Privacy Policy

Arctonia is the data controller for the personal data we receive about you. This policy applies to visitors to the website, clients, partners and people who contact us. Our employees are informed separately about how their data is processed.

We process the following:

• Contact details: name, email, phone number and company name, when you book a meeting, write to us or are a client.
• What you tell us: the message in your booking on /start and the emails you send us.
• Client data in the client portal: projects, tasks, files, contracts, invoices and your signature when you sign a contract digitally.
• Transcripts of what is said when our meeting assistant joins a meeting with you (see Meetings).
• Business information about companies and their contact persons from public sources (see Business information).
• Technical data: your IP address, which we use briefly to protect forms and sign-in against abuse, and your choices of language, cookies and night or day mode.

We use no statistics, advertising or tracking cookies, and we do not share your data with advertisers.

As a client, you sign in to the client portal with a link we send to your email. There is no password.

In the portal you only see your own projects, tasks, files, contracts and invoices. When you sign a contract, we store the signature, the name of the signer and the time, so the agreement can be documented.

We send invoices to you by email as PDFs.

We use artificial intelligence as a tool in our own work. Our AI agents are used only by our employees. You never talk to an agent on the website or in the client portal.

The agents help us read and answer emails, prepare proposals, find information in our cases and research companies. Information from your enquiry, your emails and your project can therefore be part of what the agents process.

An agent never sends an email on its own. An employee must approve every message before it is sent.

We do not make decisions about you based solely on automated processing (GDPR art. 22).

Conversations with the agents and files shared with them are stored in our system and deleted automatically after 2 years.

When we hold a video meeting with you, our meeting assistant Arc may join if we have invited it. Arc writes down what is said as the meeting goes on, so we remember what was agreed. We record neither sound nor video.

The transcript is kept by us, and we keep only the five most recent meetings. Excerpts of the transcript are sent to an AI service so Arc can answer questions during the meeting.

We tell you at the start of the meeting if Arc is taking part, and you can always ask us to have it leave.

Through our internal prospecting tool (ArcIQ) we collect publicly available business information to identify companies that may benefit from our services and the right person to contact. This information is used internally only and is never sold or shared with third parties.

• Sources: the public Danish business register (CVR via Virk) and publicly available websites and search results.
• Scope: business contact details only (company, role, work email and phone), processed in a professional context. We do not collect private information or special categories of data.
• Legal basis: legitimate interest (GDPR art. 6(1)(f)) in business-to-business communication.
• Retention: business leads that are never used are deleted automatically after no more than 3 years.

You can object to this processing or request deletion of your data at any time by contacting team@arctonia.com. We action such requests promptly and will not re-add a contact who has objected.

We use the information to:

• answer enquiries and book meetings;
• deliver our services: projects, systems, support and invoicing;
• give you access to the client portal;
• find companies that may benefit from our services (ArcIQ);
• protect the website, forms and sign-in against abuse;
• comply with the law, including the Danish Bookkeeping Act.

We process your data on the following GDPR legal bases:

We do not keep information longer than we need it. In practice:

• Bookings from /start that are not confirmed through the link in the email are deleted automatically after about two days.
• Confirmed bookings become a case with us. The IP address is deleted on confirmation, and name, email, phone and message are anonymised automatically 5 years after the case's last activity.
• We keep client data, projects and contracts for as long as the client relationship lasts, and then for as long as needed to document the agreement. Invoices and accounts are kept for 5 years after the end of the financial year, as the Danish Bookkeeping Act requires.
• We keep emails you send us, and their attachments, for as long as they are needed to handle your case, and no more than 5 years after we received them.
• Conversations with our AI agents, files shared with them and the approvals they ask for are deleted after 2 years. What an agent remembers is deleted 2 years after it was last changed.
• Meeting transcripts: we keep only the five most recent meetings.
• Business leads (ArcIQ) that are never used are deleted after no more than 3 years.
• IP addresses we use to protect against abuse are deleted after no more than two days.
• The record of your cookie choice does not contain your IP address in readable form and is deleted after 2 years.
• Backups of our database are deleted after no more than 12 months.

As a data subject you have the following rights under GDPR:

Contact us at team@arctonia.com to exercise your rights.

The website only stores what it needs to work and what you choose yourself. There are no statistics, advertising or tracking cookies.

You can change your choice at any time through “Cookies” at the bottom of every page.

We use appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure and loss. Employees sign in with two-factor authentication, each employee only has access to what their role requires, and our backups are encrypted.

We use these suppliers to run our services. They only receive the information they need for their task:

Some suppliers are located outside the EU/EEA, including in the USA. When we transfer personal data to third countries, we do so on the basis of the European Commission's standard contractual clauses or another valid transfer mechanism.

You can get the full, up-to-date list of sub-processors by writing to team@arctonia.com.

You have the right to lodge a complaint with the Danish Data Protection Agency if you are dissatisfied with our processing of your personal data.

We reserve the right to update this privacy policy. For material changes we will inform you via the website. The date of the most recent update appears at the top of this page.