Privacy policy

1. Data controller

Fora Systems is the data controller for the processing of personal data described in this policy, except where we process personal data on behalf of a customer.

Fora SystemsSole traderDanish company registration (CVR) no. 45061965Højvangsvej 71, 2. tv.2600 Glostrup, DenmarkEmail: contact@forasystems.dk

2. Visiting our website

When you visit our website, we may collect technical data about your visit, including:

• IP address
• time of the visit
• browser and device type
• pages visited
• technical logs and error reports

We use this data to provide the website, keep it secure, prevent misuse and resolve technical issues.

Our legal basis is our legitimate interest in operating a secure and reliable website.

We keep this data only for as long as it is needed for operations, security, troubleshooting and record-keeping. How long depends on the type of data and why it is processed.

3. When you contact us

When you contact us through our contact form, by email or otherwise, we may process:

• name
• company and job title
• email address and phone number
• CVR number
• the content of your message
• any other information you choose to share with us

We use this data to respond to and follow up on your enquiry, for example to arrange meetings, prepare quotes or provide support.

Our legal basis is our legitimate interest in communicating with prospective and existing customers.

Where you are yourself a prospective party to a contract with us, the processing may also be necessary to take steps at your request prior to entering into that contract.

We keep this data for as long as necessary to handle your enquiry and document any follow-up. We may keep it longer where required to comply with a legal obligation or to establish, exercise or defend legal claims.

Contacting us is entirely voluntary. However, if you do not provide the information we need, we may be unable to respond to your enquiry.

4. Customer and contract administration

In connection with quotes, contracts, subscriptions, invoicing and support, we may process personal data about our customers and their contacts, including:

• name, job title and company
• contact details
• quote and contract details
• subscription and billing details
• communication and support history
• information about access to and use of our products

We use this data to enter into and manage contracts, deliver our products, communicate with customers, provide support, process payments and meet our legal obligations.

Where you are yourself a party to the contract, the processing is necessary for entering into or performing that contract.

For contacts and employees of a business customer, our legal basis is our legitimate interest in managing the customer relationship and communicating with the customer.

We also process personal data where necessary to comply with our legal obligations, including under the Danish Bookkeeping Act.

Accounting records are kept for 5 years from the end of the financial year to which they relate. Other data is kept for as long as the customer relationship requires and for subsequent record-keeping, including the handling of any legal claims.

We need the relevant customer, contact and billing details to enter into and manage the contract. Without them, we may be unable to start or continue the customer relationship.

5. When our products are used

Fora Systems provides digital products to businesses. When a customer uses our products to record personal data about its employees, users, projects or other individuals, the customer is generally the data controller for that data.

In those cases, Fora Systems acts as a data processor, processing the data on the customer's behalf and on its documented instructions. This processing is governed by a data processing agreement between Fora Systems and the customer.

This data may include:

• name and work contact details
• company, department and function
• user role and access rights
• work, shift and resource planning
• bookings and project allocations
• other information the customer chooses to record

The customer determines the purposes of the processing and which data is recorded in the product.

If you wish to access, correct or delete personal data that your employer or another customer has recorded about you, please contact that customer in the first instance. Fora Systems will assist the customer in handling your request.

Fora Systems may act as data controller for personal data processed for our own purposes, such as account management, access control, system security, technical operations, support and record-keeping.

Our legal basis for this processing is our legitimate interest in delivering, managing and protecting our products.

Personal data processed on behalf of a customer is retained and deleted in accordance with the customer's instructions and the applicable agreement.

6. Where the data comes from

We may obtain personal data:

• directly from you
• from your employer or the organisation you are affiliated with
• from authorised administrators and users at our customers' organisations
• automatically from your browser or device when you use our website or products

Where we do not obtain personal data directly from you, it will typically consist of contact, employment, user account, access or planning data.

7. Recipients of personal data

Where necessary, we may share personal data with the following categories of recipients:

• providers of hosting, databases and cloud infrastructure
• providers of authentication and access management
• providers of email and communication services
• providers of technical operations and security
• providers of accounting and invoicing systems
• professional advisers
• public authorities, where required by law

Suppliers that process personal data on our behalf may do so only on our instructions and under a data processing agreement.

8. International transfers

Personal data may be processed by our suppliers or their sub-processors outside the EU/EEA.

Where personal data is transferred to a country outside the EU/EEA, we ensure that an appropriate transfer mechanism is in place, such as:

• an adequacy decision by the European Commission
• the European Commission's Standard Contractual Clauses
• the EU-U.S. Data Privacy Framework, where applicable

For more information about the transfer mechanism used, please contact us at contact@forasystems.dk.

9. Cookies and similar technologies

forasystems.dk does not use cookies or similar technologies for marketing, profiling or cross-site tracking.

Our website and products may use strictly necessary browser storage to provide features you have requested, such as sign-in, security and your settings.

We will not use any technology that requires consent until you have given that consent.

10. Your rights

Where Fora Systems is the data controller, and subject to the conditions set out in data protection law, you have the right to:

• access the personal data we process about you
• have inaccurate or incomplete data rectified
• have your data erased
• restrict our processing of your data
• object to our processing of your data
• receive certain data in a structured, commonly used and machine-readable format (data portability)

These rights are not absolute. For example, we may be entitled or required to continue processing your data to comply with the law or in connection with a legal claim.

To exercise your rights, please contact us at contact@forasystems.dk.

You have the right to object at any time to processing based on our legitimate interests. If you do, we will stop the processing unless we can demonstrate compelling legitimate grounds that override your interests, or the processing is needed in connection with legal claims.

We do not make decisions based solely on automated processing, including profiling.

Where Fora Systems processes your data on behalf of a customer, please direct your request to that customer in the first instance.

11. Complaints

You have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet) about our processing of your personal data.

DatatilsynetCarl Jacobsens Vej 352500 Valby, Denmarkwww.datatilsynet.dk