How Do We Utilize Log Data and Third-Party Services?

2.1 What is Log Data and How is It Collected?

Like many website operators, we collect information, or “Log Data,” that your browser sends whenever you visit our site. This data may include details like your computer’s Internet Protocol (IP) address, geographical location, browser type and version, the pages of our site that you visit, the time and date of your visit, and the time spent on those pages.

2.2 What Third-Party Tracking Tools Do We Use?

We also use several third-party tracking tools to enhance the performance and features of our website. These include:

• We use Matomo Analytics to collect anonymized data about website usage to improve your experience.
• Analytical services: This includes Global Site Tag, Google Conversion Linker, Matomo Conversion Tracking, and Matomo Tag Manager. We also use Google reCaptcha for spam protection.
• Facebook services: This involves the Facebook Pixel and Facebook Signal for analytics, as well as Facebook Conversion Tracking for measuring the effectiveness of ads.
• LinkedIn Insights: This service helps us understand the impact of our LinkedIn marketing efforts.
• Gravity Forms: We use this tool to manage the forms on our website, gather customer data, and streamline our online interactions.

2.3 What Information Do These Tools Collect?

These tools are designed to collect only non-personal information about your use of our website. However, please note that these tools are managed by parties outside our control. We recommend reviewing their respective privacy policies to understand what information they capture and how they use and protect that information.

2.4 How Does Using Our Website Impact Your Data?

By using our website, you acknowledge that these third-party services may process your data in ways that differ from our privacy policy. Please note that you may be able to opt out of some of these services or manage your privacy settings through their platforms.

2.5 How Do We Handle Data Processing Outside the EU/EEA?

To the extent we use data processors established outside the EU/EEA, it will always be done in observance of valid transfer guarantees in the form of the EU Commission’s standard contract provisions, according to Article 46 of the General Data Protection Regulation (GDPR).

3.1 What Kinds of Communications Can You Expect from Us?

If you are a customer, we may use your email address to send you various types of communications. This includes service-related notices (including any legally required notices), confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages.

3.2 What about Marketing Messages?

We also offer optional newsletters and announcements about our products, services, and any third-party services that might be of interest to you (collectively, “Marketing Messages”). You can sign up for these through our website after consenting to our policies.

We partner with a GDPR-compliant provider, Mailjet by Sinch, for email communications. They have data centers in Europe and adhere to the same privacy standards as we do.

You may opt-out of receiving Marketing Messages at any time by following the instructions provided in the Marketing Message. Please note that even if you opt-out of receiving Marketing Messages, you may still receive necessary service-related communications from us.

Furthermore, even if you are not a registered user of our website, if you email us, we may retain a record of such email communication, including your email address, the content of your email, and our response. You can always unsubscribe from any follow-up communications.

3.3 What is the Purpose of These Communications?

The purpose is to serve our interest in being able to deliver newsletters to you.

3.4 What is Our Legal Basis for These Communications?

The legal basis for processing is your consent to receive our newsletter and Article 6, paragraph 1, letter a, of the General Data Protection Regulation (GDPR).

4.1 How Do We Process Your Information on Social Media?

When you visit TimePlan Software’s profiles on social media (Facebook, LinkedIn, Google, YouTube, and Twitter/X), TimePlan Software may process the information you have made available via settings on our social media, your reactions to our posts, your sharing of these, and comments on our posts.

4.2 What is the Purpose of Processing Your Personal Information on Social Media?

The purpose of TimePlan’s processing of your personal information is to market TimePlan, respond to inquiries, let you participate in our contests, and contact you if you win. When the above-mentioned social media use personal information collected on TimePlan’s profiles for their own use, for example, to improve their advertising system, they process your personal information as described in their privacy policies, which you can find here: Facebook, Google/YouTube, LinkedIn, Twitter.

4.3 What is Our Legal Basis for Processing Your Information on Social Media?

The legal basis for TimePlan Software’s processing is our legitimate interest in marketing TimePlan according to Article 6, paragraph 1, letter f of the General Data Protection Regulation (GDPR).

5.1 What Information Do We Process in Commercial Relations?

If you enter a commercial relationship with us either as a private individual or as an employee of a company we collaborate with, we process information about your name, email, phone number or company and any other information you give us in relation to our relationship and your inquiry.

5.2 What is the Purpose of Processing Your Information in Commercial Relations?

The purpose of our processing is to manage our cooperative relationship with you and the company you represent and to fulfill our obligations in this regard.

5.3 What is Our Legal Basis for Processing Your Information in Commercial Relations?

The legal basis for this processing will normally be the contractual relationship that is established or under establishment between you and/or the company you represent and us, according to Article 6, paragraph 1, letter b of the General Data Protection Regulation (GDPR). Depending on the nature of the cooperation, the legal basis could also be another, typically our legitimate interest in establishing and managing the relationship between you and/or the company you represent, according to Article 6, paragraph 1, letter f of the GDPR.

5.4 What is the Purpose and Legal Basis of Service Desk, Assistance and Support
The purpose of a Service Desk, Assistance, and Support system is to help customers troubleshoot, manage, and resolve issues they may encounter while using TimePlan Software A/S’s services. This could include technical difficulties, issues with software functionality, or general queries regarding the service. The service desk plays a important role in ensuring customer satisfaction, efficient problem resolution, and continuity of service.

5.5 What is the Purpose and Legal Basis of Webinar Attendance

The primary purpose of attending webinars is to provide attendees with valuable information and insight on products, services, industry trends, or other topics of interest. Attendees can interact with experts, ask questions, and potentially gain a better understanding of the offerings from TimePlan Software A/S.

As for data protection and privacy, it’s important to emphasize that attendees’ personal data is given high priority. This includes measures such as “blurring” or anonymizing attendee data when it is displayed during the webinar, or completely deleting personal information when sharing content across platforms. These steps are taken to ensure that personal data is not inadvertently disclosed or misused, respecting the privacy of every individual involved.

6.1 What Information Do We Process When You Apply for a Job?

When you apply for a job with us, we process the information you provide in your application. This may include your name, contact information, educational background, employment history, and any other information you include in your application or resume.

6.2 How Long Do We Keep Your Job Application?

We retain job application data for six months after the recruitment process has concluded. This period allows us to revisit applications if a similar role opens or if the initially chosen candidate does not accept the job or does not work out during their initial period.

In case of an unsolicited application, we retain the application for six months as well.

6.3 What is the Purpose of Processing Your Job Application?

The purpose of processing your application is to assess your suitability for the role you applied for, and for future opportunities that might arise during the six months we retain your application. Similarly, for an unsolicited application.

6.4 What is Our Legal Basis for Processing Your Job Application?

Our legal basis for processing this information is to take steps at your request before entering a contract, according to Article 6, paragraph 1, letter a and b of the General Data Protection Regulation (GDPR), and our legitimate interest in evaluating candidates for employment, according to Article 6, paragraph 1, letter a/b of the GDPR.

7.1 Do We Control the Linked Websites?

Our website may contain links to other websites which are not under our direct control. These websites may have their own privacy policies that differ from ours, and we have no control over or responsibility for these linked websites.

7.2 Should You Access These Linked Websites?

You access such linked websites at your own risk. We strongly recommend reviewing the privacy policies of any third-party websites before providing them with any personal information.

7.3 What About Our Integration Partners, Business Partners, etc.?

The websites of our integration partners, business partners, etc., are not subject to this Privacy Policy. Therefore, please check their individual privacy policies to see how they will utilize your personal information.

8.1 Who Are the Third-Party Service Providers?

We may share your personal information with trusted third-party service providers to assist us with various operational functions. These providers have access to your information only for specific purposes and are bound by privacy and security standards.

8.2 How Do We Ensure Your Information’s Safety?

We vet any third-party service providers thoroughly to ensure they meet our privacy standards. If they fail to uphold these standards, we take measures, including terminating our relationship with them.

8.3 What Happens if Our Business Ownership Changes?

If our business ownership changes, we may transfer your information to the new owner for continued operation. Your information remains subject to this Privacy Policy until it is updated or amended by the new owner.

8.4 Do We Share Information with Law Enforcement?

We cooperate with law enforcement to enforce and comply with legislation. We may disclose your information if we believe it’s necessary to protect safety, prevent illegal activity, or comply with legal processes.

9.1 What Security Measures Do We Employ?

We take numerous measures to protect your personal information. These include the use of firewalls, encryption technologies, secure server infrastructure, and regular security audits and risk assessments.

9.2 Can We Guarantee Absolute Security?

Due to inherent vulnerabilities of Internet data transmission, no system can guarantee absolute security. However, we commit to notifying you in the event of any detected security breach affecting your personal information.

9.3 Who Helps Us Ensure Security?

We work with trusted third-party vendors held to rigorous security standards, selected based on their robust, industry-standard security measures.

9.4 What Role Do You Play in Security?

You play a vital part in security. We encourage you to use complex passwords and protect against unauthorized access to your password and computer. By using our website, you acknowledge the associated risks and agree to take reasonable precautions when sharing your information.

10.1 How Often is This Policy Updated?

We may update this Privacy Policy from time to time to reflect changes in legal regulations, new service features, or improvements in data protection.

10.2 Effective Date

This Privacy Policy is effective as of May 2023. Future amendments will be effective immediately after being posted on this page.

10.3 How Will You Be Notified?

If you have opted in for our newsletters or if you are a customer, we will notify you of any significant changes.

10.4 What Does Your Continued Use Signify?

We recommend you review this policy periodically to stay informed. Your continued use of our website after posting modifications signifies your acknowledgment of these changes and your consent to abide by the updated Privacy Policy.

As a data subject, you have certain rights under data protection laws, aiming to increase transparency in the handling of your personal information. As the data controller, we have an obligation to inform you about these rights.

11.1 Rights for Customer Employees

If your company utilizes TimePlan for workforce management, shift scheduling and more, your company and employer is the Data Controller responsible for your data. Therefore, if you wish to exercise your rights under the General Data Protection Regulation (GDPR) in this regard, please contact your employer.

11.2 Right of Access

You have the right at any time to request information about the data we have registered about you, the purpose of the registration, the categories of personal data, any recipients of the data, and any available information about the data source. If you want a copy of your personal data that we process, please send a written request to mydata@timeplan-software.com. You may need to provide proof of your identity.

11.3 Right to Rectification (art. 16)

You have the right to request correction of inaccurate personal data about yourself. If you become aware of errors in the data we have registered about you, please write to mydata@timeplan-software.com to have the data corrected. You may need to provide proof of your identity.

11.4 Right to Erasure (art. 17)

In certain cases, you have the right to request deletion of all or some of your personal data by us, e.g., if you withdraw your consent, and we have no other legal basis for continuing the processing. Please contact mydata@timeplan-software.com if you wish to request deletion of your data. You may need to provide proof of your identity.

11.5 Right to Restrict Processing (art. 18)

You have the right in certain cases to restrict our processing of your personal data to storage only, e.g., if you believe the information we process about you is incorrect. Please contact mydata@timeplan-software.com if you wish to request this. You may need to provide proof of your identity.

11.6 Right to Data Portability (art. 20)

You have the right in certain cases to receive the personal data that you have provided to us in a structured, commonly used, and machine-readable format, and you have the right to transfer this information to another data controller. Please contact mydata@timeplan-software.com if you wish to exercise this right. You may need to provide proof of your identity.

11.7 Right to Object (art. 21)

You have the right to object at any time to our processing of your personal data, including for direct marketing purposes and profiling. To stop us from using your personal data for direct marketing and profiling, you may need to delete your cookies. Please contact mydata@timeplan-software.com if you wish to exercise this right. You may need to provide proof of your identity.

11.8 Right to Withdraw Consent (art. 13)

You have the right at any time to withdraw a consent you have given us for a specific processing of personal data, including the dispatch of newsletters, receiving marketing from TimePlan Software, or the use of cookies. If you want to withdraw a consent, please contact mydata@timeplan-software.com. You may need to provide proof of your identity.

11.9 Right to Complain (art. 77)

You have the right at any time to lodge a complaint with the Data Inspectorate about our processing of your personal data. Complaints can be submitted by email to Datatilsynet.dk.

Information collected about your use of TimePlan Software’s website in accordance with section 2 will be deleted following the rules in our Cookie Policy. You can read more about how you can delete your cookies when you wish to do so in the Cookie Policy. Comments and questions you provide during live events on TimePlan Software’s website, as per section 5, will remain on the website as long as the particular live event has business value for TimePlan Software. (link til cookie)

Information collected in connection with the service desk, support, assistance, purchases, and other inquiries to TimePlan Software in connection with these, as per section 5, will be deleted no later than two years after being resolved. However, information can be stored for a longer period if we have a legitimate need for longer storage, for example, if it is necessary to establish, assert or defend legal claims, or if storage is necessary for us to comply with legal requirements (Article 17, paragraph 3, letter e). Information about invoicing and such is stored for 5 years after the end of the year in which the return was made in accordance with invoice requirements and accounting legislation.

Information collected in connection with your subscription to our newsletter as per section 3, is deleted when your consent to the newsletter is withdrawn, unless we have another basis for processing the information.

Information you provide on TimePlan Software’s profiles on social media as per section 4, will in principle remain on these profiles as part of the page’s history, unless you delete them yourself.

Information originating from a collaborative relationship as per section 5 is stored if it has relevance to the existing or potential collaborative relationship and for a subsequent period, as long as it is necessary for TimePlan Software to document the relationship.

For Job Applications please re-read or see section 6.