Infare is committed to protecting your privacy and will act in compliance with applicable data protection laws and regulations. Generally, we intend to collect only the necessary personal data to offer and improve services/products to customers and others, manage accounts and Infare relationship with its customers/partners, or offer information about employment opportunities.
This Policy applies to the personal data we collect related to our business and marketing activities, including through your use of our website, business communication when you engage with us to use or potentially use the products or services that Infare provides (our “Services”) when you submit your contact details to receive marketing communications from us when you submit event-related data to attend Infare events.
Please take your time to read this Policy. If you have any questions regarding this Policy or if you would like to exercise any of your rights provided in this Policy, please contact us by email at email@example.com.
- Your data controller
Infare is responsible for your personal data. Infare comprises Infare Solutions A/S (address: Borgergade 14, 2nd Floor, DK-1300 Copenhagen K, Denmark) and its subsidiaries (referred to collectively as “Infare” or “we” or “our”). Information on subsidiaries can be found here. This Policy applies to all such entities.
For the purposes of applicable data protection laws (in particular, the General Data Protection Regulation (EU) 2016/679), Infare Solutions A/S and its subsidiaries will control your data. The roles of Infare Solutions A/S and its subsidiaries and their relationship with you are detailed in the arrangements between them.
- How do we use your personal data?
Infare collects and processes personal data about you in several ways. Depending on the situation, we may process your information for the following purposes:
- Use of website
- Fulfilment of contracts
- When we provide our Services
We process your data to provide Services. We collect and maintain personal data that you voluntarily submit to us during your use of our Services to perform Services. The data on the provision of our Services may include your preferred salutation, name, current job title, information about your workplace, business contact information and any other information related to the provision of Services you provide and/or which we obtain from public sources. We process this data to provide you with Services and keep proper records of the Services provided for marketing and business development, historical and statistical purposes. Personal data collected during a continuous customer relationship will be retained. When the customer relationship ends, we will keep your personal data as long as necessary to meet legal and regulatory requirements (e.g., related to bookkeeping, accounting, tax requirements, the limitation period of the claim, archiving and historical purposes, etc.).
- Provision, administer, and support your account
We use your information to manage your account. Examples include managing Services updates and fixes, providing customer, technical, product or other support and recommendations, protecting the security of Infare Services and customers, performing internal business processes, and sending other administrative or account-related communications. We process information reflecting the access or use of Services, including identity data (such as name, username, or another identifier), contact data (such as email, postal address, phone number), technical data (such as IP address, login data, browsing actions, patterns), profile data (such as information about interests, preferences, feedback, and survey responses), commercial/usage data (such as information about how Infare Services are used).
Infare will only store your personal data for as long as necessary to perform our contractual obligations and meet legal and regulatory requirements. After this period, we will securely erase personal data. If data is needed after this period for analytical, historical or other legitimate business purposes, we will take appropriate measures to anonymise this data.
- When you offer to provide or provide services to us
We process information to maintain relationships with our business partners, vendors, professional advisers. For this purpose, we process preferred salutation, name, position, information about your workplace, business contact information and any other information related to the provision of services you provide and/or which we obtain from public sources. The legal basis for this processing is any contract that we potentially may have with you. Personal data collected during a continuous contractual relationship will be retained. When the contractual relationship ends, we will generally keep your personal data for two (2) years until the end of a financial year plus the period until 30 January of the succeeding year.
- Marketing communications
For direct marketing purposes (e.g., to provide you with newsletters, information about our Services, case studies, white papers, business analysis, events highlights, activities, promotions, etc. which you have signed up for or otherwise agreed to receive), we process your name, job title, address, email address, information about your workplace or company are associated with, industry, country, and any other information you provided to us in contact forms (you will see exactly what information we collect from you by filling in the fields in the form). We process these data based on your consent. In addition, if we have already provided Services to you and you have not objected to the processing of your personal data for commercial marketing purposes, we will process the personal data based on a legitimate interest, namely, to maintain and improve business relationships. Suppose you have not objected to the processing of your data for marketing purposes. In that case, we will process these data as long as you are actively engaged with our business (while contracts, subscriptions, etc., are active). Data of contacts who have not been actively involved with us in the past two (2) years will be erased from our systems. If you have opted out of receiving future Infare publications, your basic contact details will remain on our opt-out list.
We process your data for recruitment purposes, which includes all the information you provide us online, via email or by hard copy in your CV, recommendation, cover letter, or another document to assess suitability for any position you may apply for. We process these data based on your consent when you use them for employment and erasure them no later than within four (4) months from the end of selecting a candidate for a vacant position. At your request, we may store this information to give you another job offer if you give your prior consent to that. In this case, your personal data will be stored for three (3) years, starting from the date of such consent. We will not process any special category data except where we can do so under applicable legislation or with your explicit consent.
- Events and meetings
To organise and evaluate events or meetings, we process your registration data (name, company (employer) name, position, email address, phone number). We process these data based on your consent and erasure them seven (7) days after the event.
- Communication with you
For communication with you, we may process your personal data to raise awareness about the performed activity – in presentation messages, including, but not limited to, brochures, visual presentations, and social media. For this purpose, we may process your name, surname, information about the workplace, position and information, your expert opinion and (or) insights on the topic under discussion, photo. These data will be processed based on your consent and stored for five (5) years, starting from the publication date plus the period until 30 January of the succeeding year.
- Who may access your personal data?
We may disclose your personal data to our group companies based on a legitimate interest to the extent necessary for internal administration purposes.
We may also share personal data with a variety of the following categories of third parties as necessary:
- To authorised Infare representatives who are in contact with you or responsible for commercial activities and performance of Infare contractual obligations.
- To Infare third-party service providers, including professional advisers such as lawyers and accountants, marketing firms, information technology service providers, auditing firms, document and information storage providers, courier services providers and others.
- Third-party service providers to assist us with client insight analytics, such as Google Analytics, etc.
Please note this list is non-exhaustive, and there may be other examples we need to share with other parties to provide Services as effectively as we can.
When hiring subcontractors, we take all necessary measures to ensure that our data processors also implement appropriate organisational and technical security measures and keep the confidentiality of personal data.
- Which countries do we transfer your personal data to?
To provide our Services, we may need to transfer your personal data to companies working with us or on our behalf for the purposes described in this Policy outside the jurisdiction in which you provide it or where you are viewing this website for the purposes set out in this Policy. This may entail transferring your information from a location within the European Economic Area (the “EEA”) to outside the EEA, or from outside the EEA to a location within the EEA.
The level of information protection in countries outside the EEA may be less than that offered within the EEA. Where this is the case, we take appropriate security and legal precautions to safeguard the safety and integrity of personal data transferred. Where our third-party service providers process personal data outside the EEA in providing services to us, our written agreement with them will include appropriate measures, usually Standard Contract Terms approved by the European Commission.
- Steps taken to safeguard the personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have also put procedures to deal with any suspected personal data breach and notify you and any applicable regulator of a breach where we are legally required to do so.
We use a range of physical, electronic and managerial measures to keep your personal data secure, accurate and up to date. These measures include:
- Education and training to relevant staff so they are aware of our privacy obligations when handling personal data;
- Administrative and technical controls to restrict access to personal data on a ‘need to know basis;
- Technological security measures, including firewalls and anti-virus software; and
- Physical security measures, such as staff security passes to access our premises.
Although we use appropriate security measures once we have received your personal data, data transmission over the internet (including by email) is never completely secure. We endeavour to protect personal data; however, security cannot be guaranteed against all threats.
- Direct marketing
If you consent, we will send you marketing messages via email to inform you of what we are up to. You could also receive marketing material from us through personalised social media advertising. Also, suppose we already have provided Services to you, and you do not object. In that case, we will inform you about our other Services that might interest you, including further information related to such. You may opt out of receiving marketing messages at any time. You may do so by:
- Choosing the relevant link in any of our marketing messages. You can do this by clicking the “unsubscribe” link at the bottom of each marketing email.
- Contacting us by email at firstname.lastname@example.org.
Upon you having fulfilled any of the provided actions, we will update your profile to ensure that you will not receive our marketing messages in the future. The opt-out of the marketing messages will not stop you from receiving messages directly related to the provision of Services.
- Social media
- Cookies and web analysis
- What are cookies?
Cookies are small text files stored on your computer and store specific settings and data for sharing with us online about your browser. A cookie usually contains the name of the domain from which the cookie file was sent, information about the cookie’s age, and an alphanumeric identifier. Depending on content and storage duration, there are different types of cookies. Most of the cookies we use are so-called “session cookies”, deleted when you end your browser session. In addition, there are some long-lasting cookies by which we can recognise you as a visitor. Many cookies come directly from us; in addition, the storage and evaluation of individual cookies come from service providers (so-called “third-party cookies”).
- Cookies we may use and why?
|Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.|
|CookieConsent||Cookiebot||Stores the user’s cookie consent state for the current domain||1 year||HTTP Cookie|
|__cf_bm||HubSpot||This cookie is used to distinguish between humans and bots. This is beneficial for the website, in order to make valid reports on the use of their website.||1 day||HTTP Cookie|
|Preference cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in.|
|Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.|
|_ga||Registers a unique ID that is used to generate statistical data on how the visitor uses the website.||2 years||HTTP Cookie|
|_gat||Used by Google Analytics to throttle request rate||1 day||HTTP Cookie|
|_gid||Registers a unique ID that is used to generate statistical data on how the visitor uses the website.||1 day||HTTP Cookie|
|Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third-party advertisers.|
|embed/v3/counters.gif||Hubspot||Collects information on user preferences and/or interaction with web-campaign content – This is used on CRM-campaign-platform used by website owners for promoting events or products.||Session||Pixel Tracker|
|__ptq.gif||Hubspot||Sends data to the marketing platform Hubspot about the visitor’s device and behaviour. Tracks the visitor across devices and marketing channels.||Session||Pixel Tracker|
|Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies.|
- How can I control cookies?
You have the right to decide whether to accept or reject cookies. You can at any time change or withdraw your consent by clicking on the Cookiebot icon on the bottom left-hand side of https://infare.com/
- Third-party websites
You may find links to and from partner websites, information sources, and related party websites on the website. Please note that such third-party websites you will visit by clicking on links have their privacy policies, and we take no responsibility regarding such privacy policies. We recommend familiarising you with the privacy policies of such websites before providing any personal data to such.
- Your rights and how you may exercise them?
Your principal rights under data protection law are the following:
- The right to access your personal data
You have the right to confirmation as to whether or not we process your personal data and, if we do, access to your personal data. We will provide you with a copy of that personal data and related information if you ask us. The first copy will be provided free, but additional copies may be subject to a reasonable fee.
- The right to require rectification of your personal data
You have the right to have any inaccurate or incomplete personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed. Please let us know if the personal data that we hold about you needs to be corrected or updated.
- The right to require the erasure of your personal data
In some circumstances, you can ask us to delete or remove your personal data. Nevertheless, this right is not absolute and can be justified for at least one of the following reasons:
- The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
- You withdraw consent to consent-based processing, and there is no other legal basis to process personal data;
- You object to the processing under specific rules of applicable data protection laws; or
- The personal data have been unlawfully processed.
However, there are exclusions of the right to erasure. Such exclusions include when processing is necessary for exercising the right of freedom of expression and information, or for compliance with our legal obligation, or for the establishment, exercise or defence of legal claims.
- The right to restrict the processing of your personal data
This enables you to ask us to suspend the processing of personal data about you in the following circumstances: if you want us to establish the data’s accuracy; where our use of the data is unlawful, but you do not want us to erase it; where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
- The right to withdraw consent regarding the processing of your personal data when personal data is processed exclusively based on your consent.
If you make such an objection, we will cease to process your personal data for this purpose.
- The right to lodge a complaint
If you are unhappy with the way we process your personal data, please contact us, and we’ll do our best to improve. We take every privacy complaint seriously and will make all reasonable efforts to resolving your complaint promptly and according to applicable law. If you think your privacy rights were breached, you may also lodge a complaint with an authority of the EU country of your habitual residence. Contact information for these authorities can be accessed at http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080. However, we recommend that you contact us first so we can try to resolve it.
- Use of the website by children
Infare understands the importance of protecting children’s privacy, especially in an online environment. In particular, our website is not directed to children, and it is our policy never to collect or maintain information about children knowingly. Also, we request such individuals not to provide personal data through the website.
- Changes to the Policy
We keep our Policy under regular review. We may also make changes as required to comply with changes in applicable law or regulatory requirements. The applicable version will always be found on our website. Where it is practicable, we will notify you by email of any significant changes. However, we encourage you to review this Policy periodically to be informed of how we use your personal data.
This policy was last updated on 16th November 2021.