Data Protection Notice
Table of contents
VisitOdense's ambition concerning your privacy
Application of data protection legislation
Scope and your acceptance
What personal data we process
VisitOdense as data controller
Why we process your personal data
How we collect your personal data
Automatic data collection tools
How we share your personal data
Access and rectification
Data security and retention
VisitOdense as a data processor
A. Subcontractors and export of personal data
Changes to this Policy
How to contact us
Overview of definitions and abbreviations
“Users”:E.g. Marketing collaboration partners, customers, consumers, tourists visiting our platforms, contact persons and software users among our partners incl. persons representing new partners that approach us via VisitOdense's platform and third party social networks, jobseekers etc.
“Platforms”:Websites, Newsletter database Mailchimp, Image and Video database Skyfish, Tourist attractions database system GuideDanmark.
“Third party social networks”:Youtube, Instagram, Facebook
“Marketing activities”:E.g. Newsletters, marketing campaigns, events, workshops, fairs etc.
“Personal data”:Personal data is information that can identify you as a person, e.g. an email address, street address or phone number.
“Data controller”:Legal entity determining the purpose and means of processing your data.
“Data processor”:Legal entity processing data on behalf of our partners based on their instructions.
1. VisitOdense's ambition concerning your privacy
2. Application of data protection legislation
VisitOdense is part of the Odense Municipality.
VisitOdense is based in Odense, Denmark, and are therefore subject to European data protection- and privacy regulations and directives. Our privacy policies and guidelines respect and comply with applicable privacy legislation in the countries in which we operate. All major decisions regarding privacy in VisitOdense are made at management level.
This statement is available on our visitodense.com, visitodense.dk and visitodense.de websites.
3. Scope and your acceptance
4. What personal data we process
The type of data that VisitOdense might process about you may be:
(a) Our users contact details such as: Name, address, telephone number and e-mail.
(b) IP address.
(c) Personal data you provide us with due to seeking a job at VisitOdense.
(d) Feed-back, comments or questions provided by you while using VisitOdense's platforms or third party social networks.
(e) Content you have uploaded on VisitOdense's platforms or third party social networks.
(f) Personal data you provide us with answering surveys.
(g) Tracking information as provided by your web browser such as browser type, language and the address of the website from which you arrived.
(h) Clickstream behavior such as which links you click on and when.
(i) Other personal data contained in your profile on third party social networks.
We may also in some cases compare a collected IP address with a geographic map service to derive your general location. If you make a post, comment or similar on any public forum or VisitOdense platforms or third party social networks, such information can be read and used by anyone with access to our platforms and third party social networks and used for purposes over which neither VisitOdense nor you have control. VisitOdense is not responsible for any information you submit to such forums.
VisitOdense will not post any photo, comment, testimonials or similar made by you without your prior consent.
5. VisitOdense as data controller
VisitOdense control personal data that we collect in the context of you being:
(a) a user who declares that you want to receive information from VisitOdense based on your own interests.
(b) a jobseeker
When you represent a partner or user of VisitOdense, your rights are the same as if you were a private person only representing yourself.
6. Why we process your personal data
To manage our user relations in general and to meet our user commitments, VisitOdense requires some information about you or you being a user of our platforms and third party social networks. Our aims with this are:
(a) Improve the quality of our marketing campaigns and platforms.
(b) Communicate and improve information that is relevant for our users in general.
(c) Process orders, invoicing, payments and other financial follow up.
(d) Payment of programs and services purchased through VisitOdense's platforms.
(e) To manage information about you if you are a jobseeker.
If you are a jobseeker, we gather information in order to:1) analyze your skills and background and 2) evaluate your potential as a future VisitOdense employee. The basis for VisitOdense processing your personal data when being a jobseeker is based on your voluntary consent. Your consent may be given freely on VisitOdense's website when applicable.
Processing according to the above listed purposes (a to e) is necessary for us to manage our user relations. Therefore VisitOdense do not, as additional ground ask for your consent to process your personal data. We do not consider that the processing disadvantages you in any way.
7. How we collect your personal data
In some cases, we may also collect information about you from other legitimate sources if you have given your consent that the party collecting the personal data may share this with others. These sources may be third party data aggregators, VisitOdense's marketing partners, public sources or third party social networks.
8. Automatic data collection tools
VisitOdense uses a variety of technologies to collect information about your movements on the web as well as interest and preferences you freely have made available.
VisitOdense uses digital marketing software and digital re-marketing services that employs cookies or data in order to recognize a return visitor as a unique user. The cookies placed by this software are readable only by the vendor of the software, and cookies cannot access, read or modify any other data on your computer.
VisitOdense uses tracking tools which allows us to see information on user platforms activities including, but not limited to page views, source and time spent on our platforms. The information is depersonalized and is displayed as statistical overview, meaning it cannot be tracked back to individuals. This will help to protect your privacy.
9. How we share your personal data
VisitOdense only shares your personal data with third parties who intend to use the data for marketing purposes if you have given your consent.
However VisitOdense is part of the public sector in Denmark. Which means that anyone can ask for access to data handled by VisitOdense as a public authority according to Danish Law (Forvaltningsloven and Offentlighedsloven). Access to personal information will be handled by VisitOdense in compliance with Danish Law.
Public Authorities (such as the Police) are entitled to ask for access to data handled by VisitOdense. In these cases, VisitOdense will only hand over the data, if the Police has documentation for laws being violated or if they have a court order to demand access to personal data.
10. Your rights
Right to opt-out of marketing communications
You have the right to opt-out of receiving marketing communications from VisitOdense and can do so by following the instructions for opt-out in the relevant marketing communication
Please note that even if you opt-out from receiving marketing communications, you may still receive administrative communications from VisitOdense.
11. Access and rectification
You have the right to request a copy of your personal data. You may send us a request for this on: firstname.lastname@example.org
You also have the right to request that VisitOdense correct any inaccuracies in your personal data.
12. Data security and retention
How we keep your personal data secure
VisitOdense takes your personal data seriously. VisitOdense is committed to prevent unauthorized access, disclosure or other deviant processing of your data. Further, VisitOdense is committed to ensure proper use of the information, to maintain data integrity and to secure data availability. As part of our commitment, we utilize reasonable and appropriate physical, technical, and administrative procedures and measures to safeguard the information we collect and process.
Please note that these protections do not apply to the personal data that you choose to share in public areas such as third party social networks.
How long we store your personal data
VisitOdense will only retain your personal data for as long as necessary for the stated purpose, while also taking into account our need to answer queries or resolve problems and to comply with legal requirements under applicable laws.
This means that we may retain your personal data for a reasonable period after your last interaction with us. When the personal data that we collect is no longer required in this way, we destroy or delete it in a secure manner. We may process data for statistical purposes, but in such cases, data will be anonymized.
13. VisitOdense as a data processor
When acting as data processor, VisitOdense is responsible for providing technical and organizational security measures in order to safeguard your privacy.
As data processor, VisitOdense will not process personal data in any other manner or for any other purpose than as authorized in the agreement.
Data subjects having questions, comments, claims or any other issues regarding their personal data that VisitOdense is data processor for, must submit these to us in an appropriate manner.
13 A. Subcontractors and export of personal data
In some cases, VisitOdense will use subcontractors to process personal data, and we may export your or our partners data outside the EU. These subcontractors are typically vendors of cloud services or other IT hosting services. When using subcontractors, VisitOdense as data processor will always enter into a data processing agreement (DPA) in order to safeguard your privacy rights and/or to fulfil our obligations towards our partners.
14. Changes to this Policy
15. How to contact us