Terms & conditions
Privacy and cookie policy - WIS-Denmark ApS
1. Introduction
At WIS-Denmark ApS (Slejpnersgade 4, 3. tv, 2200 København N, business registration no.
41164204) ("WIS"), we understand the importance of treating the personal data of our customers, business partners, website visitors and other persons we interact with in a confidential and private manner. WIS is committed to abiding by the requirements and obligations in relation to data privacy in accordance with applicable law, including the EU General Data Protection Regulation ("GDPR"). Therefore, we have secure and adequate data processing procedures in place.
WIS is the data controller for the processing of your personal data. Below, WIS has provided an overview of the processing activities in which personal data are processed, including among others the purpose thereof and the legal basis.
If you have any question to this privacy policy (“Privacy Policy”) or you wish to exercise your data subject rights pursuant to Chapter III of the GDPR and according to section 8 of this Privacy Policy, please contact WIS by denmark@womeninshipping.com.
2. Categories of personal data, purpose, and legal basis
2.1 Membership and emails regarding events and general updates
If you sign up to become a member of WIS via our website: www.womeninshipping.com ("Website"), WIS will ask for your name, contact details, position and workplace with the view of determining whether you can become a member. If you become a member, we will also register your membership start date as well as information on your participation in our events. The legal basis for our processing of your membership data is WIS's legitimate interests in providing you with the opportunity to participate in the organisation and administering your membership, cf. Art. 6(1)(f) of the GDPR.
During the sign-up process we also ask for your consent in order to send you invitations to events and updates regarding WIS via e-mails. If you consent to this, we will process your name and email address for the purpose of sending you such emails, cf. Art. 6 (1) (a). Consenting is completely voluntary, and your consent can be withdrawn at any time by contacting WIS via denmark@womeninshipping.com.
2.2 Participation in events
You can sign up to WIS' events via the website www.nemtilmeld.dk. Most WIS events are free, however, for some events we require a small payment.
When you submit your participation to such an event, WIS will process personal data about you to administer your registration and payment, including your name, email address, company, position, telephone number, as well as your bank and payment information. The legal basis for the processing of your personal data in that regard is Art. 6(1)(b) of the GDPR, however, we will process bookkeeping information based on our legal obligation to do so, cf. the Danish Bookkeeping Act. In such case, the legal basis for the processing is Art. 6(1)(c) of the GDPR.
Bank and payment information
All payment transactions with regards to our events are processed by a third-party payment processor, www.nemtilmeld.dk. The information provided to www.nemtilmeld.dk is governed by www.nemtilmeld.dk's policies WIS does not store your financial information, but has access to some of the payment information, such as relevant payment card type, partially anonymized payment card number and the expiry date, for fraud prevention reasons.
2.3 Contact persons at a customer, vendor, or another business partner
As a contact person at a customer, vendor, or another business partner, WIS processes your personal data when you communicate with WIS, e.g., via emails in connection with WIS's existing relation with the company you are employed with. WIS processes ordinary personal data about you, including your name, email address, telephone number, position and the content of our communication.
The legal basis for such processing of your personal data is that the processing is necessary for the purposes of legitimate interests pursued by WIS, cf. Art. 6(1)(f) of the GDPR. WIS's legitimate interests are fulfilment of our obligations, maintaining and enhancing customer relationships, invoicing for the services your company provides to WIS and/or vice versa, communicating with you if you have any questions related to our services or vice versa, and for documentation purposes in the event you agree on matters relating to our services in writing via email.
In some cases, processing of personal data is necessary in order to comply with a legal obligation to which WIS is subject, for instance in relation to the obligation on the preservation of accounting records pursuant to the Danish Bookkeeping Act. In such case, the legal basis for the processing is Art. 6(1)(c) of the GDPR.
2.4 Membership service and inquiries via e-mail
When you contact us via email (denmark@womeninshipping.com), we process the information you provide in order to deal with your inquiries, such as phone number, email-address and the content of your inquiry.
WIS will not process special categories of personal data (sensitive personal data) about you, e.g. health information, unless you have provided us with such information. WIS kindly encourages you not to send such sensitive personal data.
The legal basis for the processing of personal data for the purpose of customer service is WIS's legitimate interests, cf. Art. 6(1)(f) of the GDPR. The legitimate interests pursued are to provide customer support by answering the inquiries and business development.
At WIS events we may take photos (some of which will feature event participants) The pictures may be posted on our Website and/or on social media accounts (see below under Section 6) for the purpose of promoting WIS. If we take pictures at the event this will be clearly stated in the invitation to the event, and we will also highlight at the beginning of the event. Here you are also informed of how you can avoid being photographed at the event (or having your photograph deleted/not used/blurred if a picture incidentally is taken of you). We will rely on our legitimate interests in promoting WIS and with the implemented measures described above we have assessed that our legitimate interests override your interests, cf. Art. 6 (1) (f).
3. Recipients of your personal data
Where relevant, WIS may disclose or transfer your personal data to business partners or other collaborators for business purposes. Such third parties also include social media providers, as described in section 6 below. In connection with events, we also send some of your information to the companies that we host the event with (or other relevant partners) for practical purposes such as printing of nametags, dietary restrictions, etc.
In certain specific cases, e.g., in connection with disputes, including when the disclosure of your personal data is necessary for the establishment, exercise or defence of WIS's legal claims, WIS may disclose your personal data to its advisers or other relevant third parties provided it is deemed necessary and lawful.
Certain recipients process personal data on behalf of WIS and may only process your personal data in accordance with instructions given by WIS. These data processors are not permitted to process your personal data for their own purposes.
4. Transfer of your personal data to a third country (outside of eu/eea)
In certain cases, your personal data may be transferred to countries outside of the EU/EEA. In such case, WIS will ensure that such transfer will be carried out in accordance with the applicable data protection laws. This entails that any party outside of the EU/EEA that will receive your personal data will ensure an adequate level of protection, for example, by entering into the EU standard contractual clauses ("SCCs"). WIS will ensure the implementation of supplementary safeguards if deemed necessary in the specific case. In certain cases, we may also transfer your data based on your consent or other derogation in Article 49. You may receive a copy of the legal basis for transfers upon request. Please contact denmark@womeninshipping.com.
5. Storage of your personal data
WIS will only store your personal data as long as it is deemed necessary to fulfil the purposes for the processing of your personal data.
We will process the data relevant to your membership for the duration of your membership. If you cancel your membership, we will delete your data and stop sending you emails upon cancellation.
WIS will however store your personal data to the extent it is necessary for bookkeeping purposes such as personal data related to invoicing. Such personal data will be stored for a period of 5 years from the end of the financial year to which the accounting records relate. The purpose is to comply with the legal obligation pursuant to the Danish Bookkeeping Act.
Personal data collected via cookies through use of our Website are stored for different periods depending on the type and purpose of the cookie in question. See section 6 below.
Personal data collected in relation to the use of social media will be erased when the content is deleted or when you withdraw your response to our content (likes, sharing, etc.). See more in section 7 below.
6. Social media
Our Website use social media plug-ins ("plug-ins") from social networking sites such as Facebook, Instagram, LinkedIn. When you visit our social media sites on Facebook, Instagram and LinkedIn, our social media service providers collect and process your personal data using cookies, subject to your consent to the service provider, as applicable. Such collection and processing take place even if you have no account on the social media.
If you access our Website using such a plug-in, your browser will contact the server of the underlying social networking site, load the visual presentation of the plug-in, and present it to you. While this is happening, the social networking site receives information concerning your visit to our website, as well as further data such as your IP address. WIS receives anonymous demographic and geographic statistics from the social media on the visitors on our Website and our social media sites.
WIS is joint data controller with our social media providers for personal data collected and processed in connection with your visit to our social media sites and our Website. It means, among other things, that you may contact both WIS and the social media providers to exercise your rights under the GDPR. Facebook, Instagram, and LinkedIn have primary responsibility for ensuring compliance with the GDPR and responding to requests from visitors on Facebook, Instagram, and LinkedIn. If you are registered as user of Facebook, Instagram and/or LinkedIn, you may exercise your rights via your account settings on Facebook, Instagram and/or LinkedIn.
We have no influence on the amount of data that social networking sites collect via an active plug-in. For more information, please consult the relevant data privacy notice:
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Facebook: www.facebook.com/policy
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Instagram: https://help.instagram.com/519522125107875/?maybe_redirect_pol=0
7. Cookies
7.1 What are cookies
A cookie is a text file that is sent to your browser from our Website and saved on your computer, phone or whichever device you use to access the internet. However, the meaning of the word “cookies” in this Privacy Policy and in the consent text also includes other kinds of automated data collection, e.g. Flash-cookies (Local Shared Ob-jects), Web Storage (HTML5), JavaScript’s or cookies placed by the use of other kinds of software. The word “cookies” also refers to information about MAC-addresses and other information about your device.
There are basically two types of cookies - so-called session cookies and persistent cookies. Session cookies are information units that are deleted when you close your web browser. Persistent cookies are information units that are stored on your computer until they are deleted. Persistent cookies delete themselves after a certain period but are renewed each time you visit the Website.
7.2 The purpose of cookies
Cookies may be used for a number of purposes, but in essence they are used to save information about your activity on the internet. Cookies contain information that later in time can be read by a web server on the domain that issued the cookie in question. This means that the relevant website remembers you the next time you visit it.
7.3 Use of cookies
Our Website only uses functional cookies. Please note that the use of functionality cookies does not require your consent, as such cookies are necessary for the function of the Website. When you use our Website, we do not register any information that can identify you directly, such as name and address. However, we register how you navigate around the site, so we can learn more about how our site is used, and we register your IP-address, which can identify indirectly.
7.4 How long are cookies stored?
Cookies delete themselves after varying periods but are updated automatically when you visit the Website again.
7.5 Removal of cookies
You can always reject or deselect the location of cookies on your computer by changing the settings in your browser or by visiting the permanent representation of the cookie banner available here:
Cookies that you have previously accepted can easily be deleted subsequently. If you use a computer with a newer browser, you can delete your cookies using the shortcut keys: CTRL + SHIFT + Delete. If the shortcut keys do not work and/or if you use a MAC, you must start by finding out which browser you are using, and then click on the relevant link with guidelines on how to opt out of cookies:
Note that if you use multiple internet browsers, you must delete cookies in all your browsers.
8. Your rights
WIS has implemented a number of measures to protect your personal data and ensure your rights. As a data subject, you can exercise the rights listed below. Please note that certain limitations may apply to your ability to exercise these rights, for example, when your right to obtain the information is found to be overwritten by essential considerations of private interests.
The Danish Data Protection Agency has prepared guidelines regarding the data subjects’ rights. The guidelines can be accessed here. However, please note that the guidelines are only available in Danish.
As a data subject you have the following specific rights, unless otherwise exceptionally provided by the data protection legislation:
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Right of access
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Right of rectification
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Right of erasure ("right to be forgotten")
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Right to restriction of processing
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Right to data portability
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Right to object
Right to complain to the Data Protection Agency
If you disagree with the way in which WIS processes your personal data, you may file a complaint with the Danish Data Protection Agency, using the contact details that are available at www.datatilsynet.dk. However, we hope that you will contact us first, using the below contact details, so that we may reach agreement.
Right to withdraw a former consent
If the processing of your personal data is based on your consent, cf. Art. 6(1)(a) of the GDPR, you have the right to withdraw your consent at any time. Please note that your withdrawal does not affect the lawfulness of the previous processing of your personal data which until your withdrawal has been based on your consent.
If you wish to exercise any of the above-mentioned rights, or if you wish to withdraw a former consent, you are welcome to contact us at denmark@womeninshipping.com.
9. Questions or complaints
If you have any questions relating to this Privacy Policy, you wish to exercise your rights as mentioned above, or you disagree with the way WIS processes your personal data, you can contact WIS at denmark@womeninshipping.com.
You can also file a complaint to the Danish Data Protection Agency, which is an independent public authority that, inter alia, is responsible for monitoring and enforcing the application of the GDPR. The Danish Data Protection Agency's contact information is available on its website: www.datatilsynet.dk.
10. Amendments to this privacy policy
WIS has the right to modify this Privacy Policy regarding new technologies, regulatory requirements, or other purposes. For this reason, please visit this page periodically. Below is highlighted the date when the last version of this Privacy Policy has been uploaded.
Date of the most recent version of this Privacy Policy: 15-11-2023.