Privacy policy

FlowHow ApS processes personal data in connection with the delivery of our services, the administration of registrations and payments, responding to enquiries, and the operation and security of our website.

Here you can read which personal data we process, why we do so, how long we keep it, who we may share it with, and what rights you have.

Data controller

FlowHow ApS is the data controller for the processing of the personal data described in this privacy policy.

FlowHow ApS
Bøgvadvej 33
6040 Egtved, Denmark
Company reg. no. (CVR): 26637058
Phone: +45 75 55 24 48
Email: info@flowhow.dk

If you have any questions about how we process your personal data, you are always welcome to contact us.

Purchasing tickets for events

When you buy a ticket for one of our events, we process the information provided in connection with the order.

This may include:

• company name, company registration number and address
• email address for the receipt and order confirmation
• names, phone numbers and email addresses of participants
• information about the event, number of participants, price and VAT
• payment reference from Stripe as well as the card type and the last four digits of the card

The purpose is to complete the purchase and registration, send receipts and participant confirmations, and administer and run the event.

If you are yourself a party to the agreement, the legal basis is Article 6(1)(b) of the General Data Protection Regulation (GDPR), because the processing is necessary to enter into or perform an agreement with you.

If the purchase is made on behalf of a company, or if you participate as an employee of a company, we process the data on the basis of our legitimate interest in managing the customer relationship and running the event, cf. Article 6(1)(f).

Information that forms part of our accounting records is also retained on the basis of Article 6(1)(c), because we are legally obliged to keep accounting records under the Danish Bookkeeping Act.

The card payment itself is processed via Stripe. Your full card number is not sent to FlowHow's server and is not stored by us. We only receive the payment information necessary to identify and document the payment.

The information necessary to complete the purchase and registration must be provided. Without this information, we cannot complete the purchase.

If someone else registers you for an event

If your company or a colleague registers you for an event, we may receive your name, phone number and email address from the person making the registration.

We use the information to administer your participation, send you relevant information about the event and run the event.

The legal basis is our legitimate interest in being able to administer and run events with registered participants, cf. Article 6(1)(f) GDPR.

When we contact you for the first time, you will also be able to find this privacy policy and obtain information about how we process your personal data.

Contact form and other enquiries

If you write to us via the contact form on the website, we process the information you provide.

This may include:

• name
• email address
• company name
• subject
• the content of your message

The message is sent by email to FlowHow and is not stored as a separate enquiry in a database on the website. You may also receive an automatic reply with a copy or confirmation of your message.

We use the information to respond to and follow up on your enquiry.

The legal basis is our legitimate interest in being able to communicate with people who contact us, cf. Article 6(1)(f).

If your enquiry concerns entering into or performing an agreement with you, the processing may instead take place under Article 6(1)(b).

Website statistics

We use the analytics tool Umami to get an overview of how FlowHow.dk is used and to improve the website.

Umami is hosted on our own server in the EU and does not set any cookies.

The statistics may include information such as:

• pages visited
• time of the visit
• which page or website the visit came from
• browser
• operating system
• device type
• screen size
• language
• country
• technical information used to distinguish between visits and sessions

Umami does not store visitors' IP addresses as part of the statistics data, but the IP address may be processed briefly to create an anonymised identifier for a session.

We do not use the information for marketing, and we do not use it to identify you by name or to build a personal marketing profile.

The legal basis is our legitimate interest in understanding how the website is used and improving it, cf. Article 6(1)(f) GDPR.

Technical operation and security

In connection with the technical operation of the website, certain technical information is processed, including IP addresses.

IP addresses may be used briefly for security purposes and to limit automated misuse of forms and payment functions, for example through rate limiting.

The purpose is to protect the website and our systems against misuse and technical attacks.

The legal basis is our legitimate interest in operating a stable and secure website, cf. Article 6(1)(f).

Cookies and similar technologies

FlowHow.dk does not set any cookies during normal use – neither for statistics nor for marketing. That is why the website does not show a cookie banner.

The analytics tool Umami does not set cookies and does not store any information on your device.

If you close the pop-up about an upcoming event, your browser remembers this locally so that the message is not shown again. This information stays on your device and is not sent to us.

When you choose to buy a ticket, Stripe's payment solution is loaded. In connection with the payment, Stripe may use cookies and similar technologies that are necessary to complete the payment securely, prevent fraud and protect the payment system.

Technologies necessary for the payment are only used when you choose to use the payment function.

Data processors and other recipients

We never sell your personal data.

We use external suppliers to provide and operate parts of our IT systems. The most important suppliers in relation to FlowHow.dk are:

Hetzner Online GmbH, Germany
Provides hosting of the website, the database and our Umami installation.

Stripe Payments Europe, Ltd., Ireland
Provides the payment solution for ticket purchases. Stripe processes certain data on our behalf and may also be an independent data controller for purposes such as fraud prevention, security and compliance with legal requirements.

Mailgun Technologies, Inc., part of Sinch
Used to send transactional emails, including receipts, participant confirmations and messages from the contact form. We use Mailgun's EU region for message data.

We may also use suppliers of email, accounting and other IT operations, among others, when necessary for our business.

Suppliers that process personal data on our behalf may only process the data according to our instructions and on the basis of a data processing agreement.

Personal data may also be disclosed to public authorities if we are legally obliged to do so, for example to the tax authorities in connection with our accounts.

Transfers of data outside the EU/EEA

We strive to use solutions where personal data is processed within the EU/EEA.

However, some of our international suppliers may process certain data in countries outside the EU/EEA, including the USA.

Where a supplier uses the EU-U.S. Data Privacy Framework, the transfer may take place on that basis. In other cases, another valid transfer mechanism under the GDPR is used, for example the European Commission's standard contractual clauses.

Stripe and Mailgun/Sinch use such lawful transfer mechanisms for relevant international transfers.

You can contact us at info@flowhow.dk if you would like further information about the transfer mechanism or a copy of the relevant safeguards.

How long do we keep your data?

We only keep personal data for as long as necessary for the purpose for which it was collected, or for as long as we are legally obliged to do so.

Purchase and accounting information
Information that constitutes accounting records is, as a rule, kept for 5 years from the end of the financial year to which the records relate, in accordance with the Danish Bookkeeping Act.

Participant information
Names, phone numbers and email addresses are kept for as long as necessary for the administration of and follow-up on the event, and for any existing customer or business relationship. The information is deleted when we no longer have a legitimate need for it.

Enquiries
Enquiries via the contact form or email are deleted when they are no longer necessary to respond to or follow up on the enquiry. If the correspondence is part of a customer or contractual relationship, it may be kept longer, for as long as there is a legitimate need.

Website statistics
Statistics data is only kept for as long as necessary to analyse the use of the website. The data is not used for marketing.

Your rights

When we process personal data about you, you have a number of rights under the GDPR.

Depending on the circumstances, you may have the right to:

• Access: You can find out which personal data we process about you and obtain a copy of the data.
• Rectification: You can have inaccurate or incomplete data corrected.
• Erasure: In certain cases, you can have your personal data erased.
• Restriction: In certain cases, you can have the processing of your data restricted.
• Objection: You can object to processing based on our legitimate interests.
• Data portability: In certain cases, you can receive personal data that you have provided to us in a structured, commonly used and machine-readable format.

Your rights may be limited in certain situations. For example, we cannot delete data that we are legally obliged to keep.

If you wish to exercise your rights, you can contact us at info@flowhow.dk.

We will respond to your request as soon as possible and, as a rule, within one month at the latest.

Automated decisions and profiling

FlowHow does not make decisions about you based solely on automated processing that have legal effects or similarly significantly affect you.

We do not carry out profiling for marketing purposes based on your use of FlowHow.dk.

Complaints to the Danish Data Protection Agency

If you are dissatisfied with how we process your personal data, you are welcome to contact us.

You also have the right to lodge a complaint with:

Datatilsynet (the Danish Data Protection Agency)
Carl Jacobsens Vej 35
2500 Valby, Denmark
Phone: +45 33 19 32 00
www.datatilsynet.dk

On the Danish Data Protection Agency's website, you can read more about your rights and lodge a complaint online.

Changes to this privacy policy

We update this privacy policy if our processing of personal data or the systems we use change.

The current version is always available on FlowHow.dk. The date at the top of the page shows when the privacy policy was last updated.