Privacy and Cookie Policy

1. Introduction

This privacy policy describes how PixelAdmin ApS (“we”, “us”, or “our”) collects, uses, and discloses personal data when you use our services (“the Service”). We are committed to protecting your privacy and treating your data in an open and transparent manner.

By using the Service, you acknowledge that you have read and understood this privacy policy. This policy is an integral part of our Terms of Service.

2. Data Controller

The entity responsible for processing your personal data is:

Our company is not required to appoint a Data Protection Officer (DPO). For questions regarding the processing of your personal data, please contact us at privacy@pixeladmin.com.

3. Information We Collect and How We Use It

3.1. Website Visitors & Cookies

When you visit our website, we process technical data such as your IP address and browser information, and use cookies to ensure its functionality and gather statistics. This helps us understand user interaction and improve our Service.

For users in the European Economic Area (EEA), the legal basis for processing necessary cookies is our legitimate interest (GDPR Art. 6(1)(f)) in providing a functional website. For all other cookies (e.g., statistics, marketing), the legal basis is your consent (GDPR Art. 6(1)(a)).

3.2. Inquiries

When you contact us via email, phone, or our contact form, we process the personal data you provide (e.g., name, email) to answer your inquiry. For EEA users, the legal basis is our legitimate interest (GDPR Art. 6(1)(f)). We retain this data until it is clarified whether you will become a customer.

3.3. Customers

To provide the Service to our customers, we process personal data such as name, contact details, and payment information. This processing is necessary for the performance of our contract with you. For EEA users, the legal basis is GDPR Art. 6(1)(b).

For the content you upload to the Service, including photos and customer information, you are the Data Controller, and we act as the Data Processor. For EEA users, our respective obligations are outlined in our Data Processing Agreement (DPA).

3.4. Newsletter subscribers

If you subscribe to our newsletter, we process your email address to send you marketing communications based on your explicit consent. You can withdraw your consent at any time. For EEA users, the legal basis is GDPR Art. 6(1)(a).

3.5. Accounting

We are obligated to retain accounting records, such as invoices, which may contain personal data, to comply with legal obligations. For EEA users, this is based on the Danish Bookkeeping Act (GDPR Art. 6(1)(c)).

3.6. Job applicants

When you apply for a job with us, we process the information you provide in your application based on your consent (GDPR Art. 6(1)(a)). You can withdraw your consent at any time by contacting us. If you do so, we will no longer be able to evaluate your application.

We retain your application for up to 6 months after the recruitment process has concluded, after which it is deleted. Unsolicited applications are retained for up to 6 months, after which they are deleted, unless we agree otherwise with you.

4. Cookie Information

4.1. What are cookies?

Cookies are small text files stored on your device (computer, tablet, or mobile) when you visit a website. They are widely used to make websites work, or work more efficiently, as well as to provide information to the site owners.

Cookies can be "persistent," remaining on your device for a specific period, or "session" cookies, which are deleted when you close your browser.

4.2. How we use cookies

We use cookies for the following purposes:

4.2.1. Necessary cookies

These cookies are essential for the operation of our website and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in, or filling in forms.

You can set your browser to block or alert you about these cookies, but some parts of the site will not work. These cookies do not store any personally identifiable information.

4.2.2. Statistics cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.

All information collected by these cookies is aggregated and therefore anonymous. If you do not allow these cookies, we will not know when you have visited our site and will not be able to monitor its performance. We use third-party providers like Google Analytics and Microsoft Clarity to collect this data.

4.2.3. Advertising cookies

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.

They do not store personal information directly, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising. We partner with Meta (Facebook/Instagram) via Meta Pixel, LinkedIn via LinkedIn Insight Tag, and Google for these services.

4.3. Managing your cookie preferences

You have the right to decide whether to accept or reject cookies. When you first visit our website, you will be presented with a cookie banner where you can provide your consent.

You can change or withdraw your consent at any time.

4.3.1. Withdrawing your consent

It is just as easy to withdraw your consent as it was to give it. If you wish to change or withdraw your consent to non-necessary cookies, you can do so at any time by clicking the "Manage cookie settings" link in the footer.

Withdrawing your consent does not affect the lawfulness of processing based on consent before its withdrawal. Once you withdraw your consent, we will stop placing the relevant cookies on your device.

4.3.2. Blocking and deleting cookies via your browser

Most web browsers offer control over cookies through the browser settings. You can set your browser to block all cookies or to alert you when a cookie is being set. You can also delete cookies that have already been placed on your device.

4.4. Consent validity and renewal

Your consent will be stored and is valid for 12 months from the date you gave it. After this period, we will ask you to renew your consent the next time you visit our website.

If we make significant changes to our use of cookies, such as adding new third-party providers or using data for new purposes, we will ask for your consent again, regardless of when you last gave it.

4.5. Cookie details

The table below provides more information about the cookies we use on our website:

Necessary cookies

Statistics cookies

Advertising cookies

4.6. Third-party data sharing for cookies

We use third-party services for analytics and advertising, which involves sharing data collected via cookies. The legal relationship we have with these providers varies.

4.6.1. Analytics (Google Analytics and Microsoft Clarity)

To analyze our website, we use Google Analytics 4 (GA4) and Microsoft Clarity. In these relationships, we are the data controllers, and Google and Microsoft respectively act as our data processors. This means they process data on our behalf and in accordance with our instructions. We are responsible for the data collected on our website.

Google Analytics is implemented with Google Consent Mode v2, meaning the GA4 script always loads, but only fully measures once you have consented to analytics cookies. Without your consent, Google Analytics only sends cookieless pings without personally identifiable information.

Microsoft Clarity collects data about how you use our website, including clicks, scrolling behavior, and session recordings, to help us understand the user experience and improve our Service. The Clarity script only loads once you have consented to analytics cookies.

4.6.2. Advertising (Meta, LinkedIn, and Google)

For advertising purposes, we use services from providers like Meta (Facebook), LinkedIn, and Google. For the data collected on our site and shared with these partners, we are considered "joint data controllers". This means we share responsibility with the provider for the collection and transmission of the data.

The Meta Pixel and LinkedIn Insight Tag only load once you have consented to marketing cookies. These scripts are used for conversion tracking and to build audiences for advertising on their respective platforms.

We are responsible for providing you with clear information and obtaining your consent, while the provider is responsible for how they subsequently process the data.

5. Data Processors and Third-Party Disclosure

We engage trusted third-party service providers (Data Processors) to perform certain functions on our behalf. We have entered into data processing agreements with these providers, where required by law, to ensure the protection of your data.

For a detailed list of data processors used in connection with cookies for analytics and advertising, please refer to the cookie information section above.

Our key data processors for delivering core services include:

• Stripe: For secure payment processing. Privacy Policy
• Microsoft Azure: For secure cloud hosting. Our primary servers are located in the EU. Privacy Policy

6. Data Retention

We only retain personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

The specific retention period for each category of data is determined by its purpose and our legal obligations.

7. Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal data. We are committed to upholding these rights.

To exercise any rights you may have, please contact us at privacy@pixeladmin.com. We may require you to verify your identity before responding to such requests.

7.1. Rights for EEA Residents (GDPR)

If you are a resident of the European Economic Area (EEA), you have the following rights under the GDPR:

• The right to access: You have the right to request a copy of the personal data we hold about you.
• The right to rectification: You have the right to request the correction of inaccurate or incomplete data.
• The right to erasure (“right to be forgotten”): You have the right to request the deletion of your personal data under certain conditions.
• The right to restrict processing: You have the right to request the restriction of processing of your personal data under certain conditions.
• The right to data portability: You have the right to receive your data in a structured, commonly used, and machine-readable format.
• The right to object: You have the right to object to the processing of your personal data under certain conditions.
• The right to withdraw consent: Where the processing is based on your consent, you have the right to withdraw it at any time.

You also have the right to lodge a complaint with a supervisory authority. In Denmark, the competent authority is Datatilsynet. Their contact details can be found at www.datatilsynet.dk.

7.2. Rights for US Residents

This section supplements the information contained in our Privacy Policy and applies solely to all visitors, users, and others who reside in certain US states that have adopted their own privacy laws, such as California (CCPA), Virginia (VCDPA), Colorado (CPA), and others. We adopt this notice to comply with these laws.

Depending on your state of residence, you may have the following rights:

• Right to Know and Access: The right to request information about the categories and specific pieces of personal information we have collected about you.
• Right to Deletion: The right to request the deletion of your personal information, subject to certain exceptions.
• Right to Correction: The right to request the correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: You have the right to opt out of the “sale” or “sharing” of your personal information. While we do not sell your data for money, our use of third-party advertising cookies may be considered “sharing” under certain US state privacy laws. You can exercise your right to opt out of this activity by declining advertising cookies via our cookie consent manager.

To exercise these rights, please contact us at privacy@pixeladmin.com. We will not discriminate against you for exercising any of your privacy rights.

8. Data Security

Protecting your data is our top priority. We have implemented comprehensive technical and organizational security measures designed to safeguard your personal information against accidental or unlawful destruction, loss, alteration, and unauthorized access.

Our platform is built on enterprise-grade infrastructure, and our security practices are continuously reviewed and updated to meet the latest industry standards. We treat your data with the utmost care and are committed to its protection.

While we employ industry-leading security practices, it is important to acknowledge that no digital system can be guaranteed to be 100% invulnerable. However, we are dedicated to maintaining a secure and reliable environment for your data.

For our customers where we act as a data processor under the GDPR, further details regarding our data protection measures are outlined in our Data Processing Agreement (DPA).

9. International Data Transfers

We are a global company. We may transfer personal data to countries other than the country where the data was originally collected. These countries may not have the same data protection laws as the country in which you initially provided the data.

When we transfer your personal information to other countries, we will protect that data as described in this Privacy Policy.

Specifically, we are based in Denmark and primarily process and store data within the European Union (EU). If we transfer personal data originating from the EEA, the UK, or Switzerland to other countries, we ensure the transfer is lawful and that your data is protected by appropriate safeguards, such as the European Commission's Standard Contractual Clauses (SCCs).

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Last Updated” date.

You are advised to review this policy periodically for any changes.

11. Language and Interpretation

This Privacy Policy is provided in multiple languages for your convenience. The Danish version of this Privacy Policy is the governing version.

In the event of any discrepancies between the Danish version and a translated version, the Danish version shall prevail, except where prohibited by law. For provisions applying exclusively to US residents, the English version shall govern.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@pixeladmin.com.