Privacy Policy

Your privacy is one of our fundamental commitments at October Software ApS (referred to as “October Software” or “we”) and we will make our best efforts to protect your personal data.

This is why we take great care when we process your personal data in accordance with the principles set forth in the data protection legislation applicable in Denmark, including EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”). Personal data represents any information relating to an identified or identifiable natural person, and an identifiable person is that person that may be identified directly or indirectly, particularly by reference to an identification number or to one or more factors specific to its physical, psychological, mental, economic, cultural or social identity.

This privacy policy regards the personal data of our clients, business partners, other persons contacting and visiting us and of the representatives thereof, potential employees, interns or associates and it applies to data collected through our website, www.xerreader.com, as well as to all other personal data we collect through e-mail or other off-line contacts. The privacy policy describes:

  • the purposes for which we collect and use your personal data;
  • the processing grounds for such purposes;
  • the categories of personal data we collect from you and process;
  • the duration of processing and storing of such data;
  • your rights as data subjects and the manner in which you may exercise them;
  • to whom we may disclose your personal data

1. PURPOSES, GROUNDS FOR PROCESSING AND CATEGORIES OF PERSONAL DATA

In the context of your interaction with October Software, you, as a natural person, may be subject to the data processing activities that we perform. Thus, we use your personal data in the following cases:

If you are a client or potential client of October Software:

1.1 Providing the services requested from us
We use your relevant personal data in order to prepare and provide the services you requested from us.

1.2 Communicating with you
We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters in connection to your requests.

1.3 Sending newsletters and email communications
You have the option to subscribe to communications and newsletters on relevant product updates and/or industry news.

The communications will comprise mainly in new information regarding the products you have already purchased, software updates, etc, which were expressly requested by you or you gave your consent to receive such. You can always cancel your request/consent by clicking “Unsubscribe” when you receive the respective e-mail or by writing at info@xerreader.com.

The newsletters provide you with information regarding products, services and/or assistance. They can contain information about new products or services, special offers, tailored consent and advertising. You can always withdraw your consent expressing thereby your option of not receiving our newsletters in the future by clicking “Unsubscribe” when you receive the respective e-mail or by writing at info@xerreader.com.

The above options do not apply to communications which are related to finalizing orders, agreements, assistance, warnings regarding the safety of our products, or other administrative and transactional notifications, where the main purpose of such communications is not of promotion.

The categories of data processed in the context of our relationship with you are:

  • For points 1.1 and 1.2 your name, e-mail, phone, fax, address, IP, as well as other personal data you may provide directly to us, if requested so by October Software;
  • For point 1.3 your name, e-mail address and IP.

Once you become a client and are running our software, we record your IP to keep track of how many in an organisation are using the software. After your license expires, we shall keep the recorded data for a period of 3 years, afterward being permanently deleted.

When an update of our software is available, we receive from the software the type of the operating system you use in order to make sure that a Windows user is not receiving the new version in Mac format. Such data is not stored or processed in any other way, but only at the time of update and for the stated purpose.

2. PROVIDING THE PERSONAL DATA

When the data is required directly from you, October Software kindly asks you to provide all categories of personal data we request in the aforementioned purposes, as otherwise we shall not be able to carry out our activity (including, among others, to provide you with our services).

If you provide to October Software the personal data of other natural persons, we kindly ask you to communicate to them and receive their approval before such disclosure the modality in which October Software intends to process their personal data, as described in this Privacy Policy.

3. DISCLOSURE OF YOUR PERSONAL DATA

While as a rule we shall not disclose your personal data to any third parties, we may:

  • disclose your contact details to our affiliates within October Software, only after obtaining your express consent in this respect;
  • if in your interest and necessary, disclose relevant personal data to courts of law and arbitration panels or relevant authorities.

4. DURATION OF PROCESSING

We intend to keep your personal data for the duration of the commercial agreement, as well as afterwards, according to our internal policies and the legal obligations incumbent upon us according to the Danish law.

In case the data is not collected in the context of a commercial agreement, such data will be kept for as long as necessary in order to attain the purpose of the data collection. If the law does not provide otherwise, we shall process your personal data for a period of 3 years, afterward being immediately deleted from our records.

5. YOUR RIGHTS

In your capacity as data subjects, the GDPR provides you with a series of rights including:

  • the right of access – allowing you to obtain confirmation that your personal data is being processed by us and, if affirmative, the relevant details of such processing activities;
  • the right to rectification – allowing you to rectify your personal data if inaccurate;
  • the right to erasure (right to be forgotten) – allowing you to obtain the erasure of your personal data in certain cases (e.g., if the data is no longer necessary in relation to the purposes for which it was collected);
  • the right to restriction – allowing you to obtain the restriction of processing your personal data in certain cases (e.g., when you contest the accuracy of your personal data, for a period enabling us to verify such accuracy);
  • the right to object – allowing you to object to further processing of your personal data within the conditions and limits set forth by law;
  • the right to data portability – allowing you to receive the personal data concerning you that you have provided to us, in a structured, commonly used and machine-readable format or to transmit this data to another data controller.

We are happy to ensure your exercise of these rights. You may exercise your aforementioned rights and find out more about such rights by filing with us, as data controller, a written request at Automatikvej 1, 2860 Søborg, Denmark or by e-mailing us at data@xerreader.com. We shall review your request and reply within a 30 days term.

You also have the right to file a complaint with the data protection authority.

We are committed to always treat your requests with the utmost attention and address any queries you may have in the shortest time possible.

6. SAFETY OF YOUR DATA

For preventing the unauthorized access or disclosure and for assuring the proper use of your data, we ensure reasonable and adequate, physical, technical and administrative, for protecting the data we collect and process. We keep the data according with or as allowed by the law and for such period the processing of data has a legal purpose.

When sensitive information is collected, transferred and kept, as payment information, we use appropriate technologies and procedures to help protect your data for the unauthorized access, use or disclosure. When we process information highly confidential (i.e. credit card number), we protect them by encrypting such.

Currently, the data is stored in Denmark, at our headquarters.

7. VERSIONS TO THIS PRIVACY POLICY

This Privacy Policy is in force as of October, 28th, 2024.

This Privacy Policy may be updated from time to time. Any updates will become applicable within 15 days as of the publication of the new version on October Software’s website.