EPICO-IT A/S
Borupvang 2C, 2. Sal
2750 Ballerup
CVR: 32466249
Privacy Policy (v. 1.1 revision date: 10-03-25)
Welcome to EPICOs privacy policy. When you visit our website or otherwise interact with us, we collect information about you, which is used to customize, improve and manage our content and services. Below we have elaborated on what information is collected, their purpose and which third parties have access to them.
See our Cookie Declaration for information on the cookies we use.
We are the data controller - How to contact us?
EPICO-IT A/S
Borupvang 2C, 2. Sal
2750 Ballerup
CVR: 32466249
Email: dataprivacy@epico.dk
1. What is personal information
The Danish Data Protection Agency defines personal information as follows:
"Personal data is any form of information that can be linked to a specific person, even if the person can only be identified if the information is combined with other information."
2. Processing personal information
We process your information in various ways and for different purposes. Below you can read more about how your personal information is processed.
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Visitors on the website
Purpose
When you use our website we collect and process information about your usage with the purpose of compiling statistics and targeted advertising.
Legal basis for processing
The legal basis on which we process your personal information is our legitimate interest. We consider the interests pursued by the processing, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will collect a unique ID and technical information about your computer, tablet or mobile phone, your IP-number, geographical location, and which pages you click on (interests).
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be retained for the period of time that is allowed under the applicable law, and we will delete the information when it is no longer needed. Information collected for statistical purposes is stored for 24 months, after which it is automatically deleted.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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CV-database registration
Purpose
When you create a profile on our website, we collect and process information about you and your job profile in order to match you with relevant job opportunities, including freelance assignments, project employment and permanent employment with third parties.
Legal basis for processing
The legal basis for processing is your consent which you give when you create your profile.
Types of personal information
When you create a profile, we collect your CV, application if entered, password and a number of general contact details, including email, phone number and name.
Recipients of personal information
We disclose your personal information to companies with relevant job opportunities. However, the personal information is not disclosed outside the company without prior written agreement but will be made available to data processors. We only use data processors in the EU/EEA or in countries that can give your information adequate protection.
Period of storage
The information is stored until you choose to withdraw your consent and request deletion of your personal information. Your profile may be subject to deletion following an extended period of inactivity, and you will be notified accordingly.
Automated decision-making and profiling
We use your information to screen our candidates, but do not use personal information in connection with automated individual decisions.
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Signing of confidentiality agreements
Purpose
As a condition precedent to the disclosure of information concerning potential positions or assignments, certain companies may stipulate the signing of a confidentiality agreement. This stipulation arises from the fact that the job title or the nature of the assignment may involve trade secrets. Your personal information will be processed to ensure mutual confidentiality in accordance with the terms of such agreement.
Legal basis for processing
The processing of personal data is necessary for the implementation of measures taken prior to entering into a contract.
Types of personal information
Only your name and signature are processed in connection with this processing.
Recipients of personal information
We disclose your personal information to companies with relevant job opportunities. However, the personal information is not disclosed outside the company without prior written agreement but will be made available to data processors. We only use data processors in the EU/EEA or in countries that can give your information adequate protection.
Period of storage
You can always request a copy of the confidentiality agreement, which is stored for a period of 5 years in order to handle any disputes.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Use of Artificial Intelligence
Purpose
We use artificial intelligence (AI) as a tool to improve our recruitment processes and ensure efficient and accurate assessment of CVs from both freelance consultants and candidates for permanent positions. AI technology helps us analyze and match qualifications, experience and skills with the requirements of different positions. The data that customers provide us, including job descriptions, values and the like, are used exclusively for the purposes described in the contracts entered into with the customers.
Legal basis for processing
The processing of personal data is based on our legitimate interest in assessing candidates for the right positions. We ensure a balance between our interest in providing you with relevant services and the consideration that the processing respects your fundamental rights and freedoms.
Types of personal information
When consultants/candidates submit their CV to us, we collect and process the personal information that the candidate has included in the CV. The information is used to assess the candidate's suitability for the positions applied for, as well as to match them with relevant job opportunities. In addition, we receive information from customers, including job descriptions, company values, and the like. This information is used exclusively for the purposes defined in the contracts entered into with the customers.
Recipients of personal information
We disclose your personal information to companies with relevant job opportunities. However, the personal information is not disclosed outside the company without prior written agreement but will be made available to data processors. We only use data processors in the EU/EEA or in countries that can give your information adequate protection.
Period of storage
The information is stored as long as you have an active profile on our website. See more about storage and deletion under the section 'CV-database registration'
Automated decision-making and profiling
We use your information when screening candidates or freelance consultants, but do not use personal information in connection with automated individual decisions.
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Contact via website, e-amil or phone
Purpose
When you contact us via phone, contact forms or e-mail, we collect and process personal information with the purpose of returning your inquiry.
Legal basis for processing
The legal basis on which we process your personal information is our legitimate interest. Our legitimate interest is considered under the fact that you have submitted the information yourself in order to be contacted, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
General contact information is collected, such as company, name, possibly position, telephone number and e-mail. In addition, the content of the inquiry is processed, which may include information about current position, job aspirations, CV, etc. When consultants/candidates submit their CV to us, we collect and process the personal information that the candidate has included in the CV.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be deleted within 24 months after the latest processing, unless a partnership or customer relationship is entered into, or if it is assessed that the information is required with regards to the processing.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Registering for webinar
Purpose
When you register for a webinar, we collect and process personal information with the purpose of enabling you to participate in the webinar you register for, as well as with the purpose of being able to send notifications in connection with the webinar.
Legal basis for processing
The processing of personal information takes place under legitimate interest. We consider the fact that you yourself have provided the personal information in order to be registered for the webinar, and that the processing does not violate fundamental rights.
Types of personal information
Name, e-mail, IP address as well as title and organisation (optional).
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
If the webinar is held in collaboration with a third party, the personal information may be passed on to this third party. This will typically be name and email.
Period of storage
The information is deleted no later than 24 months after the webinar has ended.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Receiving our newsletter
Purpose
When you sign up for our newsletter, we will collect and process personal information with the purpose of providing our newsletter.
In connection with your consent to receive online communications and marketing, EPICO-IT A/S may contact you separately.
Legal basis for processing
The legal basis for processing is your consent. You can withdraw your consent at any time by writing us. Furthermore, you can unsubscribe by following the unsubscribe link at the bottom of our newsletter.
Types of personal information
We will collect name, e-mail and IP-address.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information is stored as long as you subscribe to our newsletter. If it is not possible to deliver e-mails to your account, we reserve the right to delete your e-mail.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Marketing
Purpose
When you participate in our campaigns, events, customer cases, or as references and testimonials, we process personal information for the purpose of being able to use them for marketing.
Legal basis for processing
The processing of personal information is based on consent. You can withdraw your consent at any time by writing to us – marketing@epico.dk
Types of personal information
We will collect name, email, position and possibly organisation.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information is deleted within 24 months of the last processing.
Automated decisions and profiling
We do not use personal information in connection with automated individual decisions.
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Visitors on social media
Purpose
We collect and process personal information when you visit our Facebook, Instagram and LinkedIn-pages. The purpose of processing is marketing towards potential customers, replying to inquiries, and other related purposes.
Legal basis for processing
The legal basis on which we process your personal information is our legitimate interest. Our legitimate interest is considered under the fact that you have visited our social media sites, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will typically collect name and other personal information relating to your user profile.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be stored as long as your action on our Facebook, Instagram and LinkedIn page exists.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Use of our services as a customer
Purpose
When you use our services, we collect and process personal information for the purpose of being able to provide these, as well as for the purpose of providing you with information and news about our services and the like.
If you pay for our services, we also process your personal information for the purpose of being able to invoice in accordance with the Danish Bookkeeping Act and send the invoice.
Legal basis for processing
The legal basis on which we process your personal information is performance of a contract, and our legitimate interest, which is considered under the fact that you are using our product and services, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will collect name, email, telephone number, title and department.
In connection with invoicing, an internally generated invoicing number is also processed.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Storage period
The information is stored as long as the customer relationship exists and is deleted within 24 months after the customer relationship has ended.
Accounting information is stored for up to 5 years after the end of the financial year.
Automated decisions and profiling
We do not use personal information for automated individual decisions.
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Communication with the purpose of sale
Purpose
We will collect and process personal information from third-party (by interview, companies website, social media etc.) with the purpose of sale of our services.
Legal basis for processing
The legal basis on which we process your personal information is legitimate interest. We consider the desire for the data processing outweighs the desire not to be processed, and that the processing does not infringe the fundamental rights and freedoms.
Types of personal information
We will collect name, title, e-mail, phone number and company.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be deleted within 24 months after the latest processing, unless a partnership or customer relationship is entered into, or if it is assessed that the information is required with regards to the processing.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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Job applications for positions in EPICO-IT
Purpose
When you send us a job application, we process your personal information for the purpose of assessing and selecting the applicant in relation to a specific job.
Legal basis for processing
The legal basis on which we process your personal information is legitimate interest. Our legitimate interest is considered under the fact that you have submitted the information yourself in order to be assessed in relation to a specific position.
Types of personal information
We will process the information contained in the application and the CV. The information will be processed in order to evaluate the application. We will also evaluate and assess the applicant’s performance and competencies through an interview.
Recipients of personal information
Personal information will not be disclosed outside the company but will be made available to data processors. We only use data processors inside the EU/EEA or in countries that can give your information adequate level of data protection.
Period of storage
The information will be deleted within 6 months after the rejection has been made, unless an employment dialogue is initiated.
Automated decision-making and profiling
We do not use personal information for automated individual decisions.
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3. Security
We have adopted appropriate technical and organisational measures to ensure that your personal information is not subject to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal information transmitted, stored or otherwise unlawfully processed.
4. Period of storage
The information is stored for as long as is allowed in accordance with applicable law, and is erased, when it is no longer needed. The period depends on the character of the information and the bases of storage.
Read more under section 2 “Processing personal information”.
5. Your rights
You have a series of rights regarding the processing of your personal information. These rights entail that you can be provided information on what personal information we have on you, and that you under certain circumstances can have this information deleted.
If you wish to assert your rights, please contact us via e-mail at dataprivacy@epico.dk. We will then contact you in regard to which rights you wish to assert and to verify your identity.
Right of access
You have the right to obtain confirmation as to whether or not personal information concerning you is being processed, and, where that is the case, access to the personal information etc.
Right to object
You have the right to object to the processing of your personal information in certain circumstances. However, the information can still be used for other legitimate purposes.
Right to rectification
You have the right to obtain the rectification of inaccurate personal information concerning yourself.
Right to erasure
You have the right to have certain personal information erased. This right is not absolute, as certain personal information cannot be deleted due to other legislation or if agreement and purpose give the right to store the personal information.
Right to restrict processing
You have the right to request the restriction or suppression of their personal information. This is not an absolute right and only applies in certain circumstances. When processing is restricted, we are permitted to store the personal information but not use it.
Right to data portability
You have the right to receive your personal information in a machine-readable format. Please note that this only concerns the personal information that you have provided to us yourself. You have the right to have your personal information, which you have provided to us yourself, transferred to you in a structured, commonly used and machine-readable format.
Right to not be profiled
You have the right not to be profiled, unless it is necessary for entering into, or performance of, a contract.
Right to withdraw consent
If the processing of your personal information is based on consent, you have the right to withdraw your consent at any time.
Right to complaint
If you have questions regarding the processing of your personal information you are welcome to contact us at dataprivacy@epico.dk.
If you are dissatisfied with our processing of your personal information, you can lodge a complaint to or contact the Danish Data Protection Authority (Datatilsynet). You can also always take a matter regarding the processing of personal information to court.
