Thank you for using XCI. We know that you care how your information is treated, so we’ve created this Privacy Policy (“the Policy”), which focuses on how we collect and use information about you (“Personal Information”).
1. What is personal information
Personal Information is any information relating to you that can be used to identify you. When you contact or communicate with XCI, we collect and use such information. That happens when you contact our sales team or support team.
2. Processing personal information
We process your information in various ways and for different purposes. Below you can read more about how your Personal Information is processed.
Visitors on the website
Visitors on social media
Purpose
We collect and process Personal Information when you visit our LinkedIn-page. The purpose of processing is marketing towards potential customers, replying to inquiries, and other related purposes.
Legal basis for processing
The legal basis on which we process your Personal Information is our legitimate interest. Our legitimate interest is considered under the fact that you have visited our social media sites, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will typically collect name and other Personal Information relating to your user profile.
Receipients of personal information
Personal Information will not be disclosed outside XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be stored if your action on our LinkedIn page exists.
Automated decision-making and profiling
We do not use Personal Information for automated individual decisions.
Access to and use of our product
Purpose
When you become a partner, agent, or customer at XCI (or otherwise gain access) and use our product and services, we will collect and process Personal Information with the purpose of delivering our product and services to you, and with the purpose of giving you information and news of our services and the like.
If you are using a paid version of our product and services, we will additionally be processing your Personal Information with the purpose of invoicing under the bookkeeping act and to send invoices per e-mail.
Legal basis for processing
The legal basis on which we process your Personal Information is performance of a contract, and our legitimate interest, which is considered under the fact that you are using our product and services, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will collect and process name, phone number, e-mail, a unique ID and technical information about your computer, tablet or mobile phone, your IP-number, geographical location, and which pages you access.
In addition to that we will collect the information you enter a support request. That will typically be name, title, phone number, address, and e-mail of users, suppliers, contacts, and representatives. In connection with invoicing, we will process an internally generated invoicing number.
Recipients of personal information
Personal Information will not be disclosed outside XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
If the product is integrated with third-party software (during integration) Personal Information will be disclosed to the software supplier. That will typically be usernames.
Period of storage
The information is stored if the customer relationship lasts and will be deleted within 12 months after the customer relationship has ended.
Information for the purpose of bookkeeping will be stored until 5 years after the end of the fiscal year.
Automated decision-making and profiling
We do not use Personal Information for automated individual decisions.
Product support
Purpose
When you, as a user of our product, contact us via our support system, we will process Personal Information with the purpose of giving you support.
Legal basis for processing
The legal basis on which we process your Personal Information is performance of a contract.
Types of personal information
We will process the information registered about you as a user of the system. That will typically be name, phone number, e-mail, a unique ID and technical information about your computer, tablet or mobile phone, your IP-number and geographical location.
Recipients of personal information
Personal Information will not be disclosed outside the XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information is stored if the customer relationship lasts and will be deleted within 12 months after the customer relationship has ended.
Automated decision-making and profiling
We do not use Personal Information for automated individual decisions.
Sales matters
Purpose
We will collect and process Personal Information from third-party (by interview, companies’
website, LinkedIn etc.) with the purpose of sale.
Legal basis for processing
The legal basis on which we process your Personal Information is legitimate interest. We consider the desire for the data processing outweighs the desire not to be processed, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will collect name, title, e-mail, and phone number.
Recipients of personal information
Personal Information will not be disclosed outside the XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be deleted within 12 months after the latest processing, unless a partnership or customer relationship is entered, or if XCI considers the Personal Information is required necessary for a longer period with regards to the processing.
Automated decision-making and profiling
We do not use Personal Information for automated individual decisions.
Job applications
Purpose
When you send us a job application, we process your Personal Information for the purpose of assessing and selecting the applicant in relation to a specific job.
Legal basis for processing
The legal basis on which we process your Personal Information is legitimate interest. Our legitimate interest is considered under the fact that you have submitted the information yourself to be assessed in relation to a specific job, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will process the information contained in the application and the CV. The information will be processed to evaluate the application. We will also evaluate and assess the applicant’s performance and competencies through an interview.
Recipients of personal information
Personal Information will not be disclosed outside XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be deleted within 6 months after the rejection has been made unless an employment dialogue is initiated.
Automated decision-making and profiling
We do not use Personal Information for automated individual decisions.
3. Security
We have adopted appropriate technical and organisational measures to ensure, that your Personal Information is not subject to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Information transmitted, stored or otherwise unlawfully processed.
4. Period of storage
The Personal Information is stored for as long as it is allowed in accordance with applicable law, and is erased, when it is no longer needed. The period depends on the character of the Personal Information and the basis of storage.
Read more under section 1 “Processing Personal Information”.
5. Recipients of personal information
Personal Information will not be disclosed outside XCI but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Information can be disclosed to the authorities when it is pursuant to law.
6. Your rights
Under the General Data Protection Regulation, you have a series of rights regarding the processing of your Personal Information. These rights entail that you can be provided information on what Personal Information we have on you, and that you under certain circumstances can have this information deleted.
If you wish to assert your rights, please contact us via e-mail at info@xci.dk. We will then contact you with regards to which rights you wish to assert and to verify your identity.
Right of access
You have the right to obtain confirmation as to whether Personal Information concerning you is being processed, and, where that is the case, access to the Personal Information etc.
Right to object
You have the right to object to the processing of your Personal Information in certain circumstances. However, the information can still be used for other legitimate purposes.
Right to rectification
You have the right to obtain the rectification of inaccurate Personal Information concerning yourself.
Right to erasure
You have the right to have certain Personal Information erased. The right is not absolute and only applies in certain circumstances.
Right to restrict processing
You have the right to request the restriction or suppression of their Personal Information. This is not an absolute right and only applies in certain circumstances. When processing is restricted, we are permitted to store the Personal Information, but not use it.
Right to data portability
The right to data portability allows you to obtain and reuse your Personal Information for their own purposes across different services. The right only applies to information you have provided to us. You have the right to have obtain information you have provided to us in a structured, commonly used and machine-readable format.
Right to not be profiled
You have the right not to be profiled, unless it is necessary for entering into, or performance of, a contract.
Right to withdraw consent
If the processing of your Personal Information is based on consent, you have the right to withdraw your consent at any time.
Right to complaint
If you have questions regarding the processing of your Personal Information you are welcome to contact us at info@xci.dk.
If you are dissatisfied with our processing of your Personal Information, you can lodge a complaint to or contact the Danish Data Protection Authority (Datatilsynet). You can also always take a matter regarding the processing of Personal Information to court.
Document information
Document version: 1.0
Date of version release: 1. of March 2022
Responsible: Head of Legal
Status: Final