Privacy policy

This website is operated by CtrlDocs ApS ("CtrlDocs", "we", "us"), the data controller for the personal data described here.

• CtrlDocs ApS, Vandtårnsvej 62a, 2860 Søborg, Denmark
• CVR 28123981
• Email: sales@ctrldocs.com

Contact and demo requests. When you send a form on this site we receive the details you enter, typically name, email address, company, phone number and your message. We use them to answer you, arrange a demo or trial, and follow up on your request. Legal basis: our legitimate interest in responding to enquiries, or the steps needed before entering a contract with you. Forms are provided by HubSpot; the submitted data is stored in our HubSpot account.

Spam protection on forms. We have switched on HubSpot's spam protection for our forms. It uses Google reCAPTCHA. When a form comes into view, reCAPTCHA checks technical details, such as your IP address, your browser and how you use the page, to tell people from automated programs. It stores a few items in your browser, and more when you send the form (all listed in the table below). We don't ask for consent for this, because the check is part of the form working securely; if you prefer, email or call us instead. Legal basis for the data: our legitimate interest in keeping automated spam out of our enquiries. Google LLC processes the data as HubSpot's sub-processor, may use it only to run reCAPTCHA and keep it secure, and does not use it for personalised advertising.

Server logs. Our hosting provider records technical data such as IP address, browser type and requested pages to keep the site running securely. Legal basis: legitimate interest in operating a secure website.

Statistics. Only with your consent. Google Analytics 4 and Microsoft Clarity collect usage data such as the pages you view, your device and browser and your approximate location, so we can see how many people visit and improve the site. Clarity also produces heatmaps and session recordings; text you type is masked. Legal basis: your consent.

Marketing. Only with your consent. The HubSpot tracking script recognises returning visitors and connects page visits to a form you send, so that our follow-up is relevant to you. Legal basis: your consent.

Live chat. The chat is provided by HubSpot and appears only after you accept marketing cookies. We use what you write in a chat, and the contact details you choose to share, to answer you. Legal basis: our legitimate interest in answering the questions you send us.

Newsletter. Your name and email address, used to send our newsletter. Legal basis: your consent. You can unsubscribe in any email.

Necessary cookies run the site and remember your cookie choice and language. They need no consent. Statistics and marketing tools load only after you accept them in the cookie banner; until then none of their scripts run.

The one exception is the HubSpot form on pages that have one: it loads without consent once the form is on screen, so that you can use it. The form and its spam protection (Google reCAPTCHA) then store a few items in your browser, and more when you send the form, among them a reCAPTCHA cookie that lasts about six months. We don't use any of it for statistics or marketing. HubSpot also counts views of its own link under the form, for its own purposes.

You can change or withdraw your choice at any time through "Cookie settings" in the footer, and when you withdraw we delete the cookies those tools set on this site. Your choice is stored for 12 months, and we ask again when we add a tool or change a purpose. Rejecting does not limit your use of the site. Every cookie is listed in the table below.

Processors, who handle data on our behalf: HubSpot (forms, live chat, the newsletter and, with consent, marketing tracking), Google LLC (USA) as HubSpot's sub-processor for the reCAPTCHA spam protection on forms, and our hosting provider. For one thing HubSpot acts on its own account: it counts views of the link to HubSpot that it shows under our forms on its free plan. This happens without consent whenever a form is shown (see HubSpot's privacy policy). Two recipients decide for themselves how they use the data, and receive it only with your consent: Google Ireland Limited (Google Analytics 4) and Microsoft Ireland Operations Limited (Microsoft Clarity; see the Microsoft Privacy Statement). We do not sell personal data. Some of these providers process data in the United States. Where data is transferred outside the EU/EEA, we rely on the EU–US Data Privacy Framework or the EU standard contractual clauses.

Enquiries are kept for as long as needed to handle them and for a reasonable period afterwards, normally up to two years after the last contact, unless a customer relationship follows. Chat conversations are kept like enquiries. Newsletter data is kept until you unsubscribe. Server logs are kept for a short period for security purposes. Cookie lifetimes are listed in the table above.

You may ask for access to your personal data, have it corrected or deleted, restrict or object to its processing, and receive it in a portable format. Where processing rests on consent you may withdraw it at any time. Write to sales@ctrldocs.com. You may also lodge a complaint with the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, datatilsynet.dk.

We update this policy when our processing changes. The date at the top shows the current version.