Privacy Policy

Phoenix Systems, ApS (“IPP”, “we”, “us”, or “our”) knows that you care about how your Personal Information is used, shared, and stored, and we understand how important privacy and security is concerning our customer’s (“customer”,“you”, or “your”) and website visitor’s information. To ensure that you understand what information IPP collects, uses, shares, and secures, we have created this Privacy Policy.

This Privacy Policy applies to the processing of information about customers and other individuals that we collect when you use our “Platform,” which means any website (“Site”), application, software (“IPP Gateway”), or services we offer, or when you communicate with us (each respectively a “IPP Resource”). This Privacy Policy does not apply to the information that you may provide to third parties.

Who does this Privacy Policy apply to?

This Privacy Policy applies to all of our customers, resellers, partners, and website visitors.

What Personal Information is collected?

IPP considers Personal Information to include any information that can be used to directly or indirectly identify an individual.

IPP collects Personal Information that you provide directly to us when our Software is downloaded, online forms are filled out, Software is purchased, or when you communicate with us online, via email or phone, or within our support forums.

When ordering our software, IPP may also collect your username, email address, physical address, phone number, payment method data, IP address, forum comments, web analytics data, and any other data that you voluntarily provide for business purposes.

How is Personal Information collected by IPP?

IPP collects and logs your IP address, the time and duration of your visit, the time and duration of the pages on IPP’s website that you view (where applicable) and information about your computer system, such as your browser type and operating system, whenever a IPP Gateway is accessed or used by you. In the case of Customers, we collect, maintain, transmit and/or use Personal Information provided by you in your IPP account, including without limitation, your full name, identification number, billing data and contact information.

IPP also collects anonymous usage information on visitors to its website through use of Google Analytics.

Why does IPP collect Personal Information?

Website Visitors: IPP uses Personal Information to send information about IPP to visitors and to contact them when necessary. IPP also uses the information that it collects to improve the content of its website and as training aids for its employees. Visitors have discretion as to whether to give information through forms to IPP upon IPP’s request for information. IPP uses website use information to measure interest in and develop its web pages and marketing plans, customize the content you view on your web visits based on your activity during past visits, and administer IPP’s website. In addition:

  • IPP uses a visitor’s IP address to help diagnose problems with its servers, and to administer its website.
  • IPP may use cookies to help it recognize visitors as unique visitors when they return to IPP’s website. IPP also uses cookies to tailor content or advertisements for IPP products and services to match your preferred interest; avoid showing visitors the same advertisements or content repeatedly; compile anonymous, aggregated statistics that allow IPP to understand how users use its site and to help it improve the structure of its website; and count the number of anonymous users of its websites.

Customers: IPP may use your Personal Information to process your service requests, handle orders, deliver products and services, process payments, communicate with you about orders and renewals, provide access to secure areas, and to enable IPP to review, develop and continually improve the products, services and offers that it provides. IPP also uses this information to prevent or detect fraud or abuses of IPP’ website and to enable third parties to carry out technical, logistical or other functions on its behalf.

Financial Information: IPP process credit card payments. Financial information provided via its website is transferred over a secure SSL TLS 1.2 connection.

Credit card numbers are used by IPP only for the purpose of processing payments and is not shared with any third party, without prior consent. IPP ensure that appropriate security and confidentiality measures are in place in safeguarding your Personal Information.

Support Users: IPP uses information that you provide to it via telephone calls, chat, e-mail, web forms and other communications to correspond with you about software or services you may be interested in purchasing. If you elect to purchase a service online using a web form, IPP will use the information to establish your account. Information you submit in writing, such as chat, e-mail, and web form information is archived and may be tied to information that IPP collects about your web visits. Your telephone call may be recorded for training purposes and IPP may enter information you provide via telephone into its systems to use for the purposes described in this paragraph.

IPP does not sell your Personal Information to any third parties for any reason.

How do we use Personal Information?

We will use your Personal Information:

  • To fulfill a contract, or take steps linked to a contract: in particular, in facilitating and processing transactions that take place on our websites
  • Where this is necessary for purposes which are in our, or third parties, legitimate interests. These interests include:
    • operating the websites (“Sites”);
    • providing you with services described on the Sites;
    • verifying your identity when you sign in to any of our Sites;
    • responding to support tickets, and helping facilitate the resolution of any disputes;
    • updating you with operational news and information about our Sites and services e.g. to notify you about changes to our Sites, website disruptions or security updates;
    • carrying out technical analysis to determine how to improve the Sites and services we provide;
    • monitoring activity on the Sites, e.g. to identify potential fraudulent activity and to ensure compliance with the user terms that apply to the Sites;
    • managing our relationship with you, e.g. by responding to your comments or queries submitted to us on the Sites or asking for your feedback or whether you want to participate in a survey;
    • managing our legal and operational affairs (including, managing risks relating to content and fraud matters);
    • training staff about how to best serve our user community;
    • improving our products and services.
    • providing general administrative and performance functions and activities; and
    • processing your job application.
  • Where you give us consent:
    • providing you with marketing information about products and services which we feel may interest you; and
    • customizing our services and websites, like advertising that appear on the Site – where this involves the use of cookies or similar technologies – in order to provide a more personalized experience.
  • For purposes which are required by law.
  • For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

When and how do we disclose your Personal Information?

We will disclose Personal Information to the following recipients:

  • Employees and subcontractors, so they can facilitate support and maintenance service, who may be located in any of the countries our products are available in;
  • subcontractors and service providers who assist us in connection with the ways we use Personal Information (as set out above), in particular: website hosting providers which are located in EU; technical and customer support services which are located in EU; recruitment agencies which are located in the EU; marketing and analytics services which are located in EU; security and fraud prevention services which are located in EU; subscription management services which are located in EU; payment processing services which are located in EU and/or US.
  • our professional advisers (lawyers, accountants, financial advisers etc.) which are located in EU;
  • regulators and government authorities in connection with our compliance procedures and obligations;
  • a purchaser or prospective purchaser of all or part of our assets or our business, and their professional advisers, in connection with the purchase;
  • a third party to respond to requests relating to a criminal investigation or alleged or suspected illegal activity;
  • a third party, in order to enforce or defend our rights, or to address financial or reputational risks;
  • a rights holder in relation to an allegation of intellectual property  infringement or any other infringement; and
  • other recipients where we are authorized or required by law to do so.

Where do we transfer and/or store your Personal Information?

IPP is headquartered in Copenhagen, Denmark. By utilizing an IPP Gateway, you expressly consent to IPP’s access, maintenance, transmission, and/or use of your Personal Information outside of your country of residence, regardless of location or jurisdiction.

In addition to its obligations under EU law, IPP supplements the protection of the international transfer of your Personal Information by observing numerous industry best practices.

How do we keep your Personal Information secure?

We store Personal Information on secure servers that are managed by us and our service providers, and potentially hard copy files that are kept in a secure location in EU. Personal Information that we store or transmit is protected by security and access controls, including username and password authentication, two-factor authentication, and data encryption where appropriate.

IPP does not sell your Personal Information to any third parties for any reason.

Marketing Choices regarding your Personal Information?

Where we have your consent to do so (e.g. if you have subscribed to one of our e-mail lists or have indicated that you are interested in receiving offers or information from us), we send you marketing communications by email about products and services that we feel may be of interest to you. You can ‘opt-out’ of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.

You also have choices about cookies, By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set, or to reject all cookies. If you choose to reject cookies some parts of our Sites may not work properly.

What information do we collect for web analytics?

When you visit our Sites, there’s certain information that’s recorded which is generally anonymous information and does not reveal your identity. We’re talking about the following kinds of details:

  • your IP address or proxy server IP address’;
  • the domain name you requested;
  • the name of your internet service provider is sometimes captured depending on the configuration of your ISP connection;
  • the date and time of your visit to the website;
  • the length of your session;
  • the pages which you have accessed;
  • the number of times you access our site within any month;
  • the file URL you look at and information relating to it;
  • the website which referred you to our Sites; and
  • the operating system which your computer uses.

What about Information you make public or give to others?

If you make your Personal Information available to other people, we can’t control or accept responsibility for the way they will use or manage that information. There are lots of ways that you can find yourself providing information to other people, like when you post a public message on a forum thread, share information via social media, or make contact with another user whether via our Sites or directly via email. Before making your information publicly available or giving your information to anyone else, think carefully. If giving information to another user via our Sites, ask them how they will handle your information. If you’re sharing information via another website, check the privacy policy for that site to understand its information management practices as this privacy policy will not apply.

How long do we keep your Personal Information?

We retain your Personal Information for as long as is necessary to provide the services to you and others, and to comply with our legal obligations. If you no longer want us to use your Personal Information or to provide you with the IPP Gateway and services, you can request that we erase your Personal Information and close your IPP account(s). Please note that if you request the erasure of your Personal Information we will retain information from deleted accounts as necessary for our legitimate business interests, to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce the terms of service and take other actions permitted by law. The information we retain will be handled in accordance with this Privacy Policy.

What laws govern disputes over this policy?

IPP is a Danish company with our headquarters being located in Copenhagen. The terms of this Privacy Policy (which are part of our website Terms of Use) are governed by and construed in accordance with the laws of EU and Denmark.

Things that we can’t control

While this Privacy Policy expresses IPP’s standards for use and maintenance of private data, IPP is not in a position to guarantee that the standards will always be met. There may be factors beyond IPP‘s control that may result in disclosure of data. As a consequence, IPP disclaims any warranties or representations relating to private information that is outside of our control.

When will we need to update this policy?

We will need to change this policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to our privacy management practices.

How can you contact us?

If you have any questions about our privacy practices or the way in which we have been managing your Personal Information, please contact us by email at support@ippeurope.com

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