Privacy policy

Last updated: 2025-11-01
Version 2.0

1. Data Controller

Heka Dental A/S
Litauen Alle 4, DK-2630 Taastrup
Phone: +45 43 32 09 90
Email: info@heka-dental.dk

For all privacy-related inquiries, please contact our Data Protection Coordinator at marketing@heka-dental.dk.

2. Categories of Personal Data We Collect

We collect and process personal data when you interact with us, including:

• Contact details (name, company, email, phone number)
• Communication history
• Information submitted through website forms or email correspondence
• Login credentials for registered users (e.g. support portal)

In connection with website analytics and cookies, we may also collect anonymised data such as IP addresses, browser type and device information, subject to your consent.

3. Purpose of Processing

Your data is processed only for specific, legitimate purposes, including:

• Responding to inquiries or requests
• Providing online services or support access
• Managing dealer or partner relationships
• Sending newsletters (with consent)
• Complying with legal obligations

We also use aggregated website statistics to improve our services and user experience. Personal data is never used for automated decision-making or profiling without consent.

4. Legal Basis for Processing

The processing of your personal data is based on one or more of the following legal bases:

• Article 6(1)(a) – Consent (e.g. newsletters, cookies)
• Article 6(1)(b) – Contract performance (e.g. dealer access, support)
• Article 6(1)(c) – Legal obligation (e.g. tax or accounting purposes)
• Article 6(1)(f) – Legitimate interests (e.g. website security, business communication)

We ensure that our legitimate interests do not override your fundamental rights and freedoms as a data subject.

5. Data Processors and Third Parties

We only share personal data with trusted service providers acting as data processors under written agreements in accordance with Article 28 of the GDPR. These include:

Website hosting and maintenance partners

• Cookiebot (Cybot A/S, Denmark) – for cookie consent management
• Piwik Pro, Google analytics or similar – for statistical website analytics (anonymised)
• Email newsletter and CRM providers: (WebCRM A/S, Denmark)
• IT support and cloud service providers

Data may be transferred to countries outside the EU/EEA only if adequate safeguards are in place, such as the EU Standard Contractual Clauses (SCCs).

6. Retention Period

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law.

For example:

• Newsletter subscriptions: until you withdraw consent
• Support user accounts: as long as the account is active
• General inquiries: typically up to 12 months after last contact, however, may be retained longer for statistical purposes.

After expiration of the retention period, data is securely deleted or anonymised.

7. Data Security

We implement appropriate technical and organisational measures (“TOMs”) to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Access to personal data is restricted to authorised personnel bound by confidentiality agreements.

Our IT infrastructure is regularly updated, and data is backed up securely in accordance with industry standards (Article 32 GDPR).

8. Your Rights as a Data Subject

You have the following rights under the GDPR:

• Right to access your personal data (Article 15)
• Right to rectification (Article 16)
• Right to erasure (“right to be forgotten”) (Article 17)
• Right to restriction of processing (Article 18)
• Right to data portability (Article 20)
• Right to object (Article 21)
• Right to withdraw consent at any time (Article 7(3))

To exercise any of these rights, contact us at marketing@heka-dental.dk.

We will respond within one month in accordance with Article 12 of the GDPR.
If you believe your rights have been violated, you may file a complaint with the Danish Data Protection Agency (Datatilsynet).

9. Complaints

Complaints can be submitted to:

Datatilsynet
Borgergade 28, 5.
1300 Copenhagen K, Denmark
Email: dt@datatilsynet.dk
Phone: +45 33 19 32 00

10. Updates to This Privacy Policy

This policy is reviewed with regular intervals and updated as necessary to reflect changes in law, technology or our data processing practices.
The latest version will always be available on www.heka-dental.com.
Previous versions are archived in Heka Dental’s D4 Quality Management System.

FINAL PROVISIONS

1. Liability

Heka Dental A/S shall not be held liable for indirect or consequential damages arising from the use of its website or services, except in cases of wilful misconduct or gross negligence.

Nothing in this policy limits your statutory rights as a consumer or Heka Dental’s obligations under applicable law.

2. Contact Information

General inquiries: info@heka-dental.dk
Data protection inquiries: marketing@heka-dental.dk
Phone: +45 43 32 09 90

3. Entry into Force

This policy replaces all previous privacy and cookie policies and enters into force as of
1 November 2025.

HEKA’s GDPR policy has been translated into other languages with assistance from AI. In case of doubt or dispute, the original English version applies.