Privacy policy

1. Purpose

The purpose of this privacy policy is to inform you how IPW Systems ApS [CVR no. 26838916] (hereinafter IPW “we”, “us”, “our”) processes your personal data in accordance with the General Data Protection Regulation (GDPR) and the Danish Data Protection Act (DBL)

2. The short version

IPW processes your information for one or more specific purposes, including when you enter into a sales agreement with us, in connection with customer inquiries, participate in a workshop, participate in an arrangement or event, if you are a supplier or business partner, visit our website or social media, if you receive marketing, including our newsletter, use our contact form, as well as apply for a job with us.

As a general rule, the information will come directly from you, and we only process your information for as long as it is necessary in relation to the purpose for which it was collected. However, the information may also be processed and stored for a longer period in anonymized form.

3. Elaboration of our specific processing activities and legal basis

Below you can read more about the specific processing activities.
In the following, you can read more about the individual processing activities.

3.1. Customer relationship
In connection with the sale of our software solutions, we process personal data in order to enter into and fulfill an agreement with you cf. GDPR Article 6(1)(b). This information includes contact details such as name of contact person, job title, company name, CVR no., email, address, telephone number, payment information as well as purchase history.

Contact details are stored during the customer relationship and for 5 years after termination, whereas accounting material is deleted 5 years from the end of the financial year to which the material relates cf. the Danish Bookkeeping Act section 12(1).

You always have the opportunity to gain access to such information and have it deleted. Read more about your rights in section 5 below.

3.2. Customer inquiries
We also process your personal data if you contact our customer service. We process your personal data on the basis of our interest in being able to contact you and respond to your inquiries cf. GDPR Article 6(1)(f).

The information we process will typically include name of contact person, company name, job title, CVR no., email, telephone number, address as well as information related to the inquiry.
We delete the information on an ongoing basis, however no later than 5 years after the last inquiry.

3.3. Arrangements and events
In connection with our planning, holding and evaluation of our arrangements and events, such as IPW Academy, courses, workshop, webinar, customer seminar, summer schools and ERFA networks, we process information in order to register the registration and contact the company or organization.

For this purpose, we need to process ordinary information, including contact details such as name of contact person, job title, company name, email and telephone number. We will also process your payment information if you have to pay for participation in an arrangement or event. We process this information on the basis of entering into an agreement cf. GDPR Article 6(1)(b).

We also process your personal data in connection with evaluation of the arrangement or event. The evaluation takes place on the basis of our legitimate interest in being able to evaluate the arrangement or event in order to improve it in the future.

Your personal data may be disclosed in the form of name and company name to the other participants as well as to the presenter / instructor. The sharing takes place in accordance with our legitimate interest in facilitating a better environment for networking. The legal basis for the processing is therefore GDPR Article 6(1)(f).

We delete the information after the holding of arrangements or events and after completed evaluation. Accounting material is deleted 5 years from the end of the financial year to which the material relates in accordance with the Danish Bookkeeping Act.

3.4. Suppliers and business partners
When we enter into agreements with suppliers and business partners, we process information about their contact persons. This includes information about name of contact person, job title, company name, CVR no., telephone number, email and, if necessary, bank and payment information.

The information is processed either because it is necessary for the performance of the agreement with the relevant supplier or business partner cf. GDPR Article 6(1)(b), or because as part of the agreement we have a legitimate interest in processing the relevant contact information cf. GDPR Article 6(1)(f).

We store relevant contact information throughout our cooperation. Written correspondence is deleted on an ongoing basis, and information necessary to fulfill our obligations under the Danish Bookkeeping Act is stored for 5 years from the end of the financial year to which the material relates.

3.5. Job application
If you apply for a job with us, we process your personal data in order to assess whether you are qualified for an existing or future position with us. We process the information you provide to us, including name, contact details (including telephone number, email and address), date of birth, photo, application, CV, employment and educational background and references.

We process your information in order to enter into an agreement with you regarding employment on the basis of your request for our processing of the application cf. GDPR Article 6(1)(f). We also process information in cases where we assess that our interests in processing your personal data outweigh your interests in not having them processed, for example information collected from social media published by you or information obtained via the completion of a personality and skills test cf. GDPR Article 6(1)(f).

We share your personal data with the employees involved in the recruitment process and disclose your personal data to the companies that conduct the personality and skills test as well as possibly recruitment agencies.

If you are not offered the position, we may store your personal data for up to 3 years after the end of the recruitment period.
If we wish to store your information beyond the recruitment period, because we assess that you could be considered for another position, we obtain your consent. The storage period will appear from the relevant declaration of consent.

Website and cookies
Cookies
In connection with the ordinary operation of our website, we collect personal data about you via cookies in order to improve the website’s appearance and user experience, as well as to prepare statistics. The information we collect via cookies includes your IP address, browser type, device (type, version, operating system etc.) as well as user behavior, including page views.

We only collect your information if you have given consent thereto cf. GDPR Article 6(1)(a). You may at any time withdraw your consent. Read more about this in our cookie policy which is available via our cookie banner here.

Contact form
Via our website, you have the opportunity to contact us through our contact form. In this connection, we also process your personal data. The information we process is name, email and company. The legal basis for this processing is GDPR Article 6(1)(f), as we assess that we have a legitimate interest in being able to respond to your inquiry.

The information we process via our contact form is deleted on an ongoing basis and no later than 5 years after the latest contact.

Integrated plugins
On our website, we also have integrated plugins from social media, which thereby have the opportunity to collect data about you if you have given your consent thereto cf. GDPR Article 6(1)(f). In this connection, we have joint data controllership with each media. We use integrated plugins from LinkedIn and Facebook.

3.6. Tracking tools on the website
Meta Platforms, Inc.
In order to carry out targeted marketing on Facebook, we use tracking tools from Meta Ireland Ltd., including Meta Business tools in the form of Meta pixel, the Conversions API, app events via the Facebook SDK, offline conversions, App Events API, Facebook’s social plugins, Facebook Login and Messenger customer match. Through this, we collect data about you.

This means that when you visit our website, the tools collect information about your IP address, that you have visited our website, the time of your visit, information about your browser and operating system as well as information about other online identifiers collected via cookies. The information is processed for the purpose of targeting our marketing on Facebook.

We are joint data controller together with Meta Ireland Ltd. for the processing of personal data collected and transmitted in connection with your visit to our website. Meta Ireland Ltd. processes the information for its own purposes, e.g. improvement and optimization of their advertising platform.

We only collect your personal data if you have given your consent thereto, cf. GDPR Article 6(1)(a). You may at any time withdraw your consent in your browser settings or by contacting privacy@ipw.dk
.

You can read more about Meta Ireland Ltd.’s processing of your personal data in their privacy policy here, and about the joint data controllership and the concluded joint data controller agreement here.

Google LLC.
In addition to analysis tools from Meta Platforms, Inc., we also use analysis tools from Google LLC. in the form of Google Analytics and Google Ads.
Therefore, in connection with your visit to our website, we will process information about i) identification in the form of user ID and device ID and ii) dimensions, which include IP address, age, city, country, gender, interest, language and region. Furthermore iii) activity, i.e. pages, clicks, downloads and forms as well as iv) device information in the form of browser, OS, device (iPhone), screen engagement, time on page, “scrolling” and videos.

We process information on the basis of your consent cf. GDPR Article 6(1)(a). You may at any time withdraw your consent in your browser settings or by contacting privacy@ipw.dk
.
You can read more about Google LLC.’s processing of your personal data in their privacy policy here.

Remarketing
When you become a customer with us, we will use your email address to advertise offers for similar products on social media.

The above means that we disclose your personal data in the form of your email address to LinkedIn Corporation as well as Google LLC, with whom we have so-called joint data controllership.

The purpose of the disclosure is that your email address can be matched with the email addresses that the social platforms hold. In this way, marketing of similar products is targeted on the social media.

The processing takes place in accordance with GDPR Article 6(1)(f). You naturally always have the opportunity to object to the processing. See more in section 5.

Analysis tools in newsletters
We use analysis tools in connection with sending newsletters in Hubspot. We use, among other things, these so-called analysis pixels to register your online behavior in order to analyze which articles you clicked on. The processing takes place in accordance with GDPR Article 6(1)(f), as we assess that we have a legitimate interest in being able to optimize the planning and distribution of our newsletters.
We store the information for as long as you receive marketing in the form of newsletters.

3.7. Social media
We use certain social media, including Facebook and LinkedIn, to get in contact with our customers and potential customers, as well as promote our marketing. If you have been in and “liked” our fan page on the social media or have been in contact with us through it, we inevitably process your personal data. In this regard, we only process information about your name and email.
If you contact us via social media, we process your personal data on the basis of our interest in being able to contact you and respond to your inquiries cf. GDPR Article 6(1)(f). The information will originate from you and the social media through which you contact us.

We have so-called joint data controllership with the social media we use, as we both process your personal data for our own purposes. You can read more about the social media’s processing of your personal data in the following:

• Meta Platforms, Inc. (Facebook and Instagram) processing of your personal data here, and about the joint data controllership here.

• LinkedIn Corporation’s (LinkedIn) processing of your personal data here and about the joint data controllership here.

Information processed in connection with social media, which concerns direct communication via the social media, is deleted immediately. Posts on e.g. Facebook pages or in other public groups are not deleted, as a post or a comment in public groups is considered to be public areas. You can read more about public areas here.

3.8. Marketing
We only process your personal data for marketing purposes if you have given your consent in accordance with GDPR Article 6(1)(a) to e.g. receive newsletters about quality management, inspiring success stories, courses, webinars and events. The scope of our processing appears from the specific consent.

If you have consented to receive marketing from us, we as a starting point process information about name, email and company.

You have the right at any time to withdraw your consent by using the “unsubscribe” link in the newsletters you receive as well as by sending an email to privacy@ipw.dk
 or calling +45 70 25 02 14.

We store the documentation for your consent for as long as you receive marketing or participate in our marketing and for 2 years after you have withdrawn your consent, as our possible criminal liability becomes statute-barred after this period.

4. Recipients of personal data
We process your personal data confidentially, and as a starting point we do not disclose the information to third parties. However, we may disclose your personal data if you have given your consent, if we have a legitimate interest in the disclosure or if we have a legal obligation.

We may entrust personal data to our system suppliers, who process personal data on our behalf and according to our specific instructions in accordance with the concluded data processing agreement.

In some cases, we use data processors outside the EU/EEA, whereby personal data may be transferred to third countries, including in connection with our use of cloud solutions. In this regard, we use a valid transfer basis either in the form of the EU-U.S. Data Privacy Framework or Standard Contractual Clauses before we transfer the personal data. If we use Standard Contractual Clauses as a valid transfer basis, an individual assessment is always made regarding the need for supplementary measures. You can contact us at privacy@ipw.dk
 to obtain information about the specific legal basis for processing in that context.

5. Your rights
When we collect information about you, you have a number of fundamental rights under the data protection rules, which you may exercise. You can read more about your rights on the website of the Danish Data Protection Agency here.

The above-mentioned rights may be subject to conditions and limitations. Whether you as a data subject can request, for example, to have your personal data deleted will in all cases depend on a specific assessment.

If you have given your consent to our processing of your information, you have the right at any time to withdraw this consent.

If you are dissatisfied with our processing of your personal data, you can file a complaint with the Danish Data Protection Agency via their website www.datatilsynet.dk
 or by calling +45 33 19 32 00.

6. Contact information
The company responsible for processing your personal data is:

IPW Systems ApS
CVR no.: 26838916
Olaf Ryes Gade 7R, 1. Tv.
6000 Kolding
Email: privacy@ipw.dk
Telephone: +45 70 25 02 14

7. Changes
We reserve the right to update and amend the present guidelines for processing of personal data. In the event of significant changes, we will contact you by email or through a visible notice on our website.

This privacy policy was last amended on 13.3.2025.