Personal data is information that can identify you as a person, such as an email address, street address, phone number, etc.
What personal data do we process?
The type of personal data that Rackbeat processes about you may be:
- Basic personal information such as name, address, telephone number, email, and demographic information
- User and web traffic information such as login ID, username, and IP address
- Financial information such as invoice-related information
- Content you have uploaded or provided such as photos, comments, articles and videos
- Statistics that show how the users use our software and consume content we offer
- Information provided through job applications
Rackbeat does not process sensitive personal data about you.
How is personal data collected?
In general, Rackbeat collects personal data directly from you or other persons linked to our Customers. If the Customer you work for purchases Rackbeat products or services via a Rackbeat partner company, we may collect information about you from the partner company.
In some cases, we may also collect information about you from other sources. These sources may be third-party data aggregators, Rackbeat’s marketing partners, public sources, or third-party social networks.
Why do we process personal data?
Buy and deliver
- Facilitate customer orders, agreements, payments
- Offer services directly to you, such as e-learning, webinars, reports, etc.
- Provide requested offers on products and services to Customers
- Create and facilitate accounts for users of our services
Support & improvements
- Improve and develop the quality, functionality, and user experience of our products, services, and Rackbeat Sites
- Offer customer support for our products and services
- Detect, mitigate, and prevent security threats and abuse, and perform maintenance and debugging
- Manage and send marketing preferences and content
- Create interest profiles in order to promote relevant products and services (profiling)
- Manage recruitment processes and process job applications
- Evaluate submitted documentation, conduct interviews, and call references
When you as a customer use our products and services for your own purposes such as managing your inventory, Rackbeat is considered a data processor. In this regard, Rackbeat will only process your personal data in accordance with your instructions as described in our data processing agreement.
What is the legal basis for processing your personal data?
We process data based on several legal grounds.
Agreement with you
We process your personal data on the basis of a legally binding contract with you. This will typically be when you apply for a job in Rackbeat. Processing your personal data such as CV, application and references is necessary for Rackbeat to handle job seekers’ requests before a contract is entered into.
Rackbeat might process your personal data based on consent. You will always be able to withdraw your consent after you have given the consent.
Rackbeat has a legitimate interest when we process your data for security, support, and improvement purposes, or when you act as customer contact/lead for our existing and potential customers, hereunder in customer support. Your personal data is processed from a business perspective in a manner that we believe does not conflict with your privacy rights or freedoms.
Further Rackbeat processes data based on legitimate interest if you are signing up for a webinar, or downloading material or other content from our web pages.. The legitimate interest is to provide you with the correct content, hold webinars, do marketing, and administrate your requests. Read more about how Rackbeat processes your personal data for marketing purposes based on legitimate interest and your rights when we process your personal data for such purposes under the section called “marketing” in this privacy statement.
How is your personal data shared?
Within the Visma Group
Rackbeat is part of the Visma Group As Visma consists of many different subsidiaries, it is important for us that we provide the best possible overall experience for you. In order to maintain an overview and insight, Rackbeat may share your personal data across companies in the Visma Group.
Outside of the Visma Group
Rackbeat may also share your personal data with external third parties in the following contexts:
Rackbeat may share your personal information with our partners in the event this is legitimate from a business perspective and according to applicable privacy legislation.
The police and other authorities may request access to personal information from Rackbeat. In these cases, Rackbeat will only provide the data if there is a court order, etc. to do so.
When do we use processors?
Rackbeat uses processors to process personal data. These processors are typically vendors of cloud services or other IT hosting services.
When using processors, Rackbeat will enter into a data processing agreement in order to safeguard your privacy rights. If processors are located outside the EU/EEA, Visma ensures legal grounds for such international transfers on your behalf, hereunder by using the EU Model Clauses.
You are always welcome to request an overview and more detailed information on Rackbeat’s processors. For how to contact Rackbeat, please see the last section of this statement.
How long is your data stored?
Rackbeat will only store your personal information as long as required to perform our contractual obligations. When processing your personal data on other legal bases, such as legitimate interest, data is stored as long as necessary to fulfill the purpose of processing.
Hence, your personal data may be subject to different retention policies based on the type of data and the purpose of collecting it. Here are some examples:
- When recruiting, Rackbeat will delete your personal information such as CV, application, and other documents when the recruitment process is closed, typically a maximum of 6 months after the application deadline, unless otherwise agreed upon with you.
- Another example is contact information stored for marketing purposes, including leads or prospects. Such personal data will be deleted no later than 24 months after the last registered activity.
For further information regarding deletion, feel free to contact Rackbeat (see contact information in the last section of this statement).
What are your rights?
You have the right to access your personal data by requesting an overview of the personal data we process about you and you may have a right to data portability. You also have the right to request that Rackbeat correct inaccuracies in your personal data. If you have a Rackbeat account, you can change/update personal data in the Rackbeat application by following the following steps:
Changing your company’s contact information
- Log in to your appointment
- Click on your user’s right side
- Click on ”General” under ”Company” on the left side
- Here you can change or correct your contact information, e.g. email
Further, you have a right to request the deletion of personal data, and to restrict or object to our processing of your personal data according to this Privacy Statement or other service-specific terms.
Please use firstname.lastname@example.org to file requests as mentioned in this section.
Finally, you also have a right to file a complaint to the data protection authorities with regard to our processing of your personal data.
Marketing and profiling
When you interact with Rackbeat e.g. by visiting Rackbeat web pages, downloading content, attending webinars, and as part of using Rackbeat services, Rackbeat will be processing your personal data based on legitimate interest. One of Rackbeat’s legitimate interests is processing personal data for direct marketing purposes.
Rackbeat uses your personal data to provide relevant content to you through direct marketing on social media platforms and emails, webpages, or in a Rackbeat service, based on your preferences. The personal data processed are aggregated details about you such as IP address, interests (where you have clicked, etc.), username, and device. This is done through technologies like cookies and is called profiling. Rackbeat will also be able to combine this information with information about the customer relationship we may have with your company.
The purpose of the profiling is to deliver customized marketing to you, improve your user experience with our services/websites and deliver products that our customers are satisfied with. Rackbeat’s services are generally used as tools for work-related purposes, and your behavior with these tools says little about your personal life. No sensitive data is processed. Your personal data is therefore processed from a business perspective in a way that we believe does not conflict with your freedoms and rights as an individual.
Rackbeat uses email as a tool to communicate marketing, however only if you have consented in accordance with national marketing legislation (if needed). If you have consented, you will always have the possibility to opt-out as described below, or when you receive an email containing marketing.
Right to opt-out of marketing communications
You have the right to opt out of receiving marketing communications from Rackbeat and being subject to profiling. You can do this by either:
- Following the instructions for opt-out in the relevant marketing communication
- Contacting us via e-mail at email@example.com
You will also always have the option to opt into/out of cookies on a particular web page, through our cookie banner.
Please note that even if you opt out from receiving marketing communications, you may still receive administrative communications from Rackbeat, such as order confirmations and notifications necessary to manage your account or the services provided to Customers.
Last updated: 27/02/2023.
How to contact us
Telephone number: +45 71 92 75 00
We value your opinion. If you have any comments or questions about our Privacy Statement, or any privacy concerns, including regarding a possible breach of your privacy, please send them to firstname.lastname@example.org
We will handle your requests or complaints confidentially. Our representative will contact you to address your concerns and outline the options regarding how these may be resolved. We aim to ensure that complaints are resolved in a timely and appropriate manner.