Privacy policy

Ubivox ApS (company reg. no. 27379494) is the data controller for the information we process about you, and we make sure your personal data is processed in accordance with the law.

We take your data protection seriously, and we have therefore adopted this privacy policy, which tells you how we process your personal data.

Contact details

If you would like to contact us about our processing of your personal data, you can do so at:

Processing of personal data

Personal data is any kind of information that can to some extent be attributed to you. This privacy policy describes how Ubivox ApS processes your personal data. We only process information about you that is necessary and processed for a purpose, and we always treat your personal data confidentially.

Data security

We have taken appropriate technical and organisational measures to protect your information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access. We make sure that processing can only take place when all data protection principles are met.

We keep data up to date

Because our service depends on your personal data being correct and up to date, we ask you to tell us about relevant changes to your personal data. You can use the contact details above to notify us of your changes, and we will then update your personal data. If we become aware ourselves that your personal data is not correct, we update the information and notify you of it.

Below you can see on what basis we process your information, for what purpose, and for how long we keep it.

Website visitors

When you visit our website, we process the following personal data about you:

• The personal data Ubivox collects may for example include your name, your email address, your company address, your job title, your mobile number and IP address

We process personal data about you for the following purposes:

• To improve customer service and provide support
• To personalise the user experience
• To improve the website
• To ensure that our website runs well.

We process the information on the following legal bases:

• You have given consent via the cookie banner (GDPR Article 6(1)(a)).
• Our legitimate interest, which is being able to administer our website (GDPR Article 6(1)(f)).

We delete (or anonymise) personal data as soon as it is no longer relevant. However, we always keep customer information relating to purchases for at least 5 years because of the Danish Bookkeeping Act (Bogføringsloven). We often keep customer information for longer, in anonymised form, for statistical purposes.

Contact and service

When you contact us by email, telephone, the contact form on the website or by ordinary letter, we process the following information about you:

• Your contact details and the content of your enquiry.

The purpose of processing your personal data is that we want to give you good service and handle your enquiry.

We process this information on the following legal bases:

• You have consented to us processing your information (GDPR Article 6(1)(a))
• We process your information in order to provide you with a service in connection with a contract (GDPR Article 6(1)(b))
• We process your information on the basis of a legitimate interest in being able to answer your questions and possibly have a more detailed conversation in order to establish your needs (GDPR Article 6(1)(f))

Your personal data is deleted when the purpose of storing it no longer applies. This is assessed specifically on the basis of the individual enquiry and its nature. We process your personal data for as long as we are in correspondence with you. When the correspondence has ended, and its content gives no cause for further action, the information appearing in that correspondence is deleted.

Exchange of goods and services

When we enter into an agreement on the exchange of goods or services, it is necessary for us to process personal data about you. This includes ordinary personal data, such as your name and your email, for the purpose of meeting our obligations under the agreement with you (GDPR Article 6(1)(b)).

Information collected in this connection will as a rule be deleted once the agreement has been fulfilled, unless there is a specific reason to keep the information for a longer period, for example a warranty period, or if a need to make a complaint arises.

We are required to keep accounting records for 5 years from the end of the financial year the purchase or sale relates to.

Social media

When you like and/or follow us on social media, we process the following information about you:

• your name

The purpose of processing your personal data is to keep interested followers up to date.

We process personal data on the following legal basis:

• Our interest in marketing and in improving our website and product (GDPR Article 6(1)(f))

LinkedIn

We are joint data controllers with LinkedIn for the information about you that is collected when you visit our page. This means that together with LinkedIn we have to allocate and determine responsibility for complying with the law on the processing of your personal data.

You can find our joint controller agreement here: legal.linkedin.com/pages-joint-controller-addendum

If you do not have a LinkedIn profile, information is collected about your device, location/geodata and your behaviour on and outside LinkedIn, for example visits to websites.

If you do have a LinkedIn profile, information is also collected that you have given permission for when creating your profile, such as reactions, comments and shares made by you and by others.

We only receive the information you send us yourself in the form of your enquiry, like or comment. In addition, we receive anonymous statistical information about users from LinkedIn, via a feature called LinkedIn Page Analytics.

If you want your information deleted at LinkedIn, you have to delete your profile. Deleting your profile also means that your posts, pictures and information are deleted. If you have questions about LinkedIn Page Analytics, you should contact LinkedIn.

Facebook and Instagram

We are joint data controllers with Meta for the information about you that is collected when you visit our pages on Facebook and/or Instagram. This means that together with Meta we have to allocate and determine responsibility for complying with the law on the processing of your personal data.

You can find our joint controller agreement here: facebook.com/legal/controller_addendum

Meta uses Insights on Facebook/Instagram to collect statistical information about visitors’ behaviour on the page, including age, gender, relationship status, work, lifestyle, areas of interest, purchase information and geographical information. For this purpose Meta has placed cookies on your device when you visit Facebook/Instagram. Each cookie contains a unique identification code, which stays active for a period of two years unless it is deleted before the end of that period. Meta receives, stores and processes your personal data through these cookies. We receive aggregated results of this information. You can read more about Facebook’s and Instagram’s use of cookies in Facebook’s cookie policy and in Instagram’s corresponding cookie policy.

We do not pass on information about you that we receive from Meta. Meta may, however, pass on information about you to third parties. You can read more about this under the heading "how is this information shared" in their Privacy Policy.

If you want to delete your cookies, you can see how via our cookie banner, or you can contact Meta.

Meta processes information about you even if you do not have an account with them. You can read more about this in Meta’s privacy policy.

Newsletter

When you sign up to receive our newsletter, we process the following information about you:

• Email and name

The purpose is to deliver a newsletter to you that matches your interests and wishes, so that you find the content relevant.

We process this information on the following legal basis:

• You have consented to us sending you the newsletter (GDPR Article 6(1)(a))

Your personal data is deleted when you withdraw your consent. You are free to withdraw your consent, and you can use the contact details at the top of the page if you wish to do so.

Recruitment

If you apply for a position with us, we will process the information that appears in your application, CV and other documents you send. You do not need to include your Danish civil registration number (CPR number).

The purpose of processing personal data about you in the recruitment process is to assess whether you are a qualified candidate for a vacant position with us.

We process this information on the following legal bases:

• On the basis of our legitimate interest, which is to assess your qualifications and competences in relation to the advertised position (GDPR Article 6(1)(f)).
• A CPR number is only processed if you have provided it yourself in connection with your application or CV. We process CPR numbers in order to defend or establish a possible legal claim (section 11(2)(4), cf. section 7(1), of the Danish Data Protection Act (Databeskyttelsesloven) and GDPR Article 9(2)(f)).

If you send personal data of a sensitive nature, we process it on the following legal basis:

• A legitimate interest, which is both parties’ interest in assessing a future working relationship (GDPR Article 6(1)(f)) and for the purpose of establishing or defending a possible legal claim regarding the recruitment process (GDPR Article 9(2)(f)).

Applications and attachments may be kept for up to 6 months after the recruitment process has ended, after which your information will be deleted. The purpose of keeping it after the recruitment process has ended is to protect interests in the event of any objections about discrimination, unequal treatment and the like during the recruitment process.

For speculative applications, the application and attachments are kept for a maximum of 6 months, after which they are deleted. If we want to keep your application for longer than this, it is done on the basis of your specific consent.

If we want to keep your application and attachments with a view to possible future employment, this is done on the basis of your consent (GDPR Article 6(1)(a)).

Disclosure of information

We use external suppliers and partners to store and process the information. When we use a data processor, we have entered into a data processing agreement with them. They therefore process personal data solely on our behalf and may not use it for their own purposes.

We give priority to suppliers from the EU, and from third countries that the European Commission has approved with regard to the level of protection of personal data, cf. GDPR Article 45.

Where relevant, personal data is passed on to independent recipients, such as banks and debt collection agencies.

Disclosure of information to unsafe third countries

We also use some data processors and suppliers in unsafe third countries. When the legislation of those third countries does not offer the same security as the EU does, we have stricter obligations in protecting your data.

• Personal data we collect and process in connection with marketing is transferred to Google Commerce Ltd, Meta Platforms Inc and Microsoft US. We have made sure that there is a lawful basis for the transfer in the form of Joint SCC Article 46(2)(c), and that the information is processed under adequate security measures.
• We use Outlook as our mail client; if you contact us through it, your information will be transferred to Microsoft USA. We have made sure that there is a lawful basis for the transfer in the form of SCCs entered into under Article 46(2)(c), and that the information is processed under adequate security measures.

If you would like to know more about the transfer bases that concern you, you can contact us at GDPA@arnsbogroup.com.

Your rights

By contacting us using the contact details at the top of the page, you can:

• obtain access to your personal data
• have your registered personal data rectified
• have personal data about yourself erased
• have the processing of your personal data restricted
• receive your personal data (data portability) in order to transfer it to another data controller
• object to the processing

If you give us your consent, your consent is voluntary, and it has no consequences for you if consent is not given, is given only for individual points, or is later withdrawn. Consent can be withdrawn at any time using the contact details above.

When you contact us with a request to exercise the rights above, we will respond within one month. If we cannot comply with your request, you will be given a reason.

To exercise your rights, or if you have questions about the above, you are welcome to contact us. Our contact details are at the top of the page.

If you are subsequently dissatisfied with the way we process your information, you have the right to lodge a complaint with the Danish Data Protection Agency, Datatilsynet.

Last updated: September 2026