--- title: Privacy & Cookies date: 2018-11-05T13:23:23Z modified: 2026-06-04T09:11:53Z permalink: "https://ctrldocs.com/privacy-cookies/" type: page status: publish excerpt: "" wpid: 663 --- .elementor-663 .elementor-element.elementor-element-21a31059{--display:flex;}_Last updated: 04/06/2026_ ### 1. Who we are CtrlDocs ApS (“CtrlDocs”, “we”) develops software solutions for M-Files and Elements.Cloud. We are the data controller for the personal data described in this policy. CtrlDocs ApS · CVR 28123981 Vandtårnsvej 62a, 2860 Søborg, Denmark Email: Phone: +45 32 74 65 44 ### 2. What data we process, why, and on what legal basis **Enquiries (contact form, email, phone).** Name, email, company, phone and the content of your message. Used to respond to and follow up on your enquiry. Legal basis: our **legitimate interest** in answering the questions you send us (GDPR art. 6(1)(f)). **Live chat.** The contact details and information you choose to share in a chat. Used to answer your enquiry. Legal basis: **legitimate interest** (art. 6(1)(f)). The chat is provided by HubSpot and only loads after you enable marketing & communication cookies. **Trial and quotation requests.** Name, email, company, product interest. Used to set up your trial, prepare a quotation, and follow up. Legal basis: **steps prior to entering a contract** (art. 6(1)(b)) and legitimate interest. **Customer and partner administration.** Contact and contract details for customers and partners, processed to deliver our products and meet bookkeeping obligations. Legal basis: **contract** (art. 6(1)(b)) and **legal obligation** (art. 6(1)(c) — Danish Bookkeeping Act, 5 years). **Newsletter.** Email and name, used to send our newsletter. Legal basis: **consent** (art. 6(1)(a)). You can unsubscribe in any email. **Website analytics & marketing.** Usage data via cookies (see section 4). Legal basis: **consent** (art. 6(1)(a) and the Danish Cookie Order). Analytics and marketing tools do not set cookies until you accept them. ### 3. Who we share data with (processors) We use these processors, under data processing agreements: | Processor | Purpose | Location/transfer | | --- | --- | --- | | HubSpot, Inc. | CRM, forms, live chat, email marketing | US — EU–US Data Privacy Framework | | Microsoft (Clarity) | Website usage analytics (session insights) | US/EU — DPF | | Google (Analytics) | Website analytics (GA4 via Consent Mode — confirmed in use) | US — DPF | | Cloudflare, Inc. | CDN, security, tag & consent management (Zaraz) | US/EU — DPF | | LinkedIn | Advertising measurement (Insight Tag) | US — DPF | | Simply.com | Website hosting | EU | We do not sell personal data. Transfers outside the EU/EEA rely on adequacy decisions (EU–US Data Privacy Framework) or EU Standard Contractual Clauses. ### 4. Cookies We use Cloudflare Zaraz to manage cookies and consent. **Necessary cookies** load without consent; **analytics and marketing cookies load only after you accept them** in the consent dialog. You can change or withdraw your choices at any time via **“Update Cookie Preferences”** in the footer. | Cookie(s) | Set by | Purpose | Category | | --- | --- | --- | --- | | zaraz-consent | Cloudflare Zaraz | Stores your consent choices | Necessary | | \_cf\_bm | Cloudflare (on HubSpot domains) | Bot protection / security (~30 min) | Necessary | | \_\_hs\_do\_not\_track | HubSpot | Records a tracking opt-out | Necessary | | bg\_cookie | Website theme | Display preference | Necessary | | \_clck, \_clsk | Microsoft Clarity | Anonymised session insights & heatmaps | Analytics (consent) | | \_ga, \_ga\_FBK8ZX9PNS | Google Analytics | Website statistics (set only after analytics consent — Consent Mode) | Analytics (consent) | | \_\_hstc, hubspotutk, \_\_hssc, \_\_hssrc | HubSpot | Visitor analytics & attribution (up to 13 months) | Marketing (consent) | | messagesUtk | HubSpot Chat | Links you to your chat conversation | Marketing (consent — set only after you enable chat) | | li\_fat\_id, bcookie, lidc | LinkedIn | Ad measurement / retargeting | Marketing (consent) | Microsoft Clarity runs in cookieless, anonymised mode until you consent to analytics cookies. ### 5. Retention We keep enquiry and chat data for as long as needed to handle your enquiry and any follow-up. Customer/contract data is kept for 5 years after the financial year ends (Danish Bookkeeping Act). Newsletter data is kept until you unsubscribe. Cookie lifetimes are listed above or in the consent dialog. ### 6. Your rights You have the right to access, rectify and erase your personal data, to restrict or object to processing (including processing based on legitimate interest), to data portability, and to withdraw consent at any time (without affecting processing before withdrawal). Contact us at to exercise these rights — including “request my data” and “request to be forgotten”. You can complain to the Danish Data Protection Agency: **Datatilsynet**, Carl Jacobsens Vej 35, 2500 Valby, [www.datatilsynet.dk](http://www.datatilsynet.dk). ### 7. Changes We update this policy when our tools or processing change. The “last updated” date reflects the current version.