PRIVACY NOTICE FOR FLEXA4DREAMS A/S

This privacy notice describes how FLEXA4DREAMS (“FLEXA”, "we" or "us") process personal data about customers, vendors, and business partners.

1. Data controller

The legal entity responsible for the processing of your personal data is:

FLEXA4DREAMS A/S
Company Registration (CVR) No: 32 77 57 05
Fredensgade 36
8000 Aarhus C
Denmark
ecom@flexa.dk 
+4576688055

2. Description of processing activities

2.1 Delivery of products and services

In order for us to deliver products and services to you, we process the following categories of personal information about you:

• Name(s)
• Postal address
• E-mail address
• Web address
• Telephone number(s)
• Correspondence (including e-mail correspondence)
• Trading history

Personal data are provided either by yourself or the company, you represent.

We will process your personal data based on the following legal bases:

• Article 6(1)(b) of the General Data Protection Regulation, as the processing is necessary for the entering into or performance of a contract with you or the company you represent
• Article 6(1)(c) of the General Data Protection Regulation, as the processing is necessary for us to meet our legal obligations pursuant to the Danish act on bookkeeping and to provide you with the guarantees regarding our products that we are obliged to provide.
• Article 6(1)(f) of the General Data Protection Regulation, as the processing is necessary for us to pursue our legitimate interest in handling customer relationships efficiently.

We share your personal information with providers of IT-services, such as hosting of our IT systems and other technical platforms, and with our external providers of warehouse services and freight services.

We will keep your personal data if they are necessary for the purpose or purposes for which they are being processed. Generally, transaction data will be kept for 5 years from the end of the year in which the transaction took place (in accordance to bookkeeping rules), and other information will be kept for 5 years from the end of the year of the last transaction with you.

However, under special circumstances such periods may be shorter or longer, e.g., if data is necessary for us to establish, exercise or defend a legal claim.

2.2 Provision of newsletters

For us to provide you with newsletter that you have subscribed to, we process the following categories of personal information about you:

• Name(s)
• E-mail address
• Information on your consent to receive newsletters from us
• Information on withdrawal of consent to receive newsletters from us

Personal data are provided by yourself.

We will process your personal data based on the following legal bases:

• Article 6(1)(c) of the General Data Protection Regulation, as we are required to document the existence of a valid consent to receive direct marketing from us
• Article 6(1)(f) of the General Data Protection Regulation, as the processing is necessary for us to pursue our legitimate interest in providing customers with relevant information and offers in accordance with your interests.

We share your personal information with providers of IT-services supporting our administration of marketing permissions and our production and distribution of newsletters.

We will keep your personal data for as long as they are necessary for the purpose or purposes for which they are being processed. Generally, we keep your information if we are actively using it to send newsletters to you and for two years from the end of the year where the first of the following circumstances occurs:

• We have not used your information to send newsletters to you for a period of 12 months
• You unsubscribe and/or withdraw your consent. We will of course stop sending newsletters as soon as you unsubscribe or withdraw your consent.

However, under special circumstances such periods may be shorter or longer, e.g., if data is necessary for us to establish, exercise or defend a legal claim.

2.3 Administration of competitions

For us to manage competitions in which you participate, we process the following categories of personal information about you:

• Name(s)
• E-mail address
• Any other information you provide in connection with the competition, such as responses to questions that are part of the competition

Personal data are provided by yourself.

We will process your personal data based on the following legal bases:

• Article 6(1)(f) of the General Data Protection Regulation, as the processing is necessary for us to manage competitions, including the legitimate interest in being able to contact the winner.

We share your personal information with providers of IT-services supporting our administration of competitions.

We will keep your personal data for as long as they are necessary for the purpose or purposes for which they are being processed. Generally, we keep the information throughout the competition period and for 6 months after the prize draw.

However, under special circumstances such periods may be shorter or longer, e.g., if data is necessary for us to comply with a legal obligation, such as reporting to tax authorities, or to establish, exercise or defend a legal claim.

2.4 Visitors to our website

For us to provide an easy and secure website for you to use, we collect information on your use of the website.

The information we collect include information on your IP-address, your preference settings and the use of our website and possibly other websites.

This information is collected using cookies. Please see to our cookie notice for further information on which cookies are utilised on the website, what these cookies are used, who we share the information with, and for and for how long the information is stored.

The legal basis for processing this information is Article 6(1)(f) of the General Data Protection Regulation, as the processing is necessary for us to pursue our legitimate interest in providing an efficient and secure website and interact with users of our website.

2.5 Other administrative tasks

If we do other types of business with you than described above, e.g., if you are a vendor, service provider or has another type of business relationship with us, or if you contact us for other reasons except for purposes described in sections 2.1-2.4 above or in relation to employment with Flexa, we process the following categories of personal information about you:

• Name(s)
• Contact information
• Agreements/arrangements set up with you or the company you represent
• Correspondence and trading history
• Any other information you provide when you contact us

Personal data are provided by yourself or the company you represent.

We will process your personal data based on the following legal bases:

• Article 6(1)(f) of the General Data Protection Regulation, as the processing is necessary for us to manage competitions, including the legitimate interest in maintaining efficient business operations and respond properly to persons contacting us for various reasons.

We share your personal information with providers of IT-services supporting our business administration.

We will keep your personal data for as long as they are necessary for the purpose or purposes for which they are being processed. Generally, we keep the information for five years from the end of the year, we had the last interaction with you or the company you represent. If we are informed that you have been substituted as a contact person for us, we will update the information without undue delay, but your information will still be stored in historic correspondence and trading history.

However, under special circumstances such periods may be shorter or longer, e.g., if data is necessary for us to comply with a legal obligation, such as the bookkeeping act, or to establish, exercise or defend a legal claim.

3. Export of personal data to third countries

We utilise services that may lead to export of personal information to service providers located in countries outside EU/EEA, including USA.

Before utilising such services, we ensure that a valid transfer mechanism has been established – typically the EU Standard Contractual Clauses, as well as we implement appropriate supplementary measures to ensure that data subjects enjoy a level of protection that is essentially equivalent to the level of protection within EU.

You can obtain a copy of the transfer mechanism in place by contacting us at the contact information provided in section 1.

4. Mandatory information

Any information you provide to us is provided voluntarily. However, if you do not provide the information requested, we may not be able to sell goods or services to you or otherwise interact with you.

5. Your rights

• You have the following rights:
• You are entitled to request access to, rectification or erasure of your personal data.
• You are entitled to oppose the processing of your personal data and to request restriction of the processing of your personal data.
• You have an unconditional right to oppose the processing of your personal data for direct marketing purposes.
• If the processing of your personal data is based on your consent, you are entitled to revoke such consent at any time. Revocation of your consent will not affect the lawfulness of the processing carried out prior to your revocation of consent.
• You are entitled to receive personal data which you have provided to us in a structured, commonly used, and machine-readable format (data portability)
• You can always lodge a complaint with a data protection authority, for example the Danish Data Protection Agency.

Such rights may be subject to conditions or restrictions. Accordingly, there is no certainty that you will be entitled to for example data portability in the specific situation; it will depend on the circumstances of the processing.

You can exercise your rights by contacting us, using the contact information provided in section 1.

Last updated: 21 June 2022