Privacy Policy

Learn about your rights and the measures we take to protect your personal data.

This privacy policy explains how we collect, use, and protect your personal data when you visit wobase.com and wobase.app (together referred to as the Website).

Who are we?

The Website is provided by:

wobase ApS

We act as the data controller for the processing of personal data that takes place when you visit the Website or purchase services from us.

If you have any questions about this privacy policy or about our processing of personal data, you are welcome to contact us at info@wobase.com.

What personal data do we collect, and how do we use it?

We collect personal data about you when you visit the Website, create a user account, or contact us to purchase or learn more about our services.

The personal data we collect may include contact information such as your name, address, email address, and phone number. Where relevant, we may also collect payment information related to your credit or debit card. In addition, we may collect information about your activity on the Website, including your IP address and similar technical information.

When you use the wobase mobile app, we may also collect photos, images, files, and related metadata that you choose to capture or upload. The app may request permission to access your device camera or photo library when you choose to take or upload invoice attachments, receiving documents, food safety documentation, or similar files. Related metadata may include file name, file type, file size, upload time, and the business record the file is attached to. These files may contain personal or sensitive information depending on what is shown in the image. We use this access and data only to provide upload, documentation, food safety, receiving, and record-keeping features in the app. We do not use camera access, photos, or uploaded documents for advertising, user tracking, or unrelated purposes. You can deny or withdraw camera or photo permissions in your device settings; however, features that require taking or uploading documentation may not work without the relevant permission.

We may also store cookies in your browser when you visit the Website. You can read more about how we use cookies in our cookie policy, which is available here.

Our main purposes for collecting and processing this personal data are:

To provide our services and perform our agreement with you.
To comply with applicable legal requirements.
To process requests submitted by you through the Website.
To send newsletters containing marketing material.
To ensure that the Website functions properly.
To improve our services.

If you consent to receive our newsletter and marketing material, we will also process your contact details and any other information necessary to send the newsletter to you. You may withdraw your consent at any time by clicking the unsubscribe link at the bottom of the newsletter email.

Where necessary, we share your personal data with selected categories of third parties, including providers of IT systems and IT support, as well as providers of email and payment systems. These providers process personal data on our behalf and in accordance with our instructions. This may include cloud hosting, file storage, support, email, and payment providers. Where relevant, we enter into data processing agreements with them. We do not sell photos, camera data, or uploaded documents.

Where do we transfer your personal data?

To provide our services, we may need to transfer your personal data outside Denmark and, where relevant, outside the EU/EEA. This may happen, for example, if our IT system providers use subcontractors located in other countries.

Such transfers are carried out using appropriate legal safeguards, such as the European Commission’s Standard Contractual Clauses, adequacy decisions, or recognized certification frameworks, including the EU-U.S. Data Privacy Framework where applicable. We use these safeguards to ensure a lawful basis for the transfer and an appropriate level of protection for your personal data.

How do we store your personal data?

Under applicable data protection law, personal data must be stored securely and confidentially. Your personal data is stored on computers or servers with restricted access and appropriate security measures, including encrypted cloud drives, dedicated servers, and support from our service partners. We review these security measures on an ongoing basis to ensure that your personal data is handled responsibly and with respect for your rights as a data subject.

How long do we keep your personal data?

We keep your personal data only for as long as necessary to fulfil the purposes for which it was originally collected, or for as long as required under applicable law.

You can read more about cookie retention periods in our cookie policy.

Photos, files, and invoice attachments uploaded through the wobase app are kept for as long as they are needed to provide the service, document the relevant food safety or receiving record, comply with contractual obligations, or meet legal bookkeeping and tax requirements. They may be deleted earlier if they are no longer needed and deletion is permitted by law and our agreement with the customer.

If you have consented to the processing of personal data for the purpose of receiving newsletters, we keep your contact details until you unsubscribe from the newsletter. After unsubscribing, your contact details will be deleted automatically from that mailing list.

When we provide services to you, we keep relevant personal data for at least 5 years and 4 months from the date on which the relevant service is delivered and invoiced, as we are required to do so for bookkeeping and tax purposes.

What rights do you have in relation to our processing of your personal data?

You have a number of rights in relation to the personal data we process about you. These rights are described below.

Right of access

You may ask us to confirm whether we process personal data about you, and you may request a copy of that personal data.

Right to rectification

If the personal data we process about you is inaccurate, incorrect, or otherwise incomplete, you have the right to ask us to correct it.

Right to erasure or restriction

In certain circumstances, you may ask us to delete your personal data or restrict our processing of it. If you are entitled to deletion or restriction, we will inform you of the consequences before carrying out the request.

If you use the wobase app and wish to request deletion of your account, you can also use our account deletion page.

Right to data portability

In certain circumstances, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format so that it can be reused elsewhere. You may also ask us to transfer the data to a third party of your choice.

Right to object

You may ask us to stop processing your personal data. We will do so to the extent that you are entitled to object. Before we stop the processing, we will inform you of the consequences of your objection.

Right to lodge a complaint

If you object to the way we process your personal data, you may lodge a complaint with the Danish Data Protection Agency (Datatilsynet) at www.datatilsynet.dk.

Changes to this privacy policy

We may need to update this privacy policy from time to time. Where possible, we will notify you by email if we make significant changes. We encourage you to review this privacy policy regularly so that you stay informed about how we process your personal data.