Privacy policy for Solemaids
100% transparency creates security
It’s important to us that you feel informed and assured about our data processing – that we protect your privacy and that you know your rights. At Solemaids, we treat all data confidentially and in accordance with the law. We want to be transparent and inform you about what data we process and why. If you want to know more about how we protect your data, you can contact us at info@solemaids.dk
1. Introduction
With this privacy policy, we want to create openness and clarity about our registration and processing of personal data. We regularly review this policy, which is reassessed and updated if we find reason to do so.
2. Background
New rules have been introduced in the EU/EEA and Denmark with “Regulation (EU) 2016/679 of the European Parliament and of the Council” for the handling of personal data. In many areas, the rules are a continuation of existing legislation, but in some areas the rules have been tightened significantly.
This personal data policy establishes the framework for the processing of personal data in Solemaids ApS, hereinafter referred to as Solemaids. Furthermore, the personal data policy ensures ongoing control of compliance with the requirements of applicable legislation.
3. We are the data processor when clinics use our Solemaids Scientia platform - how do you contact us?
Solemaids is the data processor for the data we process about you. You can find our contact details below:
Solemaids
Address: Toldboden 3D
Postal code & City: 8800 Viborg
CVR number: 39124599
E-mail: info@solemaids.dk
Telephone: +45 41 99 55 55
4. Scope of application
This privacy policy applies to the use of Solemaids Scientia, when you are our customer, visit our website, and when you participate in our webinars.
5. When you are our customer or potential customer, we process the following personal data
5.1. What types of personal data we process:
We only process general personal data about you. As a starting point, the data we process will relate to the company you are acting on behalf of. In addition, we will process your name, your contact information, your bank account information (for billing purposes) and possibly your address if this information appears in the CVR register and is associated with the company. We expect that your contact details are not private but belong to your employer/workplace.
5.2. Purpose:
Prior to an appointment, there may be various discussions by email, phone, or chat. Solemaids processes your information in this contact and for the assessment of your needs and thus for the assessment of correct product selection. When entering into a distribution agreement, we process a wide range of information about you to ensure that a correct service is provided and that all parties and their contact persons are correctly identified. During the cooperation period, your data will be registered, updated, and used if and to the extent that they are relevant for the solution of the tasks or for the client relationship in general. Information is also used to ensure the adaptation of communication, for support and for the improvement and development of services. Your data may also be processed in connection with registration for Solemaids’ webinars.
5.3. The legal basis for our processing of your personal data follows from
Our processing of your personal data is primarily based on our distribution agreement and for the purpose of performing the task for which you have requested our assistance, cf. Article 6(1)(b) of the General Data Protection Regulation.
In addition, we may use your data in connection with your registration for Solemaids’ webinars. The processing is based on your consent and in accordance with Article 4(11), cf. Article 7 and Article 6(1)(a) of the General Data Protection Regulation.
Our processing of your personal data takes place within the framework of the General Data Protection Regulation, the Danish Bookkeeping Act and other legislation that regulates or provides a framework for our performance of the task assigned to us.
5.4. Where your personal data originates from:
We primarily receive your personal data from you in connection with the closing and maintenance of the contractual relationship. This may be in writing, during telephone conversations or in connection with any meetings.
We will regularly obtain information about your general master data such as name and address from publicly available databases. In this way, we ensure that the information is up to date and correct.
Depending on the circumstances, we may choose to obtain information about your financial and personal circumstances from publicly available sources, including databases and social media on the internet.
In addition, we may collect your information in the following ways:
- In connection with registration for our webinars, where we may subsequently contact you.
- Via the CVR register
- Via browser cookies when using the website (read more about our policy for handling cookies below at paragraph 10)
5.5. Recipients or categories of recipients:
We do not disclose your personal data to external parties.
Internally at Solemaids, only those of our employees who have a work-related need to see your personal data have access to it.
Transfer to recipients in third countries, including international organizations:
We will not transfer your personal data to recipients outside Denmark unless you yourself move abroad or it’s necessary for the performance of the task.
We will only transfer personal data to countries outside the EU and EEA (European Economic Area) if we have a lawful, fair and legitimate basis for doing so and we can ensure an adequate level of protection.
5.6. Storage of your personal data
Your personal data will be stored for the duration of the distribution agreement. Therefore, at this stage, we cannot say how long we will keep your personal data. Most of your personal data will be deleted 12 months after the cooperation has ended. However, personal data covered by, among other things, the Bookkeeping Act will not be deleted until after the current financial year plus 5 subsequent years, as they may have accounting relevance.
6.1. What types of personal data do we process:
We process general personal data and a small amount of sensitive data relating to Sever’s Disease in your child(ren).
6.2. Purposes:
The purpose is to be able to deliver the right treatment and insoles for the treatment of Sever’s Disease, as well as to ensure the effect of the insoles and monitor the effect (CE certification) and to gain more knowledge about children with Sever’s Disease, so hopefully even more people can get help. Furthermore, we will receive feedback regarding the effect of the treatment.
6.3. The legal basis for our processing of your personal data follows from:
Our processing of your personal data is primarily based on our cooperation agreement and for the purpose of performing the task for which you have requested our assistance, cf. Article 6(1)(a) and (b) and Article 9(2)(a) of the General Data Protection Regulation and the legal basis in Article 9(2)(e).
Our processing of your personal data takes place within the framework of the General Data Protection Regulation, the Danish Administration of Justice Act, the Danish Bookkeeping Act and other legislation that regulates or provides a framework for our performance of the assigned task.
6.4. Where your personal data originates from:
We primarily receive your personal data from you in connection with the examination of your child(ren). This may be in writing, during telephone conversations or in connection with any meetings.
6.5. Storage of your personal data
Your personal data will be stored for the duration of the cooperation agreement. Most of your personal data will be deleted 6 months after the cooperation has ended.
6.6. What types of personal data we process:
We process general personal data and a small amount of sensitive data relating to Sever’s Disease in your child(ren).
The information we process about you may include (but does not necessarily include) the following:
- Name of your child
- Name and email of parents
- Year and month of birth
- Conditions related to the diagnosis of Sever’s Disease
- Foot size
- Level of pain
The information about your child will be recorded and used in the treatment of Sever’s Disease.
Only your healthcare provider will have access to the data.
Solemaids has no access to personally identifiable data.
7. Your rights as a data subject
We safeguard the rights of data subjects by, among other things, processing their personal data in an open and informed manner. This means that we inform you as a data subject that we process your personal data and how, so that you can assert your rights.
Under the General Data Protection Regulation, you have several rights in relation to our processing of information about you.
- Right of access
You have the right to access the data we process about you. - Right to rectification
If incorrect information about you has been registered, you can have this information corrected. - Right to erasure
In special cases, you have the right to have data about you erased earlier than our normal deletion deadlines. - Right to restriction
The GDPR gives you the right to restrict the processing of your data in certain cases. As we only process relevant and reasonable personal data, and in accordance with our legal basis in Article 6(1)(f) of the General Data Protection Regulation and other legislation on debt collection, our processing of data cannot, as a rule, be further restricted. - Right to object
The General Data Protection Regulation gives you the right to object to our processing of your data. In that case, we will assess whether the objection itself is justified. - Right to data portability
The GDPR gives you the right, in certain cases, to receive your personal data in a structured, commonly used, and machine-readable format and to have it transmitted from one controller to another without hindrance. However, these requirements are not met in relation to your data held by Solemaids ApS.
If you want to exercise your rights, please contact us. You are welcome to call us, but we encourage you to write to us, as this will better ensure that there are no misunderstandings between us. We aim to reply to all enquiries within 1 month of receipt. Please note for security reasons, you will need to verify your identity before your request can be processed.
You can read more about your rights in the Danish Data Protection Agency’s guide on data subjects’ rights, which you can find at www.datatilsynet.dk
If we make decisions that significantly affect the data subject, we ensure that such a decision is not exclusively made by automated processing or profiling.
We do not disclose personal data to business partners or other external organizations unless the data subject has consented to this or we are legally obliged to disclose the personal data.
If we have disclosed personal data to companies outside Solemaids, we ensure that the companies are informed of any rectification, erasure or restriction measures taken.
8. Contacting the Data Protection Authority
If the Danish Data Protection Agency should carry out an inspection or contact Solemaids, the GDPR Group, together with the top management level, ensures that the Danish Data Protection Agency receives the requested information, including the list of processing activities.
Furthermore, we ensure that we always comply with the deadlines that the Danish Data Protection Agency may set in connection with an inspection or an inquiry.
9. Where can you complain?
If you are not satisfied with the way we process your personal data, you are encouraged to contact us in the first instance so that we can find a solution together.
If, after talking to us, you are still not satisfied with our processing of your personal data, you have the right to file a complaint with the Danish Data Protection Agency. You can read more about how to complain to the Danish Data Protection Agency here: https://www.datatilsynet.dk/media/7766/klage-til-datatilsynet.pdf
Contact details of the Danish Data Protection Agency
Carl Jacobsens Vej 35
2500 Valby
Phone: +45 33 19 32 00
Secure e-mail: dt@datatilsynet.dk
www.datatilsynet.dk
10. Cookies policy
When you visit our website, we collect information about you to personalize and improve our content and marketing. Here we explain how:
10.1. Cookies
Our website uses cookies, i.e., text files that are stored to remember your settings for statistics and personalization of content and ads shared with third parties. To use our website, you must accept our cookie and privacy policy.
You can withdraw your consent at any time.
However, if you delete or block cookies, advertising may become less relevant to you and appear more frequently, the website may not function optimally, and you may not have access to specific content.
10.2. Google Universal Analytics and Google Analytics 4
To constantly improve and optimize our communication, we use tracking technologies. For this purpose, we use the services of Google Universal Analytics until June 2023 and then Google Analytics 4 (GA4).
Google (Universal) Analytics and GA4 is a web analytics service of Google Inc (www.google.dk). Google (Universal) Analytics uses methods that enable analysis of your use of the website, such as cookies that are stored on your computer. The information generated about your use of this website is generally transferred to a Google server in the USA and stored there.
Due to the activation of IP anonymization on this website, the IP address is shortened before transmission within the Member States of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transferred to a Google server in the USA and shortened there. The anonymized IP address transmitted by your browser as part of Google Analytics will not be merged with other data held by Google.
You can prevent the recording of the information generated by this cookie and referring to your use of the website (including your IP address) to Google and the processing of this information by Google by downloading and installing the browser plug-in available via the following link: http://tools.google.com/dlpage/gaoptout?hl=dk.
10.3. Data collection via third-party tools for advertising and statistical purposes
As part of retargeting and advertising, we use third-party services that place cookies in your browser. These are the following providers:
Google, Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; https://www.google.com/intl/dk/policies/technologies/ads/
Facebook Inc, 1601 S. California Ave, Palo Alto, CA 94304, USA;
https://www.facebook.com/about/privacy
Please contact us if you have any questions about our terms and conditions.
11. Publisher
Solemaids ApS
Toldboden 3D
8800 Viborg
Denmark
Phone: +45 41 99 55 55
Mail: info@solemaids.dk
CVR: 39124599