Privacy policy
Who are we and how to contact us?
Your privacy is very important to us and we will as data controller take great care to keep the trust you deserve when processing your personal data. Please find below the Privacy Policy adhered to by FoodOptimize ApS.
If you wish to exercise your rights as described below or if you have any questions regarding our processing of your personal data or this Privacy Policy, you may always contact us at:
FoodOptimize ApS
CVR nr. 41210087
Maskinvej 5
DK-2860 Søborg
E-mail: info@foodoptimize.com.
FoodOptimize ApS is a Danish supplier of menu planning and tracking systems for food serving companies such as canteens, caterers, restaurants and hotels. FoodOptimize ApS’ operates FoodOp which is a digital platform that helps kitchens digitize administrative tasks, so they can focus on making sustainable and enjoyable food.
FoodOptimize ApS is hereinafter referred to as “FoodOp”, “we”, “our” and “us”.
Customers, partners and users are referred to as “you” and “your”.
This Privacy Policy applies to all your personal data collected by FoodOp – whether as part of a customer relationship, supplier relationship or through your use of our services, including when browsing our website.
FoodOp has a clear policy for processing any personal data made available to us by our customers, suppliers and users of our website. We only collect personal data when it is relevant to us and your activity at FoodOp and we take care to process all personal data in accordance with the General Data Protection Regulation, cf. Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons in connection with the processing of personal data and on the free exchange of such information and on cancellation of Directive 95/46/EC with associated regulation (GDPR), and any affiliated data protection regulation applicable to the processing.
Below you can read in detail about the personal data we collect: For which purposes we use it, how we process the data, who has access to the data, your rights and who you can contact about the collected data.
Please stay updated on any changes to this Privacy Policy by visiting our website or platform.
If you want to know more about the rules for legal processing of personal data, you will find more detailed information on the website of the Danish Data Protection Agency, www.datatilsynet.dk.
On whom do we process data?
In managing our business – thus in order to negotiate agreements, provide the agreed and expected support services to our IT solution and also marketing our business – we process information on contact persons at our customers and suppliers, on visitors to our websites (cookies see below) and on recipients of our newsletters.
What information do we process?
Personal data is data which is directly or indirectly related to a person. Examples of personal data are name, address, telephone number and e-mail address.
Customers and contact persons at customers and suppliers
We only process personal data provided by you in order to enter into agreements or to provide the agreed IT-services and support. Such data may include your name and the name of the company you work with as well as contact details such as e-mail, telephone/mobile number, and other relevant information related to the provided services.
Users of our website
If you are browsing our website, we will process cookie-data (see further below) in order to:
1. Help keep track of where users move on the website
2. Enable users to start where they left off at their last visit to the website
3. Remember your log-in information
4. Remember your preferences
5. Marketing towards users after visits to the website
6. Optimization of the user-friendliness of the website
Except for strictly necessary cookies we will only collect data on cookies based on your consent. Strictly necessary cookies are those used in order for the website to basically function (e.g. cookies that remembers your login while you browse the website).
Recipients of newsletters
If you are a recipient of our newsletter, we will only collect data on you name and e-mail address and only based on your specific consent.
Why do we process your personal data?
We collect your general contact information – see above – in order to send confirmations on order/delivery, to deliver the products and services – including support services – that you purchased from us, and to manage payments and annual accounts.
We also process you contact details after termination of the contract with your company in order to provide follow up marketing. You may however at any time decline such follow up marketing by contacting us at info@foodoptimize.com.
If you have given consent for us to send you newsletters during registration as customer or on our website, we will use your e-mail address for this purpose. You may at any time revoke your consent to the processing of your mail address and to that end you can subscribe and unsubscribe to our newsletters at any time through the link included in all newsletters.
On cookies see below.
On what legal basis do we process your personal data?
We process personal data to pursue our legitimate interest in managing our business – including being able to handle contracts and purchases of various products and licenses for our business and to improve, develop and market our services.
Our legal basis for our processing is thus the following articles in the General Regulation on Data Protection ((EU) 2016/679 of the European Parliament and of the Council of 27 April 2016):
- Article 6 (1), litra a, according to which personal data may be processed with express consent (cookies and newsletters)
- Article 6 (1), litra b, according to which personal data may be processed if this is necessary to fulfil a contract (customer and supplier agreements)
- Article 6 (1), litra c, according to which personal data may be processed if this is necessary to comply with a legal obligation (accounting)
- Article 6 (1), litra f, according to which personal data may be processed if this is necessary to pursue a legitimate interest, unless the interests of the data subject precede this (data on contact persons at customers and suppliers to provide services and to provide follow up marketing)
Note: If we process your personal data on basis of article 6 (1) litra f, (legitimate interests) you may in certain cases object to our otherwise lawful processing of your personal data if you find that your interests in not having your data processed exceeds our legitimate interests in processing your data, cf. article 21 in the general data protection regulation. See further below (point 11) on you rights under the data protection regulation.
We also process you contact details after termination of the contract with your company in order to provide follow up marketing. You may however at any time decline such follow up marketing by contacting us at info@foodoptimize.com.
If you have given consent for us to send you newsletters during registration as customer or on our website, we will use your e-mail address for this purpose. You may at any time revoke your consent to the processing of your mail address and to that end you can subscribe and unsubscribe to our newsletters at any time through the link included in all newsletters.
On cookies see below.
For how long is your personal data stored?
FoodOp stores personal data for as long as it is relevant in relation to the purposes set out above. This means that we store your data for as long as there is a contractual relationship between your company and us and up til 5 years after termination of the contract see below.
If you only receive our newsletter, we will store your mail address until you revoke your consent to our processing.
We are obligated to ensure that your data is correct and updated and also need updated data to provide the necessary services, cf. above. We therefore kindly ask you to inform us of relevant changes in your data. You can inform us of any changes on info@foodoptimize.com
Upon termination of the contractual relationship between your company and FoodOp, we will continue to store your data for the following purposes:
- Follow-up marketing of our IT solutions, products and services for a period of 5 years. However, you may at any time decline being contacted by us and request us to delete your personal data, cf. § 10 (2) of the Danish Marketing Act.
- Storing of documentation necessitated by law or pursuant to applicable requirements set by public authorities. FoodOp is for instance obligated to store data related to accounting for period of 5 years, cf. § 10 of the Danish Accounting Act. In such cases, we will only store the data for as long as it is required pursuant to the legal requirement, or any requirements stipulated by a public authority.
- We finally store anonymous data for statistical purposes in order to optimize our IT solutions, products and services.
- On cookies see further below.
How do we protect your data?
FoodOp gives absolute priority to data protection. We have implemented technical security measures to ensure data protection in all contexts and see to it that your data is stored in such a manner that only relevant employees with a work-related need have access to your data.
We have supplemented the technical safety measures with organizational measures carrying out internal training and internal instructions to our employees which are regularly followed up. We have also ensured contractual based instructions to our data processors regarding necessary security measures, see further below on business partners.
Our business partners (suppliers)
FoodOp uses different business partners who supply services to FoodOp. If our suppliers process personal data on our behalf, they will act as data processors and in accordance with written instructions from us on how and in what manner they are allowed to process such personal data.
Our data processors cannot use the Data for any other purpose than for the delivery of services to FoodOp pursuant to our written instructions.
Processing outside of the EU/EEA
We use service providers (IT-suppliers) outside of the EU/EEA to support us with the general operation and maintenance of our website, hosting of our IT solutions and customer databases. This means that your data may be transferred and processed outside of the EU/EEA (to third countries). We do however take great care to ensure that this is only done if appropriate safeguards are in place and in accordance with the applicable data protection regulation.
If data is transferred to a country outside EU/EEA, and if the country in question has not been approved by the European Commission as providing adequate protection (https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_da), our transfers will thus be based on standard contractual clauses also approved by the European Commission: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en
What are your rights?
Under the General Data Protection Regulation, you have a number of rights in relation to our processing of information about you. If you want to exercise your rights or if you have questions on our processings and data transfers, you may always contact us at:
FoodOptimize ApS
CVR nr. 41210087
Maskinvej 5
DK-2860 Søborg
E-mail: info@foodoptimize.com.
You have a right to gain access to the information that we process about you and some further information, and you have a right to have any incorrect information about you corrected.
In very special cases, you may also ask to have information about you erased before the time limit stipulated in FoodOp’s policy for timely erasure of data.
You may further in certain cases ask to have the processing of your personal data restricted. If you have a right to have the processing restricted, we may (except for storage) only process the information in question with your consent or for the purpose of determining, relying on or defending a legal claim or to protect a person or vital public interests.
If we process your data on basis of article 6 (1) litra f, (legitimate interests) you may in certain cases also object to our otherwise lawful processing of your personal data if you find that your interests in not having your data processed exceeds our legitimate interests in processing your data.
Finally, you have the right to make a complaint about our processing of your personal data to the Danish Data Protection Agency (Datatilsynet): https://www.datatilsynet.dk/english/file-a-complaint
Cookies
A cookie is a simple text file placed on your computer, tablet or smartphone by the website service. These data files allow the site to recall important information about your visit and help improve your experience.
Cookies are generally used for the following reasons:
- To help keeping track of where the users move on the website.
- To enable the users to start where they left off at their last visit to the website.
- To remember your log-in information for you.
- To remember the user’s preferences.
- Marketing towards users after visits to the website.
- Optimization of the user-friendliness of the website.
Cookies cannot see who you are, what your name is, where you live or whether the computer is used by one or more persons. Nor can cookies spread computer viruses or other malware.
FoodOp uses cookies to improve your experience of our website, to assess the use of the individual elements on the website and to support the marketing of our solution on the website.
Cookies delete themselves after a certain number of months (may vary), but they are renewed after each visit.
The vast majority of web browsers allow the use of cookies. However, you do have the ability to control and decline cookies by modifying the settings on your browser. If you use several browsers, remember to modify the settings in all of them. Please note, if you do this, you may lose some of the functionality of the website.
Please reach out if you have any questions. You can contact us at: info@foodoptimize.com.