Privacy policy
At Oterra (“we”, “us” or “our”) we give high priority to confidentiality and data security. This privacy policy applies to our processing of personal data and establishes guidelines for the way Oterra processes your personal data and provides you with the information that you are entitled to receive under applicable data protection laws. You should read the privacy policy before you hand over your personal data to Oterra.
1. If you visit the website www.akaybioactives.com
The data controller of the processing of your personal data on the website is:
Oterra A/S
Address: Agern Alle 24, 2970 Hørsholm, Denmark
CVR-no.: 35638784
Email: privacy@oterra.com
1.1 Cookies
Types of personal data
Oterra uses cookies on the website www.akaybioactives.com and in this connection processes your personal data. Oterra may collect the following personal data about you when you visit our websites:
- IP address
- Browser type and version
- Time zone setting and location
- Browser plug-in types and versions
- Operating system and platform
- Browsing history
- Information about your use of our website, including click-behaviour
We use cookies to collect the above-mentioned personal data. You can read more about the use of cookies in our Cookie Declaration below.
The purposes of the processing
Your personal data may be processed for the following purposes:
- To prepare statistics and analysis for us to understand and improve our website
- To promote Oterra, including through cross targeting on LinkedIn
Legal basis for processing
Oterra processes your personal data on the following basis:
- Legitimate interests: We base the processing of your personal data on our legitimate interests in, for example, conducting statistics, analyses, as well as improving and developing our products and services (Article 6(1)(f) of the General Data Protection Regulation).
- Consent: We only process your personal data for cross targeting on LinkedIn if you have provided your consent for this (Article 6(1)(a) of the General Data Protection Regulation). You may withdraw your consent at any time by deleting cookies from your browser (guide available here).
When you visit our website, we ask for your informed consent to place cookies that are not functional cookies according to the cookie rules. You have the right to withdraw your consent at any time (guide available here).
1.2 If you use the contact form on the website, contact customer service or otherwise communicate with us
Types of personal data
When using the contact form on our websites, when you contact customer service or otherwise communicate with Oterra through the means stated on our websites, Oterra collects and processes your personal data. Oterra collects, processes, and stores the following types of your personal data:
- Name, email address, phone number
- The company you are employed with
- Country
- Area of interest
- What your inquiry is about
- Date of your inquiry
- Whether you are a potential customer, current customer, vendor, distributor, jobseeker, student, media or other
We encourage you not to provide sensitive or otherwise confidential personal data such as health information, national identification number, social security number, and sexuality, to us.
The objectives of the process
Your personal data will be processed for the following purposes:
- Handling of your inquiry
- General communication
- Statistics and analysis
Legal basis for processing
Oterra processes your personal data on the below-mentioned bases. The basis depends on the nature of your inquiry.
- Legitimate interests: We may process your personal data on the basis of our legitimate interests in handling your inquiry, communicating with you, and developing our products and services (Article 6(1)(f) of the General Data Protection Regulation).
- Contractual obligations: If your inquiry concerns a (potential) formation of contract, we process your data to implement measures before the formation of contract (Article 6(1)(b) of the General Data Protection Regulation).
Retention period
Your personal data will be stored for 1 year after closing of your case. However, the data can be stored for a longer period in anonymised form.
If you are a customer or an employee of one of our customers, suppliers, or other business partners, we refer to the section below.
1.3 If you use our store
Types of personal data
When you use our store, Oterra processes your personal data. Oterra may collect, process, and store the following types of your personal data:
- Your name
- Your email address
- The company you are employed with
- Country
- Shipping address and delivery address
- Payment information
- Information about your order/purchase history
- Information you provide when creating a user account/profile (email address and password)
- Login information (time, date and IP address)
- Digital footprints (e.g., information on how you use Oterra’s store)
The purposes of the processing
Your personal data will be processed for the following purposes:
- Completion of orders in Oterra’s store
- Managing of shipments
- Managing of user account/profile
- Statistics and analysis to understand and improve our store and customer purchases
Legal basis for processing
Oterra processes your personal data on the following basis:
- Legitimate interests: We process your personal data based on our legitimate interest in being able to handle orders with the company you work with, manage your profile and conduct statistics and analysis with the purpose of developing and improving our services (Article 6(1)(f) of the General Data Protection Regulation).
- Contractual obligations: If you are a one-man business, we process your personal data to fulfil the contract of purchase with you, including to be able to deliver the ordered goods (Article 6(1)(b) of the General Data Protection Regulation).
Retention period
As a general rule, we will store your personal data for 3 years after termination of the business relationship. If you have purchased products covered by a warranty, we will delete your personal data at the end of the warranty period.
Information relating to accounting material such as invoices and orders is kept for 5 years from the end of the current financial year. However, we can process your personal data for a longer period in anonymised form.
2. If you sign up for our newsletter(s)
The data controller of the processing of your personal data in relation to Akay Bioactives’ newsletters is:
Oterra A/S
Address: Agern Alle 24, 2970 Hørsholm, Denmark
CVR-no.: 35638784
Email: privacy@oterra.com
Types of personal data
Oterra collects, processes, and stores your personal data for marketing purposes when you sign up for newsletter(s). Oterra may collect, process, and store the following types of your personal data:
- Name and email address
- Your consent
- Your click-behaviour in relation to published material
The purposes of the processing
Your personal data may be processed for the following purposes:
- Marketing, i.e., to promote Oterra’s products and brands and to provide you with such promoting material
- Analysis and statistics to understand your interactions with our newsletters and improve our marketing performance
Legal basis for processing
Oterra processes your personal data on one or more of the following grounds:
- Consent: Oterra will only use your personal data for direct marketing, including for sending out newsletters and for statistics and analysis, if you have given your prior and explicit consent to this (Article 6(1)(a) of the General Data Protection Regulation).
Retention period
Your personal data will be stored as long as your consent to receive newsletters is active.
You can always withdraw your consent by clicking on the unsubscribe link at the bottom of each email or by contacting us as described below. However, withdrawing your consent does not affect the legality of the processing that preceded the withdrawal.
Documentation of your marketing consent is kept for 2 years from the time you have withdrawn your consent to receive direct marketing material. The retention period is determined based on Oterra’s legitimate interest in being able to document that direct marketing has been carried out in accordance with the applicable legislation (Article 6(1)(f) of the General Data Protection Regulation).
In addition, the information can be stored for a longer period in anonymised form.
3. If you are a supplier, collaborator, etc.
This section contains the policy for Oterra’s processing of personal data of sole proprietorship owners or contacts of suppliers and other business partners working with Oterra.
The data controller of the processing of your personal data in this regard is the Oterra entity with which you cooperate. If you are in doubt, feel free to contact:
Oterra A/S
Address: Agern Alle 24, 2970 Hørsholm, Denmark
CVR-no.: 35638784
Email: privacy@oterra.com
Collection of personal data
Oterra may collect, process, and store your personal data in the following cases:
- When your company or the company you work at enters into an agreement with Oterra
- When you have shown interest in Oterra’s products and services, e.g., by providing Oterra with your business card
- When cooperating and communicating with Oterra
Types of personal data
Oterra may collect, process, and store the following types of personal data about you:
- Name, email address, phone number, and corresponding contact information
- Individual information such as preferred language, currency and country
- Organisational information such as the name and address of the company you work with and job title
- Contractual information such as orders, invoices, contracts, and other agreements between your company (or your employer) and Oterra that may contain e.g., your contact information
- Financial information such as payment terms, bank details, invoices and payments (in the case of a sole proprietorship)
We may receive such information directly from you (primarily through emails and other correspondence with you) or from a third party such as your employer.
The purposes of the processing
Your personal data may be processed for the following purposes:
- General planning, fulfilment, and the management of collaborations, including contracts
- Administration such as the processing of payments, rating evaluations, accounting, auditing, as well as providing support
- Conducting inquiries from you
- General communication
- Product and service development
- Statistics and analysis to understand and improve our business
- Handling of claims and conflicts
Legal basis for processing
Oterra will process your personal data on one or more of the following grounds:
- Legitimate interests: We may process your personal data on the basis of our legitimate interests in, for example, managing day-to-day operations in accordance with legitimate and fair business practices, including planning, execution and management of the cooperation or our legitimate interest in, for example performing statistics, analyses, provide support and as well as improvement and development of our products and services. The processing may also be necessary for our legitimate interest in establishing, defending, or asserting legal claims (Article 6(1)(f) of the General Data Protection Regulation).
- Contractual obligations: If you are the owner of a sole proprietorship, your personal data may be processed to fulfil our contract with you (Article 6(1)(b) of the General Data Protection Regulation).
- Legal obligation: The processing of your personal data will in some cases be necessary for compliance with legal obligations, such as our obligation to store bookkeeping material in accordance with national requirements (Article 6(1)(c) of the General Data Protection Regulation).
Retention period
Your personal data will be stored for 3 years from termination of the business relationship. Personal data included in bookkeeping material, such as invoices and orders, will be kept for 5 years from the end of the current financial year to ensure compliance with bookkeeping regulation. However, the information may be stored for a longer period in anonymised form.
4. If you visit our physical locations
The data controller of the processing of your personal data in relation to any visits to our physical location is the Oterra entity which you visit. If you are in doubt, feel free to contact:
Oterra A/S
Address: Agern Alle 24, 2970 Hørsholm, Denmark
CVR-no.: 35638784
Email: privacy@oterra.com
4.1 When you deliver or pick up goods at our premises
Types of personal data
When you deliver or pick up goods at our physical locations, Oterra processes your personal data through access control and video surveillance. Oterra may collect, process, and store the following types of personal data about you:
- Your name
- Your employer
- Your phone number
- License plate
- Digital footprints, including information about when you have arrived and departed
- Photo and video material related to video surveillance
The purposes of the processing
Your personal data will be processed for the following purposes:
- To give you access to our physical locations
- To ensure the safety of our physical locations
- To prevent and solve crime in our physical locations
Legal basis for processing
Oterra processes your personal data on the following basis:
- Legitimate interests: We base the processing of your personal data on our legitimate interests in being able to give you access to our physical locations and in protecting our physical locations as well as solving criminal offences (Article 6(1)(f) of the General Data Protection Regulation).
Retention period
Your personal data collected through access control will be deleted after 90 days. Pictures and video collected through video surveillance will be deleted after 30 days unless the footage contains proof related to criminal offences. However, the information can be stored for a longer period in anonymised form.
4.2 When you visit our office facilities and other buildings
Types of personal data
When you visit our office facilities and other buildings, Oterra processes your personal data through video surveillance and guest registration. Oterra may collect, process, and store the following types of personal data about you:
- Your name
- Your employer
- Your email address
- License plate
- Date and time of your visit
- Photo and video material related to video surveillance
The purposes of the processing
Your personal data will be processed for the following purposes:
- To give you access to our office facilities and other buildings
- To manage your visit with us
- To ensure the safety of our office facilities and other buildings
- To prevent and solve crime in our office facilities and other buildings
Legal basis for processing
Oterra processes your personal data on the following basis:
- Legitimate interests: We base the processing of your personal data on our legitimate interests in being able to give you access to our office facilities and other buildings, as well as in protecting our physical locations and solving criminal offences (Article 6(1)(f) of the General Data Protection Regulation).
Retention period
Your personal data will be stored for 30 days after which it will be deleted. However, the information can be stored for a longer period in anonymised form.
5. If you visit our social media profiles
This section contains the policy for Oterra’s processing of personal data collected through Oterra’s profiles or social media pages.
Oterra and the provider of LinkedIn are jointly responsible for the processing of personal data collected in connection with your visit to Oterra’s profile on LinkedIn. Oterra complies with the guidelines on shared data liability and, using available tools and means, tries to ensure that you receive information about the processing of your personal data when you visit Oterra’s profiles or pages on social media.
Oterra and the provider of LinkedIn have concluded an agreement on the distribution of data protection tasks. According to these agreements, Oterra and the provider of LinkedIn are each responsible for the tasks connected with the processing they carry out. However, it has been agreed between Oterra and LinkedIn that LinkedIn is responsible for responding to requests from you concerning the rights described in the section ‘Your rights’ below.
Further, Oterra uses the provider of YouTube as a processor in relation to Oterra’s use of YouTube and does, in this regard, also share certain information regarding your interactions, interests etc. with YouTube. This sharing is carried out on the basis of Oterra’s and Google’s legitimate interests in optimizing marketing and the service, including our videos on YouTube (Article 6(1)(f) of the General Data Protection Regulation).
Oterra has profiles or pages on the following social media platforms:
- YouTube (Google Ireland Ltd.)
- LinkedIn (LinkedIn Ireland Unlimited Company)
Collection of personal data
When you visit or interact with our social media profiles, Oterra and the social media provider may collect, process, and store the following types of personal data about you:
- Information available on your profile, including your name, gender, civil status, workplace, interests, image, and your city
- Whether you “like” or have applied other reactions to our profile
- Comments you leave on our posts
- That you have visited our profile
- IP address
The purposes of the processing
Oterra processes your personal data for the following purposes:
- Improving our products and services, including our social media profiles and pages
- Statistics and analysis to understand and improve our pages
- To be able to communicate with you if you comment on a post, make a review, or send us a message
- Marketing, i.e., to promote Oterra’s brands and products
LinkedIn process your personal data for the following purposes:
- Improving their ad system
- To provide Oterra with statistics which the social media providers produce based on your visit to our profiles and pages
- Advertising and customising the activities on the page.
Legal basis for processing
The processing of your personal data is based on the following basis:
- Legitimate interests: Oterra bases the processing of your personal data on our legitimate interests in being able to communicate with and market us to you on our social media profiles, as well as our legitimate interest in improving our products and services (Article 6(1)(f) of the General Data Protection Regulation).
LinkedIn base the processing of your personal data on their legitimate interests, including their interest in improving their ad system, show you ads and provide statistics to Oterra, which the social media provider, for example, prepares based on your visit to Oterra’s profile or social media page. In addition, the social media providers have a legitimate interest in providing an innovative, individually adapted, secure and profitable service (Article 6(1)(f) of the General Data Protection Regulation).
- Consent: The social media providers process some of your personal data in accordance with your consent, which you can withdraw at any time through your social media privacy settings (Article 6(1)(a) of the General Data Protection Regulation).
Retention period
Personal data provided in direct messages will be kept for 1 year after which it will be deleted. Any interactions such as comments or likes left publicly on our pages and posts will not be deleted by us but you may delete such interactions yourself. Personal data collected as a part of the advertisement system is handled by us in aggregated form which does not enable us to identify you.
Please refer to the privacy policy for LinkedIn for information on how long they store your personal data.
Who does LinkedIn share your personal data with?
Social media providers may, among other things, share your personal data with the following categories of recipients:
- Other devices in the group of which LinkedIn is a part of
- External partners providing services, such as maintenance, analysis, audit, payments, fraud detection, marketing and development
- Other individuals visiting our social media profile or page (to the extent that your information is publicly available)
- Other recipients to whom LinkedIn is legally obliged to disclose your personal data
You can find more information about who LinkedIn shares your personal data with in each provider’s privacy policy.
LinkedIn may transfer your personal data to recipients outside the EU/EEA in accordance with applicable data protection legislation. This includes the United States of America. You can read more in each provider’s privacy policy.
You can read more about who Oterra shares your personal data with in the Section Disclosure to other data controllers and hand over to data processors below.
6. Sharing your personal data with other controllers and data processors
To achieve the above purposes, we may give third parties access to your personal data, which, based on a contractual relationship with Oterra, provides relevant services, this could be IT suppliers or other suppliers that process personal data for us. Such suppliers will only process personal data in accordance with our instructions according to the signed agreements.
In the context of Oterra’s development, the corporate structure may change, e.g., by the total or partial sale of the company. In the case of a partial transfer of assets containing personal data, the processing basis for the related transfer of personal data is, as a rule, Article 6(1)(f) of the General Data Protection Regulation, since Oterra has an interest in transferring parts of its assets and making commercial/structural changes.
If you have ordered goods from an Oterra entity, we may also need to share your contact information, including delivery address, with our shipping partners who make sure to bring the goods to you.
We may also share your personal data with other Oterra group entities to handle requests, cooperation or ensure that we can provide our products and services in a sufficient way. Such group entities may be located outside the EU/EEA in countries which do not have an adequate level of data protection.
In addition to what is described above, in certain circumstances and in accordance with the law, it may be necessary to disclose your personal data to e.g., the police, lawyers, accountants, courts, other public authorities and potential buyers.
When your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA that do not have an adequate level of protection, such transfer will only take place once a transfer basis is secured. In addition, the transfer will be based on the EU Commission’s standard contracts which you may retrieve a copy of by contacting us as stated below.
7. Your rights
- You have the right to access the personal data we process about you
- You have the right to object to our collection and further processing of your personal data
- You have the right to rectification and deletion of your personal data, however there are certain statutory exceptions, including the Bookkeeping Act
- You have the right to ask us to restrict the processing of your personal data
- In certain circumstances, you may also request to receive a copy of your personal data and to transmit the personal data you have provided to us to another data controller (data portability)
- You can withdraw any consents you may have given at any time. We will then delete your personal data unless we may continue the processing on another basis. You can cancel our newsletter by clicking on the link at the bottom of the newsletter
8. Questions and complaints
If you have any questions about this privacy policy or if you wish to complain about the way we process your personal data, please feel free to contact us:
Oterra A/S
Address: Agern Alle 24, 2970 Hørsholm, Denmark
CVR-no.: 35638784
E-mail: privacy@oterra.com
If your complaint is not resolved by us and you want to proceed with the case, you can complain to the data protection supervisory authority in your country. A list of European data protection supervisory authorities is available here.
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