1About this policy
This Privacy Policy explains how PolarIT ("we", "us", "our") collects, uses, stores, and protects personal data in connection with our website (polarit.dk) and the managed IT services we provide.
We are committed to handling personal data responsibly and in full compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Danish Data Protection Act (Databeskyttelsesloven).
2Data controller
The data controller responsible for your personal data is:
PolarIT
Keglens Kvarter 11
2640 Hedehusene, Denmark
CVR: 46412249
Email: support@polarit.dk
PolarIT does not have a formally designated Data Protection Officer (DPO). For all privacy-related enquiries, please contact us at support@polarit.dk.
3What data we collect and why
We process personal data across three categories depending on your relationship with us. Our website (polarit.dk) uses Umami, a cookie-free statistics tool, to count visits in aggregate (see section 4). The only personal data collected through the website is what you choose to send us via our forms.
| Category | Data collected | Purpose | Legal basis (GDPR Art. 6) | Retention |
|---|---|---|---|---|
| Contact enquiries | Name, work email, company name, phone number, company size, topic of enquiry, message content | Responding to enquiries and assessing service fit | Legitimate interest (Art. 6(1)(f)) | 2 years from last contact |
| Clients | Company name, billing address, CVR number, contact name and email, bank details | Contract performance, invoicing, legal and accounting obligations | Contract (Art. 6(1)(b)) + Legal obligation (Art. 6(1)(c)) | 5 years from end of engagement (Bogføringsloven) |
| Client employees | Full name, work email address, device identifiers and system information | Delivery of managed IT services — device management, user accounts, security monitoring | Contract (Art. 6(1)(b)) — processed on behalf of the client under a separate Data Processing Agreement | Duration of the service agreement, then deleted within 30 days of termination |
We do not sell, rent, or trade personal data to third parties for marketing purposes.
4Cookies
We do not set any cookies ourselves. To understand how the website is used, we use Umami, a privacy-friendly statistics tool. It sets no cookies, does not store IP addresses and does not follow you across other websites. It records which pages are viewed, which site or campaign link referred the visit, an approximate country, the type of device and browser, and when key buttons are used (for example booking a call or requesting the NIS2 checklist). We only see these figures in aggregate. We rely on our legitimate interest (GDPR Art. 6(1)(f)) in improving the website, and because nothing is stored on your device, no consent banner is needed. Our hosting provider, Simply.com, may set strictly necessary technical cookies to operate the hosting infrastructure — these do not require your consent under GDPR as they are essential for the website to be served to your browser.
5Third parties and subprocessors
We use a small number of trusted third-party services to operate our business. Where these services process personal data on our behalf, we have Data Processing Agreements in place with each provider.
| Provider | Purpose | Location |
|---|---|---|
| Simply.com | Website hosting for polarit.dk — may process technical server logs (IP addresses, request data) as part of hosting infrastructure | Denmark / EU — Simply.com privacy policy |
| Google Workspace | Email communication, document storage, and handling of contact form submissions from polarit.dk | EU/EEA (with adequacy safeguards) |
| JumpCloud | Device management, user identity, and security monitoring for managed IT service delivery | USA — Standard Contractual Clauses (SCCs) in place |
| Umami (Umami Software, Inc.) | Cookie-free, aggregated website statistics for polarit.dk. No cookies and no stored IP addresses | EU (Frankfurt, Germany) |
We do not share personal data with any other third parties unless required to do so by law.
6International data transfers
Some of our subprocessors operate outside the EU/EEA (notably JumpCloud, which is based in the USA). Where personal data is transferred outside the EU/EEA, we ensure appropriate safeguards are in place as required by GDPR Chapter V, including Standard Contractual Clauses (SCCs) approved by the European Commission.
You can request information about the specific safeguards in place for any transfer by contacting us at support@polarit.dk.
7Your rights
Under GDPR, you have the following rights regarding your personal data. To exercise any of them, contact us at support@polarit.dk. We will respond within 30 days.
Request a copy of the personal data we hold about you.
Ask us to correct inaccurate or incomplete data.
Request deletion of your data where there is no lawful reason for us to continue processing it.
Ask us to pause processing your data in certain circumstances.
Receive your data in a structured, machine-readable format where processing is based on consent or contract.
Object to processing based on legitimate interest. We will stop unless we have compelling legitimate grounds.
Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
Lodge a complaint with the Danish Data Protection Authority (Datatilsynet) — see section 8 below.
8Right to lodge a complaint
If you believe we have not handled your personal data in accordance with applicable law, you have the right to lodge a complaint with the Danish Data Protection Authority:
Carl Jacobsens Vej 35, 2500 Valby, Denmark
www.datatilsynet.dk
dt@datatilsynet.dk
+45 33 19 32 00
We would always prefer the opportunity to address your concerns directly first. Please reach out to us at support@polarit.dk before escalating to the supervisory authority.
9Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. The current version is always available at polarit.dk/privacy.
Where changes are material, we will notify existing clients by email. The "Last updated" date at the top of this page indicates when the policy was last revised.
10Contact us
For any questions about this policy, how we handle your personal data, or to exercise your rights:
PolarIT
support@polarit.dk
We aim to respond to all privacy requests within 5 business days, and no later than 30 days.