Privacy Policy on Personal Data
At IPS Group A/S (“IPS”, “we”, “us” or “our”) we place a high priority on confidentiality and data security.
As a responsible data controller, we desire to create full transparency about our processing of personal data, and therefore in this personal data policy we describe our processing of personal data about you in a number of different contexts where you may be in contact with us. Further information about these different contexts may be found under the headings below.
We kindly request you to read the personal data policy before you provide your personal data to IPS.
DATA CONTROLLER AND CONTACT INFORMATION
The data controller for your personal data is:
IPS Group A/S
Address: Hejreskovvej 22A, 3490 Kvistgård
Business Registration No.: 25942302
E-mail: info@ips-group.dk
Telephone number: + 45 4913 2800
IF YOU VISIT OUR WEBSITE
When you visit our website (www.ips-group.dk), we process personal data about you in a range of different situations.
You must be at least 16 years old to use the website and provide personal data to IPS. IPS does not knowingly collect or store personal data from children under the age of 16, and no part of this website is designed for the purpose of attracting children. If it is found that a child under the age of 16 has submitted personal data to IPS this information will be deleted.
Our website may contain links to other websites or to integrated websites. We are not responsible for the content of websites from other companies or their practices in connection with the processing of personal data. When you visit other websites, you are urged to read the owner’s privacy policy as well as other relevant policies.
COOKIES
We use cookies on our website and process your personal data in this manner.
Types of personal data :
- IP-address
- Browser history
- Information about your use of our website, including click behaviour
The purposes of the data processing
- To improve the user-friendliness of the website and personalise the website for you
- To analyse the use of our website and collect statistics about visitors
- For administration, maintenance and development of the website, including the functions associated with e-commerce
- To target advertising campaigns from us and third parties
- For other marketing purposes, such as adapting our marketing materials, including newsletters
Basis for data processing
IPS processes your personal data on the following basis:
- Consent: We process your personal data in order to be able to offer extended functions on the website, collect statistics and promote products for marketing purposes on the basis of your consent, which you are given the opportunity to provide in connection with your first visit to the website.
- Legitimate interests: Furthermore, we base the processing of your personal data on our legitimate interests in, for example, running the website and its basic functions, including collection of statistics and analyses, enabling the maintenance, security as well as the improvement and development of our products and services.
When you visit our website, we ask for your informed consent to place cookies, that are not functional cookies, in accordance with the cookie rules. You have the right to withdraw your consent at any time.
Retention period
Cookies are deleted in accordance with the information in our cookie banner, which appears on the front page when you visit our website for the first time. There you can also read about the storage period for individual cookie providers.
The data may be kept longer in an anonymised form.
You can always change your cookie settings, including your consent, by deleting cookies from your browser or by clicking on the small cookie icon on the homepage where you have the option to access the cookie settings.
Types of personal data
When you use the contact form or the chat function on the website, contact customer service, make use of an online consultation or otherwise communicate with IPS . IPS collects and processes your personal data.
IPS collects, processes and stores the following types of personal information about you:
- Your name, email address, phone number
- What your inquiry relates to
- The date of your inquiry
- Chat history
- Customer ID
- Pictures and video if you use such functionalities in relation to an online consultation.
- Other information that you provide in connection with your inquiry. We urge you not to disclose sensitive or confidential personal data to us unless it is strictly necessary for the processing of your inquiry. For security reasons, we encourage you to send the information in encrypted form if you submit the information via email.
The purposes of the data processing
- Processing and responding to your inquiry or request
- Customer service and sales
- General communication with you
- Statistics and analysis to improve our products and services
Basis for data processing
IPS processes your personal information on the following basis. The basis depends on the nature of your inquiry.
- Legitimate interests: We may process your personal data on the basis of our legitimate interests in handling your enquiry, communicating with you, provide customer service, optimize our sales and developing our products and services.
- Contractual obligations: If your enquiry concerns a (potential) agreement, we process your data in order to be able to implement pre-contractual measures or fulfil the agreement with you.
Retention period
Your personal data will be deleted when we no longer need to process it for the fulfilment of one or more of the above purposes. In reality, this means that in most cases, we will delete your inquiry once we have responded to this. However, depending on the nature of the inquiry, we may retain your personal data for up to 3 years from the response to your inquiry for the purpose of documentation and with reference to the statute of limitations rules on the limitation of ordinary monetary claims. Video calls in relation to online consultations are not recorded and will, as such, not be stored. However, the data may be processed and stored longer if it has been anonymised, or if we are obliged to do so by law.
IF YOU USE OUR WEBSHOP
Types of personal data
When you visit our webshop, including making a purchase, IPS collects and processes your personal data. IPS can collect, process and store the following types of personal information about you:
- Your name
- Your e-mail address
- Your telephone number
- Your address
- Your payment details
- Information about your order/purchase history
- Information provided by you if you are a distributor.
- Digital footprints (e.g. information on how to use IPS’s webshop or information about a forgotten order)
The purposes of the data processing
Your personal data will be processed for the following purposes:
- Execution of an order in IPS’s web shop
- Management of shipments, returned goods and complaints
- Sending of marketing materials as an extension of your previous purchases with us, unless you expressly waive this
- Statistics and analysis to improve our products and services
Basis for data processing
IPS processes your personal data on the following basis:
- Contractual obligations: We process your personal data in order to fulfil the contract of purchase with you, including the ability to deliver the ordered goods, handle complaints, returns, etc. related to your purchase.
- Legitimate interests and consent: We process your personal information on the basis of our legitimate interest in promoting ourselves to you in cases where consent is not required by marketing legislation, as well as our legitimate interest in being able to keep statistics and analysis for the purpose of developing and improving our services.
Retention period
Your personal data will be deleted when we no longer need to process it for the fulfilment of one or more of the above purposes. Your personal data covered by the Accounting Act’s rules on the storage of accounting material is kept for 5 years from the end of the financial year to which the accounting material relates. Other personal data about your purchase is kept for 3 years from your purchase for documentation and with reference to the statute of limitations on general monetary claims.
However, the data may be processed and stored longer if it has been anonymised, or if we are obliged to do so by law.
IF YOU SUBSCRIBE TO OUR NEWSLETTER(S) AND/OR PARTICIPATE IN COMPETITIONS, SURVEYS OR SIMILAR PROMOTIONS
Types of personal data
IPS collects and processes your personal information for marketing purposes when you sign up for our newsletter(s) and/or participate in competitions or similar promotions. IPS can collect, process and store the following types of personal information about you:
- Your name
- Your e-mail address
- Your telephone number
- Your consent, including the date of your consent
- Your click behaviour in relation to published material
The purposes of the data processing
Your personal data can be processed for the following purposes:
- Marketing
- Statistics and analysis to improve our products and services
Basis for data processing
IPS processes your personal data on one or more of the following bases:
- Consent: IPS will use your personal data for direct marketing purposes, including the sending of newsletters and the conduct of surveys and competitions, only if you have given your prior consent to this.
- Legitimate interests: We base the processing of your personal data with regard to analysis and statistics on our legitimate interests to be able to improve and develop our products and services.
You can always revoke your consent by clicking on the unsubscribe link at the bottom of each email or by contacting us as described below. However, withdrawing your consent does not affect the legality of the processing that preceded the withdrawal.
Retention period
Your personal data will be kept for as long as your consent to receive newsletters is active and for a period thereafter in order to document the validity of the consent.
In accordance with the recommendations of the Consumer Ombudsman, we keep documentation of your marketing consent for at least two years after you have withdrawn your consent and in any case for as long as it is relevant for us to be able to document the validity of the consent. The retention period is determined on the basis of IPS’s legitimate interest in being able to demonstrate that direct marketing has taken place in accordance with applicable legislation.
The data may, however, be processed and stored longer if it has been anonymised, or if we are obliged to do so by law or as part of a specific case.
IF YOU ARE A SUPPLIER, COLLABORATOR, INFLUENCER, ETC.
This section contains information about IPS’s processing of personal data about owners of sole proprietorships or contact persons and employees of suppliers and other partners, including external consultants, tenants, etc. who cooperate or are otherwise in contact with IPS. The section also contains information about IPS’s processing of personal data about influencers.
Collection of personal data
IPS may collect, process and store your personal data in the following instances:
- When you, your company or the company with whom you are employed, enter into an agreement with IPS
- When you have shown interest in IPS’s business, for example by giving IPS your business card or otherwise being in contact with us
- When you cooperate and communicate with IPS
- Information related to your visits to our physical locations, including guest registration and any recordings from television surveillance in accordance with signage on-site
Types of personal data
IPS can collect, process and store the following types of personal information about you:
- Name, address, e-mail address, telephone number and corresponding contact details
- Organisational information such as company name and address, job title, employment area, primary place and country of work
- Contractual information such as orders, invoices, contracts and other agreements between your company (or your employer) and IPS, which may contain e.g. your contact information, etc.
- Financial information, such as payment terms, bank details and credit ratings (in the case of a sole proprietorship)
- Other information which is related to and is justified by the cooperation relationship
Particularly for influencers:
- Name, address, e-mail address, telephone number, “nickname” on social media, etc.
- Information on the cooperation (conditions, commencement date, etc.)
- Financial information (payments, taxation, account information, etc.)
- Photographic and video materials
- Information on jewellery sizes
- Performance information, including number of followers, listing feedback, etc.
We may receive such information directly from you (primarily through emails and other correspondence with you) or from a third party such as your employer.
The purposes of the data processing
Your personal data can be processed for the following purposes:
- General planning, fulfilment and administration of cooperation, including handling of rights and obligations in a IPS contractual relationship
- Financial purposes, including management of payments, evaluation of credit ratings, accounting, auditing
- Execution of orders, including purchase and sale of goods and services
- General communication, including answering specific questions or issuing press releases
- Ensuring the safety of employees and values at our physical locations, including preventing and solving criminal issues
- Statistics and analysis to improve our products and services
- Compliance with applicable laws and regulations, such as fulfilling our obligations to prevent illegal activities
- Dealing with conflicts IPS, including by sharing photographic and video material on Georg Jensen’s platforms on social media
Basis for data processing
IPS processes your personal data primarily on one or more of the following bases:
- Contractual obligations: In certain cases, the processing of your personal data is necessary for the performance of a contract or the conclusion of a contract.
- Legitimate interests: We may process your personal data on the basis of our legitimate interests; for example, in managing day-to-day operations in accordance with lawful and fair business practices, including planning, executing and managing the cooperation, issuing press releases or our legitimate interest in, for example, carrying out credit ratings, statistics, analyses, marketing activities (where consent is not required), providing support as well as improving and developing our products and services. Processing may also be necessary for our legitimate interest of preventing criminal fraud, or the determination, defence or assertion of legal claims.Information about criminal offences collected through television surveillance is also processed on the basis of IPS’s legitimate interests in solving criminal offences.
- Legal obligation: The processing of your personal data will in some cases be necessary for compliance with legal obligations, such as our obligation to prevent illegal activities.
Retention period
Your personal data will be kept for as long as the cooperation lasts and for as long as the data is subsequently necessary to document IPS’s legal position towards you, which will generally coincide with the applicable rules on limitation (the statute of limitations).
Accounting materials, including personal information, that we are required to keep under the Accounting Act are deleted no earlier than 5 years after the end of the financial year to which the information relates.
The data may, however, be kept longer in an anonymised form.
IF YOU VISIT OUR SOCIAL MEDIA PROFILES
This section contains information about IPS’s processing of personal data collected through IPS’s profiles or pages on social media.
As a rule, IPS is the data controller for its activities on the social media, but in certain cases IPS and the social media providers will be the joint data controller for the processing of personal data collected in connection with your visit to IPS’s profile or page on the individual social media, which is further described in the terms of use of the individual social media.
IPS complies with the Danish Data Protection Authority’s guidelines on joint data responsibility and, using available tools and means, tries to ensure that you receive information about the processing of your personal data when you visit IPS’s profiles or pages on social media.
IPS has profiles or pages on the following social media:
- Facebook (Facebook Ireland Ltd.)
- Facebook’s privacy policy is available here
- You can customize your privacy settings on Facebook here
- YouTube (Google LLC)
- LinkedIn (LinkedIn Ireland Unlimited Company)
- LinkedIn’s privacy policy is available here
- You can customise your privacy settings on LinkedIn here
Collection of personal data
When you visit or interact with our social media profiles, IPS and the social media provider in question may collect, process and store the following types of personal data about you:
- Information available on your profile, including your name, gender, marital status, workplace, interests, and your city
- Whether you “like” or post other reactions to our profile
- Comments you leave on our posts
- That you have visited our profile
The purposes of the data processing
IPS processes your personal information for the purposes:
- Statistics and analysis, e.g. for the purpose of improving our products and services, and our social media profiles and pages
- To be able to communicate with you if you comment on a post, add a review or send us a message
- Marketing in general
The social media providers process, for example, your personal data for the following purposes:
- Operation and development of advertising systems
- To provide IPS with statistics, which the social media providers compile on the basis of your visit to our and other companies’ profiles and pages, etc.
- Advertising and customising the activities on the page
Basis for data processing
The processing of your personal information is based on the following bases:
- Legitimate interests: IPS bases the processing of your personal information on our legitimate interests in being able to communicate with you and market ourselves to you on our social media profiles, as well as our legitimate interest in improving our products and services.The social media providers base the processing of your personal information on the basis of their agreement with you in accordance with the terms of use and their legitimate interest in improving their advertising system and providing statistics to IPS, which the social media provider compiles, for example, on the basis of your visit to IPS’s profile or social media page. In addition, social media providers have a legitimate interest in providing an innovative, individualised, secure and profitable service.
- Consent: The social media providers process certain of your personal information in accordance with your consent, which you can withdraw at any time via your social media privacy settings
Retention period
Your personal data will be deleted when we no longer need to process it for the fulfilment of one or more of the above purposes. The data may, however, be processed and retained longer in an anonymised form.
Please refer to the privacy policy of the providers of the individual social media for information on how long they keep your personal data.
With whom do social media providers share your personal data?
The social media providers may, among other things, share your personal data with the following categories of recipients:
- Other companies within the group of which the social media provider is a part
- External collaborators who provide analysis and survey services
- Advertisers
- Other individuals who visit our profile or social media page (to the extent that your information is publicly available)
- Researchers
You can find more information about who the social media providers share your personal data with in the individual providers’ personal data policy.
The social media providers may transfer your personal data to recipients outside the EU/EEA in accordance with applicable data protection legislation. You can read more in the individual providers’ privacy policies.
DISCLOSURE TO DATA PROCESSORS AND ENTRUSTMENT TO OTHER DATA CONTROLLERS
Entrustment
In order to fulfil the above purposes, we may provide third parties with access to your personal data who, on the basis of a contractual relationship with IPS, provide relevant services, e.g. IT suppliers and email providers. Such service providers will only process personal data in accordance with our instructions under data processing agreements we have agreed with them, and thus cannot process the personal data for their own purposes.
Disclosure
In certain cases, it will be necessary to entrust your personal data to a third party in order to deliver a product or service to you, e.g. in relation to shipments and delivery of orders as well as administration of various payment solutions, etc.
In addition to what is described above, your personal data will as a rule not be disclosed to a third party without your permission. However, in certain circumstances and/or under the law, it may be necessary to disclose your personal data to:
- The police
- Lawyers
- Accountants
- Courts
- Public authorities
- Potential buyers
Change in company structure
In connection with IPS’s development, the company structure may change, e.g. through the full or partial sale of the company. In the event of a transfer of assets containing personal data, the processing basis for the related disclosure of personal data is generally, as IPS has a legitimate interest in transferring parts of its assets and in making commercial changes.
Transfers outside the EU/EEA
If your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA that do not have an adequate level of protection, such a transfer will as a rule be based on the EU Commission’s standard contracts. You can find further information about this by contacting us.
YOUR RIGHTS
- You have the right to gain insight into the personal information we process about you
- You have the right to object to our collection and further processing of your personal information
- You have the right to rectification and erasure of your personal data, subject to certain statutory exceptions, including the Danish Bookkeeping Act
- You have the right to request from us the restriction of the processing of your personal data
- In certain circumstances, you may also request to receive a copy of your personal data, including personal data you have provided to us that we have transmitted to another data controller (data portability)
- You may revoke at any time any consent you may have given. We will then delete your personal data unless we can continue the processing on other grounds. Subscription to our newsletter can be unsubscribed by clicking on the link at the bottom of the newsletter.
QUESTIONS AND COMPLAINTS
If you have any questions about this privacy policy or if you wish to complain about the way we process your personal data, please feel free to contact us:
IPS-Group A/S
Hejreskovvej 22A
DK-3490 Kvistgård
Denmark
Phone: +45 4913 2800
Email: info@ips-group.dk
Web: www.ips-group.dk
You also have the right to complain to the Danish Data Protection Agency:
The Danish Data Protection Agency
Carl Jacobsens Vej 35
2500 Valby
E-mail: dt@datatilsynet.dk
Telephone number: +45 33 19 32 00