Privacy policy - Omnidocs

Privacy policy

Transparency, security and compliance

What you need to know about privacy

Privacy Policy 

Effective Date:  06.03.2025

Last Updated:  06.03.2025

 

Omnidocs (“we,” “our,” or “us”) is committed to protecting your privacy and ensuring transparency about how we collect, use, and safeguard your personal data. This Privacy Policy explains how we handle your information when you visit our website, use our services, or interact with us in any way. 

 

1. Who We Are 

At Omnidocs, we believe work should be seamless, not stressful. Our goal is to enable productive workdays and shape the future of productivity. By simplifying document management, we empower talent and create a smarter, happier workplace where every workday works better. 

Regarding GDPR, we process personal data based on contractual necessity, legitimate interest, legal obligation, or consent, depending on the context. 

If you have any questions about this Privacy Policy, you can contact us at: 

📍 Company Name: Omnidocs A/S 

📍 Address: Wilders Plads 15A, 1403 Copenhagen K, Denmark 

📧 Email: [email protected] 

📞 Phone: +45 70 20 72 47 

 

2. What Data We Collect 

We may collect the following types of personal data: 

  • Contact Information – Name, email address, phone number, job title, company name, interest areas, and topics when you sign up for newsletters, request demos, or contact us. 
  • Account Information – If you create an account, we may collect login credentials, user preferences, and usage history. 
  • Communication Data – When you communicate with us via email, chat, or forms, we store the messages and contact details. 
  • Technical Data – IP address, browser type, device information, and website interaction data collected via cookies and tracking technologies. 
  • Billing Information – If you purchase services, we may collect payment details (handled securely through third-party providers). 
  • Event & Webinar Registrations – If you sign up for an event or webinar, we collect registration details. 
  • HR & Recruitment Data – If you apply for a job, we may collect resume details, professional history, and relevant personal information. 
  • Support Data – If you register a support case, we collect basic contact information in order to service you. We may also analyze support inquiries to improve our services. 

 

3. Legal Basis for Processing 

Under GDPR, we process personal data based on the following legal bases: 

  • Consent – When you provide explicit consent, such as subscribing to marketing communications. 
  • Contractual Necessity – When processing is required to fulfill a contract, such as providing requested services. 
  • Legitimate Interest – When processing supports business operations in ways that do not override your rights and freedoms, such as improving services and analyzing trends. 
  • Legal Obligation – When we are required to process personal data to comply with laws and regulations. 

 

4. How We Use Your Data

We use the collected data to: 

  • Provide and improve our services 
  • Respond to inquiries and customer support requests 
  • Send marketing communications and personalized content (based on consent) 
  • Analyze website performance and user behavior 
  • Integrate with third-party vendors and platforms 
  • Comply with legal and regulatory requirements 

We do not sell or rent personal data to third parties. 

 

5. Data sharing & Third-party services 

We may share personal data with: 

  • Service Providers – Third-party vendors that help us with hosting, analytics, email delivery, and customer support. 
  • Legal & Compliance Authorities – If required by law, regulatory authorities, or to protect our legal rights. 

 

6. Cookies & Tracking Technologies 

We use cookies and other tracking methods, including marketing pixels, to enhance user experience and analyze website traffic. These may include: 

  • Essential Cookies – Required for site functionality. 
  • Analytics Cookies – Track website usage and performance. 
  • Marketing Cookies – Personalize ads and marketing efforts. 

You can manage or disable cookies via browser settings. See our Cookie Policy for more details. 

 

7. Data Retention & Security 

We retain personal data only as long as necessary to fulfill business and legal obligations. 

  • Marketing contacts – Stored for up to 24 months and deleted if no interaction or usage. 
  • Customer data – Retained as long as the business relationship is active. 
  • HR & recruitment data – Retained only for the hiring process unless consent is given for longer storage. 

Our data security measures include: 

  • Encryption & Secure Storage 
  • Access Controls & Authentication 
  • Regular Security Audits 

 

8. User Rights & Choices 

  1. User Rights & Choices 

Depending on your location, you may have rights under GDPR, CCPA, or similar laws, including: 

  • Right to Access – Request a copy of your data. 
  • Right to Rectification – Correct inaccurate or incomplete data. 
  • Right to Erasure – Request deletion of your data. 
  • Right to Restrict Processing – Limit how we use your data. 
  • Right to Object – Opt-out of certain uses (e.g., marketing). 
  • Right to Data Portability – Request data in a structured format. 

To exercise your rights, contact us at [email protected]. 

 

9. International Data Transfers 

If we transfer personal data outside the EU/EEA or other jurisdictions with data protection laws, we ensure safeguards are in place, such as: 

  • Standard Contractual Clauses (SCCs) – Contractual agreements ensuring data protection. 
  • Data Processing Agreements (DPAs) – Ensuring third parties adhere to GDPR compliance. 
  • Hosting Data in Compliant Regions – Where possible, data is stored within GDPR-compliant regions. 

 

10. Updates to This Policy 

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated effective date. We encourage you to review this policy regularly. 

 

 

 

 

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