1. Purpose of this policy

1.1 The purpose of the privacy policy is to inform you how VETNORDIC A/S (“we”, “us”) process your personal data. With this policy, we wish to make you aware of the information we collect and process and, for how long we store it. This privacy policy regulates the processing of personal data by us in connection with trading, interaction, or other exchange of personal data with us.

2. Description of processing

2.1 We process your information for one or more specific purposes and in accordance with the data protection regulations. We process your information if you are a customer via our web shop, a collaborator, a supplier, a visitor to our website or social media sites, sign up for our newsletter, contact us via our contact form or apply for a job with us. The information will generally come directly from you, and we will only process your information for as long as it is necessary for the purpose for which it was collected. However, the information can also be processed and stored longer in anonymised form.

2.2 Below you can read more about the types of processing we do.

2.2.1. Customer relationship

In connection with the sale of our products within the veterinary industry, we process personal data about you as a contact person with our business customers and/or public authorities. We process your information to enter and fulfil an agreement with you, cf. GDPR Article 6(1)(b). This data includes contact information such as name of the contact person, company name, company registration number, position, email, address, and telephone number as well as information about the products you have bought via the web shop, login information and payment information.

We delete the information on an ongoing basis however at the latest 5 years after the last invoice cf. the Danish Bookkeeping Act § 12(1).

In some cases, we may supplement our information about you with the information you provide us on an ongoing basis, e.g., information about the products that interest you so that we can make our marketing as relevant as possible for you. This is done based on our legitimate interest, cf. GDPR Article 6(1)(f), as we consider that our interest in offering you the best service outweighs your interest in not processing such general information that you provide us. You can, of course, always gain insight into such information and have it deleted. You can read more about your rights in section 5 below.

2.2.2. Creation of an account and credit assessment

To make a purchase via the web shop, you must create an account. With reference to the creation of an account on the website, personal data is being processed in terms of name of contact person, job title, company name, company registration number, telephone number, address, business email and possibly private email.

In connection with the creation af an account, we can carry out a possible credit assessment in terms of a company registration number check and review of accounting figures. We process the information to be able to enter into an agreement with you, cf. GDPR Article 6(1)(b). The purpose of the credit assessment is to clarify whether your company is eligible for an overdraft.

The information concerning the credit assessment is transferred to our customer system, whereafter the information is deleted continuously and no later than after 5 years plus the current financial year after the last transaction. We will be processing the information in regard to the account as long as you are a customer with us.

2.2.3. Cookies and website

In connection with the regular operation of our website, we collect personal data about you via cookies to improve the website's appearance and user experience, as well as to compile statistics. The information we collect via cookies includes your IP address, browser type, device (type, version, operating system, etc.) as well as user behaviour, including page views.

We only collect your personal data if you have given your consent hereto, cf. GDPR Article 6(1)(a). You can withdraw your consent at any time. You can read more about this in our cookie policy here.

2.2.4. Contact form

On our website, you have the opportunity to contact us via our contact form. In this connection, we also process your personal data. The information we process is name, company name, telephone number and e-mail. It is also possible to write in an open text box, but we advise against writing personal data in this field unless it is relevant to the inquiry. The legal basis for this processing is your consent, cf. GDPR Article 6(1)(f).

The information we process via our contact form is deleted continuously and no later than 3 years after the last contact.

2.2.5. Chatbot

When you visit our website, you have the option of communicating with us via a chatbot. In this connection, we will process your personal data in the form of email, order number and possibly the subject of your inquiry. We process the information on the basis of our legitimate interest in being able to contact you and respond to your inquiries, cf. GDPR Article 6(1)(f).

Information that you have given via the chatbot will be deleted continuously and no later than 24 hours after the latest inquiry.

2.2.6. Tracking tools

Our website also includes integrated plugins from social media platforms that may also collect data from you if you have given your consent hereto. In this regard, we have a joint data controllership with every media platform. We use integrated plugins from Facebook, Instagram, LinkedIn og YouTube.

To enable targeted marketing on Facebook, we use tracking tools from Meta Ireland Ltd. including Facebook Business Tools in the form of Meta pixel. Along the way, we collect data about you.

This means that when you visit our website, the tools collect information about your IP address, that you have visited our website, the time of your visit, information about your browser and operating system, and information about other online identifiers that has been collected via cookies. The information is processed for the purpose of targeting our marketing on Facebook.

We are joint data controller together with Meta Ireland Ltd. for the processing of personal data collected and transmitted in connection with your visit to our website. Meta Ireland Ltd. processes the data for its own purposes, e.g., to improve and streamline its advertising platform.

You can read more about Meta Ireland Ltd.'s processing of your personal data in their privacy policy here, and about the joint data controllership and the joint data controllership addendum here.

In addition to Meta-pixels, we also use other tracking tools such as Google Analytics, Google Tag Manager and Goolge Ads as well as Insight Tag from LinkedIn, Looker Studio for reporting and also Mouseflow for streamlining our website.

We only collect your personal data if you have given your consent, cf. GDPR Article 6(1)(a). You can withdraw your consent at any time in your browser settings or by contacting jimmy@vetnordic.com.

2.2.7. Social media

We use certain social media, including Facebook, Instagram, LinkedIn, and YouTube to get in touch with our customers and potential customers, as well as promote our marketing initiatives. If you have been to these sites and “liked” or “followed” our fan page or have been in contact with us through these sites, we will process your personal data. We only process information about your name and email.

If you contact us via social medias, we process your information based on our legitimate interest in being able to contact you and respond to your inquiries, cf. GDPR Article 6(1)(f). The information will come from you and the social media through which you contact us.

We have a so-called joint controllership with the social medias that we use as we both use your data for shared purposes. You can read more about the social media´s processing of your personal data in the following:

• Facebook’s and Instagram’s (Meta’s) Privacy Policy and about the joint controllership here.

• LinkedIn´s processing of your personal data in LinkedIn’s Privacy Policy and about LinkedIn’s joint controllership here.

• YouTube´s (Google’s) processing of your personal data here.

Information processed in connection with social media that involves direct communication via the social media is deleted immediately. Posting on, for example, Facebook pages or in public groups are not deleted as a post or comment on Facebook pages or in public groups is considered public spaces. You can read about public spaces here.

2.2.8. Marketing

We only process your personal data for marketing purposes if you have given your consent in accordance with GDPR Article 6(1)(a) to, e.g., receive newsletters about events, invitations and offers. The scope of our processing is stated in the specific consent.

If you have consented to receiving marketing initiatives from us, we generally process data about name of the contact person, company, email, and telephone number. It is also possible to write in an open text box, but we do not advise writing personal information in this field box unless it is relevant for the inquiry.

You have the right at any time to withdraw your consent by unsubscribing via the link that appears in each newsletter or by sending an email to jesper@vetnordic.com or calling us at +45 61 70 85 57.

We keep documentation of your consent for as long as you receive our marketing initiatives or participate in our marketing and for 2 years after you have withdrawn your consent, if it is necessary to retain for the establishment, exercise, or defence of legal claims.

2.2.9. Course participation

You have the option to participate in one of our courses, we will therefore process your personal data in connection with the course registration. The data that we will be processing will be the name of contact person, job title, company name/clinic, company number, address, telephone number, business email, possibly private email, and payment information. The processing basis for our processing is to enter into an agreement with you to provide the course, cf. GDPR Article 6(1)(b).

Your information is deleted continuously and at the latest 5 years plus the current financial year after the last transaction.

2.2.10. Job applicants

If you apply for a job with us, we process your personal data to assess if you are qualified for an existing or future position. We process the data that you provide, including name, contact information (such as telephone number, email, and address), criminal record, application, CV, personal photo, work related and educational background information and references.

We process your information to enter into an employment agreement with you based on your request for our processing of the application, cf. GDPR Article 6(1)(f). We also process your data if we assess that our interests in processing your personal data outweigh your interests in them not being processed, e.g., information collected from social media published by you or information acquired from concluding a personality or proficiency test, cf. GDPR Article 6(1)(f).

We share your personal data with the employees involved in the recruitment process and pass on your information to the companies that carry out the personality or proficiency test and possibly recruitment companies.

Information is stored for up to 3 years after the end of the recruitment period for applicants who were not offered the position.

2.2.11. Suppliers and collaborators

When we enter into agreements with suppliers and collaborators, we process data on you as a contact person. This includes information regarding name of the contact person, position, company name, company registration number, telephone number, email, address and, if necessary, bank or payment information.

The information is processed either on a requirement to enter into an agreement with the specific supplier or collaborator, cf. GDPR Article 6(1)(b), or if we as a part of the agreement have a legitimate interest in processing the specific contact person’s data, cf. GDPR Article 6(1)(f).

We store relevant contact information as part of our collaboration with you which, however, is deleted no later than 5 years after the contract has ended. Written correspondence is deleted continuously, and information required to comply with the Danish Bookkeeping Act is stored for the current accounting year plus 5 years.

3. Recipients of personal data

3.1 We process your personal data with confidentiality, and we generally do not disclose your information with third parties. However, we may further disclose your personal data if you have given your consent hereto or if we have a legitimate interest in the disclosure.

3.2 Personal data is disclosed between VETNORDIC A/S and our sister company Akselsens Agenturer, which is located in Norway, for internal administrative purposes. The disclosure takes place in accordance with GDPR Article 6(1)(f) cf. preamble 48, as a data controller who is part of a group may have a legitimate interest in disclosing personal data within the group for administrative purposes. Norway is an EEA country, which is why there is no transfer to a third country, cf. Danish Data Protection Agency.

3.3 We may entrust your personal data to our system suppliers who process personal data on our behalf and according to our specific instructions in accordance with the data processing agreements we have entered.

3.4 In some cases, we use data processors outside the EU/EEA in which a transfer to a third country occurs, e.g., in connection with the use of cloud services. In this case, we have made sure that a legal transfer basis has been prepared (for instance the use of EU-U.S. Data Privacy Framework or EU Commission Standard Contractual Clauses (SCC’s)). The transfer takes place only in compliance with the necessary security guarantees as required by applicable data protection legislation and an individual assessment is always made regarding the need for additional measures. You may contact jesper@vetnordic.com to obtain information about the specific processing basis in that context.

4. Your rights

4.1 When we collect information about you, you have several fundamental rights in the personal data regulations that you can use. Your rights include the right to request access to and rectification or erasure of your personal data, restriction and objection to our processing, and the right to receive your data in a structured, commonly used, and machine-readable format (data portability).

4.2 The above-mentioned rights may be associated with conditions and restrictions. Whether you as a data subject can request for example getting your personal data deleted will in any case depend on a concrete assessment.

4.3 If you have consented to our processing of your information, you have the right to revoke this consent at any time.

4.4 If you are dissatisfied with our processing of your personal data, you may file a complaint with the Danish Data Protection Agency via their website www.datatilsynet.dk/english or by calling at +45 33 19 32 00.

5. Our contact information

5.1 The company responsible for processing your personal data is:

VETNORDIC A/S Company Registration No.: DK-43145975 Nyvang 15 5500 Middelfart Email: jesper@vetnordic.com Telephone number: +45 61 70 85 57

5.2 We have appointed Jesper Smith as internal personal data coordinator. If you have any questions regarding our processing of your personal data, please feel free to contact us at jesper@vetnordic.com or by phone at +45 61 70 85 57.

6. Revision

6.1 We reserve the right to revise and modify these privacy policy guidelines on the processing of personal data. In case of significant changes, we will contact you via email or via a visible notification on our website.

6.2 This privacy policy was last revised on the 17th of May 2024.