Who we are

We are Shape ApS.

We can be found at; 
Njalsgade 17A, 2.
2300 Copenhagen, Denmark

Introduction

This privacy notice sets out how we use the personal information collected through this website (shape.dk), via contact to our team by any channel or when you contract with us as a client.

Throughout this document, where we refer to Data Protection Legislation, we mean the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

We are committed to meeting the requirements of the Data Protection Legislation and we have developed this privacy notice to ensure that you are aware of;

• the personal data we collect about you,
• what we do with your information,
• what we do to keep your information secure, and
• the rights and choices you have over your personal information.

We will only use your information as set out in this Privacy Notice. If we need to use your personal information for any other purpose, we will take steps to tell you and we will update this Privacy Notice.

Please note this Privacy Notice does not apply to the services we provide our clients where we are acting as their Data Processor. 

The personal data we collect

We only collect personal information that we genuinely need and in accordance with the Data Protection Legislation.

The type of personal information that we will collect directly from you when you contact us via this website will include your;

• Name
• Telephone Number
• Email Address
• Job Title

We will also collect additional information that will help us to deal with your message, specifically what we can help you with and what you would like from our potential collaboration.

We also collect information when you engage with our social media channels. Social media offers another way for us to communicate with you, for you to communicate with us, and for you to communicate with others about our products and services. We monitor this publicly available content, as it helps us to understand what people are saying about our products and services, so that we may develop them. It also offers an additional way for us to communicate with our clients.

We collect limited technical information about your visit to our site, this helps us to better understand how our customers move around, and interact with, this website.

Lawful basis for processing your personal data

We will only ever process your personal data if we have a lawful basis to do so. The lawful bases we rely on are;

• Contract – This is where we process your information to fulfil a contractual arrangement, we have made with you. 
• Consent – This is where we have asked you to provide permission to process your data for a particular purpose. Please note, if we are relying on your Consent, you can withdraw your consent at any time by contacting us or using the opt out link in any emails that we send to you.
• Legitimate Interests - This is where we rely on our interests as a reason for processing, generally this is to provide you with the best products and service in the most secure and appropriate way and to manage our Dealer Network.
  
  

Your Rights

You have a number of Rights under Data Protection Legislation. If you would like to exercise any of these rights, you can contact us using the contact details in the “Contact Us” section further below.

You rights under the Legislation are –

The right to be informed about our collection and use of personal data

You have the right to be informed about the collection and use of your personal data. This Privacy notice gives you this information. 

Right to access your personal information

You have the right to access the personal information that we hold about. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 1 month from the point that we are able to confirm your identity. We will ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.

Right to correction your personal information

If any of the personal information we hold about you is inaccurate, incomplete or out of date, you can ask us to correct it.

Right to restrict processing

You have the right to ask us to restrict the processing of your personal data. For example, this may be because you have issues with the accuracy of the data we hold or the way we have processed your data. The right is not absolute and only applies in certain circumstances.

Right to erasure

You have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances. 

Right to portability

The right to portability gives you the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format. It also gives you the right to request that we transmit this data directly to another controller.

Right to object

You have the right to object to our processing of some or all of the personal data that we hold about you. This is an absolute right when we use your data for direct marketing but may not apply in other circumstances where we have a compelling reason to do so, e.g., a legal obligation. 

You can make a complaint to the Datatilsynet at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have. If you have any feedback about this privacy notices, our would like to complain about our privacy practices please contact our Data Protection Officer at dpo@shape.dk

How we use your personal data 

We will use your personal information to;

Answer any questions that you have or to follow up with you on any enquiries

If you contact us through email, phone or through our website we will use your information to answer your questions and to correspond with you.

Manage our relationship with you

If we start working together, we will use personal information to:

• Manage our contractual relationship with you
• Contact you throughout our relationship regarding the services

Manage and improve our business and our interactions with you

We will use certain personal and technical information to:

• analyse and understand our clients
• understand the effectiveness of our advertising campaigns
• develop new products and services
• secure our network
• investigate and respond to service or security issues
• to administer our website
• to meet our legal and regulatory obligations

To promote our services 

If you give us your permission, we will use your information to send you promotional material that we believe will be relevant to you. 

You can unsubscribe from these communications at any time using the unsubscribe link in our emails or by contacting us. 

To manage recruitment

If you apply for a job with us via our Careers page, we will process personal data about you in order to consider your application.

There are occasions where process data on behalf of our clients when they use our hosting services for their application. Therefore, depending on the nature of the application, personal data of our client will be stored by us. In these cases, we act as a data processor and have the relevant contractual clauses in place with our clients to reflect this relationship. Personal data captured by applications we have built for our clients is controlled by our clients.

How long we retain your personal data

We retain a record of your personal information in order to provide you with a high quality and consistent service and to evidence the actions we have taken on your behalf. 

In line with the Data Protection Legislation we only keep your personal information for the length of time we need it to 

• deliver our services to you
• meet our Business needs
• meet our legal obligations
  
  

Who we may share your personal data with

In some circumstances we may need to share your personal data with third parties in order to 

• provide you with the service that you have asked for, 
• meet our legal obligations,
• run and manage our business,

We may share your personal information with; 

• Law Enforcement or other public authorities that require us to release information
• To any organisation where it is necessary for us to establish a legal claim or to defend ourselves against such a claim.
• Our professional advisors including accountants, legal professionals or insurers
• Providers of ancillary business support services such as Information Technology services (as a processor on our behalf).
• Marketing service providers (as processors on our behalf) including organisations that help us communicate with you.
• Any organisation in the event of the sale, merger, reorganisation, dissolution or disposal of our business. We will inform you of any such transfer or disclosure as required by law.

In all cases we

• only provide the minimum personal information that each party requires to carry out their duties
• only disclose personal information to organisations who we have a contractual relationship with or have an overriding legal requirement to hold the information

International transfers of personal data

In some instances your personal information may be processed outside the European Economic Area. 

If and when this is the case we take steps to ensure there is an appropriate level of security so your personal information is protected in the same way as if it was being used within the EEA.

Where we need to transfer your data outside the EEA we will use one of the following safeguards:

• The use of standard contractual clauses in contracts for the transfer of personal data to third countries, and undertake transfer impact assessments for each transfer to identify any supplementary measures required or
• Transfers to a non-EEA country with privacy laws that give the same protection as the EEA (those countries with an Adequacy decision).
  
  

How we protect your personal data

Data security is of great importance to Us and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure any information that we Control

At a high level we have put the below measure in place:

• Limiting access to our buildings to those that we have determined are entitled to be there;
• Implementing access controls to our information technology;
• All our employees and agents who have access to or are involved in the processing of personal information are contractually obliged to protect the confidentiality of personal information;

How we Use Cookies

When you first visit our site, you will be asked for your permission for us to use some types of cookies.

We have separated our cookies into four categories

Strictly Necessary Cookies

These cookies will always be placed. 

Strictly Necessary cookies are necessary for our website to operate as some cannot be switched off. The Cookies include those that ensure our site is secure, operates as you would expect and remembers your privacy preferences.

Performance Cookies

With your permission we use Performance Cookies to measure and improve the performance of our site. These cookies help us analyse data about web page traffic and to tailor it to customer needs. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Functional Cookies

With your permission we use functional cookies that enable this website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

Targeting and Advertising Cookies

With your permission we utilise Third Party Marketing and Advertising Cookies – these cookies are placed by third party marketing companies (such as google) or social media companies (Such as Facebook) and are used to understand the pages that you have visited so relevant advertisements can be shown to you on these platforms and on other websites. 

These cookies do not directly store your personal information but can uniquely identify your browser and device. If you do not allow these cookies, you will see less targeted adverts from us. You may however see generic advertisements from or about us on Social Media or around the web. 

Cookies help us provide you with a better experience, by enabling us to monitor which pages customers find useful and those which they do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

Changes to this Policy

We may change this Privacy Policy from time to time (for example, if the law changes). If the changes are material, we will take steps to inform you. 

How to contact us

If you would like to

• exercise one of your rights as set out above, 
• have a question or a complaint about this policy, or
• have a question or complaint about the way your personal information is processed.

You can contact us by clicking here or by emailing our Data Protection officer  dpo@shape.dk

Last Updated  on 29th March 2023