Privacy Policy

Your privacy is one of our fundamental commitments at October Software ApS (referred to as “October Software” or “we”) and we will make our best efforts to protect your personal data.

This is why we take great care when we process your personal data in accordance with the principles set forth in the data protection legislation applicable in Denmark, including EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”). Personal data represents any information relating to an identified or identifiable natural person, and an identifiable person is that person that may be identified directly or indirectly, particularly by reference to an identification number or to one or more factors specific to its physical, psychological, mental, economic, cultural or social identity.

This privacy policy regards the personal data of our clients, business partners, other persons contacting and visiting us and of the representatives thereof, potential employees, interns or associates and it applies to data collected through our website, www.october-software.com, as well as to all other personal data we collect through e-mail or other off-line contacts. The privacy policy describes:

the purposes for which we collect and use your personal data;
the processing grounds for such purposes;
the categories of personal data we collect from you and process;
the duration of processing and storing of such data;
your rights as data subjects and the manner in which you may exercise them;
to whom we may disclose your personal data

PURPOSES, GROUNDS FOR PROCESSING AND CATEGORIES OF PERSONAL DATA

In the context of your interaction with October Software, you, as a natural person, may be subject to the data processing activities that we perform. Thus, we use your personal data in the following cases:

If you are a client or potential client of October Software:

1. Providing the services requested from us

We use your relevant personal data in order to prepare and provide the services you requested from us.

1. Communicating with you

We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters in connection to your requests.

1. Sending newsletters and email communications

You have the option to subscribe to communications and newsletters on relevant product updates and/or industry news.

The communications will comprise mainly in new information regarding the products you have already purchased, software updates, etc, which were expressly requested by you or you gave your consent to receive such. You can always cancel your request/consent by clicking “Unsubscribe” when you receive the respective e-mail or by writing at info@october-software.com.

The newsletters provide you with information regarding products, services and/or assistance. They can contain information about new products or services, special offers, tailored consent and advertising. You can always withdraw your consent expressing thereby your option of not receiving our newsletters in the future by clicking “Unsubscribe” when you receive the respective e-mail or by writing at info@october-software.com.

The above options do not apply to communications which are related to finalizing orders, agreements, assistance, warnings regarding the safety of our products, or other administrative and transactional notifications, where the main purpose of such communications is not of promotion.

The categories of data processed in the context of our relationship with you are:

For points 1.1 and 1.2 your name, e-mail, phone, fax, address, IP, as well as other personal data you may provide directly to us, if requested so by October Software;
For point 1.3 your name, e-mail address and IP.

Once you become a client and are running our software, we record your IP to keep track of how many in an organisation are using the software. After your license expires, we shall keep the recorded data for a period of 3 years, afterward being permatentlypermanently deleted.

When an update of our software is available, we receive from the software the type of the operating system you use in order to make sure that a Windows user is not receiving the new version in Mac format. Such data is not stored or processed in any other way, but only at the time of update and for the stated purpose.

If you are a representative or contact person of an October Software’s client or potential client

1. Providing services requested from us

We use your relevant personal data in order to prepare and provide the services requested from us. For instance, we may use the personal data to manage the relationship with the client you represent or we may have to rely on your personal data in preparing training or promotional materials required.

1. Communicating with you

We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters in connection to your requests.

1. Sending newsletters

You have the option to subscribe to communications and newsletters on relevant product updates and/or industry news.

In all cases, the data is provided either directly by you or by the client you represent. The categories of data processed in this context are generally:

For points 2.1 and 2.2. your name, position, e-mail, phone, fax, address, IP, as well as other personal data provided by you to October Software as per our request , as needed to fulfil the above purposes;
For point 2.3. your name, e-mail and IP.

If you are an employee or other collaborator of a October Software client or potential client

1. Providing the services requested from us

1. Communicating with you

We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters in connection to your requests.

3.3. Sending newsletters

You have the option to subscribe to communications and newsletters on relevant product updates or industry news.

In all cases, the data is provided either directly by you or by the client you represent. The categories of data processed in this context are generally:

For points 3.1. and 3.2. your name, position, e-mail, phone, fax, address, IP as well as other personal data provided by you to October Software, as per our request, as needed to fulfil the above purposes;
For point 3.3. your name, e-mail and IP.

If you are a business partner – natural entity, of October Software

1. Maintaining our contractual relationship with you

We use your relevant personal data in order to maintain our contractual relationship with you.

1. Communicating with you

We use your contact details in order to communicate with you with respect to any relevant business-related matters in connection to your requests.

The categories of data processed in the context of our relationship with you are your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us, as per our request.

If you are a representative, contact person, employee or other collaborator of a October Software business partner

1. Maintaining our contractual relationship with our business partner

We use your relevant personal data in order to maintain our contractual relationship with our business partner.

1. Communicating with you

We use your contact details in order to communicate with you with respect to any relevant business-related matters in connection to your requests.

In all cases, the data is provided either directly by you or by the business partner. The categories of data processed in this context are generally your name, position, e-mail, phone, fax, address, , as well as other personal data provided by you to October Software, as per our request, as needed to fulfil the above purposes.

If you are a job/internship applicant:

We use the personal data contained in the CVs we receive in order to assess the applicants’ qualifications for a position within October Software, including in relation to our internship program.

The categories of data processed in the context of our relationship with you are the personal data included in the provided CV, which can contain your name, e-mail, phone, fax, address, education and training details, professional qualifications, as well as other personal data you may provide directly to us, as per our additional request.

If no offer shall be provided to you in the recruitment process, or you shall decline the offer provided you with, we shall immediately erase all your personal data from our system.

If you are a visitor of our premises:

We use your personal data in order to ensure the security of our premises, assets and personnel. In this case, we base our data processing on the legitimate interest of October Software, namely the protection of such premises, assets and personnel.

The categories of data processed in this context are your name as well as other personal data you may provide directly to us, as per our request, as needed to fulfil the above purposes .

If you are a user of our Internet website:

We use the personal data we collect from you when you visit our Internet site, www.october-software.com, in order monitor the traffic and improve the content of the website. We base this data processing activity on our legitimate interest in ensuring the proper functioning of our Internet website, as well as its improvement.

The categories of data processed in this context are the hour and date of accessing the Internet website and the IP address from which our Internet website was accessed.

IT IS NOT MANDATORY TO PROVIDE US WITH THE REQUESTED PERSONAL DATA. THOUGH, IF YOU CHOOSE NOT TO PROVIDE THEM, IN SOME CASES WE WILL BE UNABLE TO EFICIENTLY FULFIL YOUR REQUESTS AND PROVIDE YOU WITH OUR PRODUCTS/SERVICES.

For all above categories of data subjects, we may also process your data in the context of:

Corporate transactions (selling, buying, mergers or other reorganization of business) involving October Software. In such transactions, we may disclose or transfer your personal data to prospective or actual buyers. In this case, the grounds for processing may be represented by the legal obligation (in case October Software is legally obliged to disclose certain personal data to public authorities), the performance of the agreement concluded by October Software in the context of such transaction or the legitimate interest of October Software to carry out the transaction in the most effective manner (in the rest of the cases). In any of the cases, we will seek the appropriate protection for your personal data.
Compliance with the law – it is possible to share your personal data when we believe, in good faith, that we have an obligation to: (i) comply with any law and regulation; (ii) respond to duly authorized information requests of law enforcement agencies, courts and other public authorities; (iii) enforce/protect the rights and properties of October Software; or (v) protect the rights or personal safety of October Software, our employees, and third parties on or using October Software property, when allowed and in line with the requirements of applicable law.
Third parties – we may share your personal data with credit reference and fraud prevention agencies or debt collection agencies (for outstanding debts with us).

PROVIDING THE PERSONAL DATA

When the data is required directly from you, October Software kindly asks you to provide all categories of personal data we request in the aforementioned purposes, as otherwise we shall not be able to carry out our activity (including, among others, to provide you with our services).

If you provide to October Software the personal data of other natural persons, we kindly ask you to communicate to them and receive their approval before such disclosure the modality in which October Software intends to process their personal data, as described in this Privacy Policy.

DISCLOSURE OF YOUR PERSONAL DATA

While as a rule we shall not disclose your personal data to any third parties, we may:

disclose your contact details to our affiliates within October Software, only after obtaining your express consent in this respect;
if in your interest and necessary, disclose relevant personal data to courts of law and arbitration panels or relevant authorities.

DURATION OF PROCESSING

We intend to keep your personal data for the duration of the commercial agreement, as well as afterwards, according to our internal policies and the legal obligations incumbent upon us according to the Danish law.

In case the data is not collected in the context of a commercial agreement, such data will be kept for as long as necessary in order to attain the purpose of the data collection. If the law does not provide otherwise, we shall process your personal data for a period of 3 years, afterward being immediately deleted from our records.

YOUR RIGHTS

In your capacity as data subjects, the GDPR provides you with a series of rights including:

the right of access – allowing you to obtain confirmation that your personal data is being processed by us and, if affirmative, the relevant details of such processing activities;
the right to rectification – allowing you to rectify your personal data if inaccurate;
the right to erasure (right to be forgotten) – allowing you to obtain the erasure of your personal data in certain cases (e.g., if the data is no longer necessary in relation to the purposes for which it was collected);
the right to restriction – allowing you to obtain the restriction of processing your personal data in certain cases (e.g., when you contest the accuracy of your personal data, for a period enabling us to verify such accuracy);
the right to object – allowing you to object to further processing of your personal data within the conditions and limits set forth by law;
the right to data portability – allowing you to receive the personal data concerning you that you have provided to us, in a structured, commonly used and machine-readable format or to transmit this data to another data controller.

We are happy to ensure your exercise of these rights. You may exercise your aforementioned rights and find out more about such rights by filing with us, as data controller, a written request at Automatikvej 1, 2860 Søborg, Denmark or by e-mailing us at data@october-software.com. We shall review your request and reply within a 30 days term.

You also have the right to file a complaint with the data protection authority.

We are committed to always treat your requests with the utmost attention and address any queries you may have in the shortest time possible.

SAFETEY OF YOUR DATA

For preventing the unauthorized access or disclosure and for assuring the proper use of your data, we sure reasonable and adequate, physical, technical and administrative, for protecting the data we collect and process. We keep the data according with or as allowed by the law and for such period the processing of data has a legal purpose.

When sensitive information is collected, transferred and kept, as payment information, we use appropriate technologies and procedures to help protect your data for the unauthorized access, use or disclosure. When we process information highly confidential (i.e. credit card number), we protect them by encrypting such.

Currently, the data is stored in Denmark, at our headquarters.

VERSIONS TO THIS PRIVACY POLICY

This Privacy Policy is in force as of May, 20th, 2018.

This Privacy Policy may be updated from time to time. Any updates will become applicable within 15 days as of the publication of the new version on October Software’s website.

Privacy Policy

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