Privacy Policy

1. Introduction

This privacy policy explains how we collect, use, store and protect personal data when you visit our website, contact us, or use our services. O2matic ApS is committed to processing personal data lawfully, fairly and transparently in accordance with the EU General Data Protection Regulation (GDPR).

By using this website, you acknowledge that you have read and understood this privacy policy.

2. Data controller

The data controller responsible for this website is:

O2matic ApS
Nørrelundvej 10
2730 Herlev
Denmark

Email: info@o2matic.com

If you have any questions about this privacy policy or our processing of personal data, you can contact us using the details above.

3. What personal data we collect

We may collect and process the following categories of personal data when you interact with our website and services:

  • Contact details (such as name, email address, phone number, organisation, job title).
  • Technical data (such as IP address, browser type, device information, operating system, time zone, and usage data from cookies and similar technologies).
  • Communication data (such as the content of messages, enquiries, feedback forms, event registrations, or demo requests).
  • Marketing preferences (such as your consent to receive newsletters or marketing communications).

We do not intentionally collect special categories of personal data (such as health data, political opinions, or religious beliefs) through this website.

4. How we collect personal data

We collect personal data in the following ways:

  • Directly from you when you:
    • Fill in forms on our website (e.g. contact form, demo request, event registration).
    • Subscribe to our newsletters or marketing communications.
    • Communicate with us by email or other channels.
  • Automatically when you visit our website, via cookies and similar technologies that record technical and usage information.

You are not obliged to provide personal data to us, but if you choose not to, we may not be able to respond to your enquiry or provide certain services.

5. Purposes and legal bases

We process personal data for the following purposes and on the following legal bases under GDPR:

To operate and improve our website

  • To ensure the website functions properly, maintain security and generate aggregated statistics about use of the site.
  • Legal basis: our legitimate interest in operating a secure and user‑friendly website (Article 6(1)(f) GDPR).

To respond to enquiries and provide our services

  • To handle contact requests, provide information, arrange meetings or demos, and manage customer relationships.
  • Legal basis: performance of a contract or steps taken at your request prior to entering into a contract (Article 6(1)(b) GDPR), and our legitimate interest in communicating with users and customers (Article 6(1)(f) GDPR).

To send newsletters and marketing communications

  • To send you information about products, services, events or content we think may be relevant to you, if you have subscribed or otherwise consented.
  • Legal basis: your consent (Article 6(1)(a) GDPR). You can withdraw your consent at any time (see section 9).

To manage marketing and customer relationships in HubSpot

  • We use HubSpot as our CRM and marketing automation platform to track interactions, manage contacts, send emails, and analyse performance of campaigns.
  • Legal basis: our legitimate interest in managing and developing our customer relationships and marketing activities (Article 6(1)(f) GDPR), and your consent where required for marketing communications (Article 6(1)(a) GDPR).

To comply with legal obligations

  • To fulfil bookkeeping, accounting and other legal requirements.
  • Legal basis: compliance with a legal obligation (Article 6(1)(c) GDPR).

6. Cookies and similar technologies

We use cookies and similar technologies to:

  • Remember your preferences (e.g. language or cookie choices).
  • Analyse how visitors use our website, so we can improve content and user experience.
  • Support marketing and advertising activities, where permitted, including through HubSpot and other analytics tools.

Where required by law, we obtain your consent before placing non‑essential cookies on your device. You can withdraw or change your cookie consent at any time via our cookie banner or your browser settings, though some parts of the site may not function correctly without certain cookies.

For more information, please see our separate Cookie Policy (if applicable).

7. Sharing of personal data

We may share personal data with the following categories of recipients, only to the extent necessary:

  • Service providers / data processors, such as:
    • IT hosting providers and website operators.
    • HubSpot (HubSpot, Inc. and its affiliates), which provides our CRM and marketing automation platform.
    • Analytics and email delivery providers.
      These parties process personal data on our behalf based on a data processing agreement.
  • Professional advisers, such as legal or accounting advisers, where necessary for our legitimate interests and subject to confidentiality.
  • Public authorities, where required by law, court order or regulatory requirements.

We do not sell your personal data to third parties.

Where personal data is transferred outside the EU/EEA, for example when using HubSpot or other service providers, we ensure appropriate safeguards are in place, such as the European Commission’s Standard Contractual Clauses or other mechanisms approved under GDPR.

8. Data retention

We keep personal data only as long as necessary for the purposes described in this policy or as required by law:

  • Contact and communication data are generally kept for up to 2 years after our last interaction, unless a longer period is required or permitted by law.
  • Newsletter and marketing data (including data stored in HubSpot) are kept until you unsubscribe or withdraw your consent, and for a limited period thereafter to document compliance.
  • Technical and cookie data are retained in accordance with our cookie policy and applicable law (typically up to 24 months, depending on the type of cookie and analytics used).

After the relevant retention period expires, personal data will be erased or anonymised in a secure manner.

9. Your rights

Under GDPR, you have the following rights in relation to our processing of your personal data, subject to the conditions in the regulation:

  • Right of access – to obtain confirmation and a copy of the personal data we hold about you.
  • Right to rectification – to have inaccurate or incomplete personal data corrected.
  • Right to erasure – to request deletion of your personal data in certain circumstances.
  • Right to restriction of processing – to request that we restrict processing of your personal data in certain circumstances.
  • Right to object – to object to processing based on our legitimate interests and to direct marketing at any time.
  • Right to data portability – to receive your personal data in a structured, commonly used, machine‑readable format and to have it transmitted to another controller, where technically feasible.

Where processing is based on your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

To exercise your rights, please contact us at info@o2matic.com. We may need to verify your identity before fulfilling your request.

You also have the right to lodge a complaint with your local data protection authority. In Denmark, this is the Danish Data Protection Agency (Datatilsynet) – see www.datatilsynet.dk for contact details.

10. Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. These measures include access controls, encryption where relevant, secure hosting environments, and internal policies and procedures.

However, no transmission of data over the internet can be guaranteed to be 100% secure. You share information with us at your own risk.

11. Links to other websites

Our website may contain links to third‑party websites or services that are not controlled by us. We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before providing personal data to them.

12. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes in our practices, technologies, legal requirements or other reasons. When we do, we will revise the “last updated” date below and, where appropriate, notify you by email or via our website.

Last updated: 12-05-2026