direct marketing communications. You have the right to withdraw your consent at any time.

5. Data Sharing and Disclosure

We do not sell your Personal Data. We may share your Personal Data with trusted third-party service providers who assist us in operating our business, such as:

• IT and cloud hosting providers.
• CRM and marketing automation platform providers.
• Analytics service providers.

We ensure that any third party with whom we share Personal Data is contractually obligated to keep it secure and use it only for the purposes for which we have instructed them. We may also disclose Personal Data if required by law or a court order.

6. Data Security

SafeEx implements and maintains appropriate technical and organisational security measures designed to protect your Personal Data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

7. Data Retention

We will only retain your Personal Data for as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements. For example, contact data related to our customers is retained for the duration of the customer relationship and for a subsequent period as required by accounting and tax laws, whereas data from prospective customers who do not become customers is retained for a period of two (2) years after our last communication.

In some circumstances, we may anonymize your Personal Data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. International Data Transfers

We primarily store and process Personal Data within the European Union (EU). If we transfer your Personal Data to a service provider located outside the EU, we will ensure that appropriate safeguards are in place to protect your data, such as by using Standard Contractual Clauses approved by the European Commission.

9. Your Data Protection Rights

Under the EU-GDPR, you have the following rights regarding your Personal Data:

• Right of Access: You can request a copy of the Personal Data we hold about you.
• Right to Rectification: You can request that we correct any inaccurate or incomplete data.
• Right to Erasure: You can request that we delete your Personal Data under certain conditions.
• Right to Restrict Processing: You can request that we limit the way we use your data.
• Right to Data Portability: You can request that we transfer your data to another organisation.
• Right to Object: You can object to our processing of your data where we are relying on a legitimate interest.

To exercise any of these rights, please contact us using the information provided in Section 12.

10. Use of Cookies

Our website uses cookies to distinguish you from other users and to help us provide you with a good experience. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy.

11. Changes to This Privacy Statement

We may update this SPS from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the revised policy on our website and update the revision date.