Privacy Policy

1. Data Controller

Copenhagen Staff Holdings ApS is the data controller responsible for your personal data.

Copenhagen Staff Holdings ApS
CVR: 46133412
35A Bülowsvej, Frederiksberg, 1870, Copenhagen, Denmark
Email: team@staffclubcopenhagen.com
Website: copenhagenstaff.com

For all data protection enquiries, please contact us at the email address above.

2. Scope of This Policy

This Privacy Policy applies to all personal data we process in connection with:

• Workers registering on or using our staffing platform
• Clients placing or enquiring about staff orders
• Visitors to our website (copenhagenstaff.com)
• Any other individuals whose data we handle in connection with our business

This policy describes our processing of personal data, including website measurement in section 10.

3. Personal Data We Collect

3.1 Workers

When you register as a worker or interact with our platform, we may collect:

• Identity data: Full name, date of birth, nationality, photo/profile image
• Contact data: Email address, phone number, home address
• Tax and employment data: CPR number (Danish civil registration number), bank account details for payroll, tax card information (A-skat/B-skat), work permit or right-to-work documentation
• Professional data: CV, work experience, qualifications, certifications, language skills, references
• Assignment data: Shift history, hours worked, client feedback, attendance records
• Financial data: Pay rates, holiday pay (feriegodtgørelse) accrual, payslip history
• Communication data: Messages and correspondence with our team

3.2 Clients

When you use or enquire about our staffing services, we may collect:

• Business data: Company name, CVR number, business address, industry type
• Contact data: Name, job title, email address, phone number of contact persons
• Order data: Staff requirements, shift dates and times, venue details, order history
• Financial data: Invoice history, payment records, billing address
• Communication data: Messages, emails, and correspondence relating to orders and services

3.3 Website Visitors

When you visit our website, we may automatically collect:

• IP address and approximate location data
• Browser type, version, and operating system
• Pages visited, time spent, referral source
• Validated campaign tags on enquiries (see section 10)

3.4 Unfinished enquiries

When you fill in an enquiry and have entered your name and a valid phone number or email address, we save your contact details as you progress, before the form is submitted. A notice beside the contact fields explains this. We also save your selected staffing needs, form step, page path, language and last activity time in a separate Google Sheets register. This lets us contact you about this specific enquiry, including if you do not finish it.

An unfinished enquiry is not a booking and does not subscribe you to marketing. You can request deletion by emailing team@staffclubcopenhagen.com. While the form is open, clearing the contact fields also removes the saved contact details from the unfinished record. If you submit the enquiry, that record is marked as submitted; the completed enquiry is handled under the other provisions of this policy. Unfinished details are retained only as long as needed for this follow-up. The temporary form identifier and contents are not stored in cookies or persistent browser storage.

4. How We Use Your Personal Data

4.1 Workers

• To manage your registration and platform profile
• To match you with suitable shift assignments
• To communicate shift offers, confirmations, and updates
• To process payroll, including A-skat deductions, AM-bidrag, and feriegodtgørelse
• To comply with Danish employment law obligations (Vikarloven, Ferieloven, Arbejdstidsloven)
• To report to SKAT (Danish Tax Authority) as required by law
• To manage conduct, performance, and platform access decisions
• To respond to your enquiries and communications

4.2 Clients

• To process and manage your staff orders
• To issue and manage invoices and payments
• To communicate with you about your orders and our services
• To comply with our contractual obligations under the Client Master Service Agreement
• To meet legal and regulatory obligations
• To manage our business relationship with you

4.3 Website Visitors

• To operate and maintain our website
• To analyse website usage and improve our services
• To comply with legal obligations

5. Legal Bases for Processing

We process your personal data on the following legal bases under GDPR Article 6:

6. Data Sharing and Third Parties

We may share your personal data with the following categories of recipients:

6.1 Clients (for workers)

When you are assigned to a shift, we share your name and contact number with the client venue solely for the purpose of facilitating that specific assignment. We share the minimum necessary data only.

6.2 Workers (for clients)

We share worker names and basic contact details with clients for confirmed assignments only.

6.3 Service Providers (Data Processors)

We engage third-party service providers who process data on our behalf under written data processing agreements:

• Payroll and accounting software — for processing wages and statutory deductions
• Email and communication platforms — for sending notifications and correspondence
• Website hosting providers — for operating copenhagenstaff.com
• Customer records and forms (Google Sheets) — to store and process enquiries
• Analytics services (Google Analytics) — for understanding website usage patterns

6.4 Statutory Authorities

We share data with SKAT (Danish Tax Authority) and other public authorities where required by Danish law.

6.5 No Data Sales

We never sell, rent, or trade your personal data to third parties for commercial purposes.

7. International Transfers

We aim to keep your data within the EU/EEA. Where any service provider processes data outside the EU/EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, in compliance with GDPR Chapter V.

8. Data Retention

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

9. Your Data Subject Rights

Under GDPR (Articles 15–22) and the Danish Data Protection Act, you have the following rights:

• Right of access (Article 15): You may request a copy of all personal data we hold about you, along with information on how it is processed.
• Right to rectification (Article 16): You may request that we correct any inaccurate or incomplete personal data we hold about you.
• Right to erasure (Article 17): You may request deletion of your personal data where it is no longer necessary, where you withdraw consent, or where processing is unlawful. This right may be limited where we have legal obligations to retain data.
• Right to restriction of processing (Article 18): You may request that we limit how we use your data in certain circumstances.
• Right to data portability (Article 20): Where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, machine-readable format.
• Right to object (Article 21): You may object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on your consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at team@staffclubcopenhagen.com. We will respond within 30 days. There is no charge for exercising your rights, unless requests are manifestly unfounded or excessive.

10. Optional analytics, advertising measurement and cookies

Mixpanel runs only when you choose analytics. We measure page visits, contact clicks, form starts, form steps and completed enquiries to understand drop-off. We do not send entered names, email addresses, phone numbers, messages or documents to Mixpanel. Session recordings are off. Data is sent to our EU Mixpanel project. Mixpanel uses a random visitor ID in a cookie lasting up to 90 days. A random session ID and form IDs, visited steps and completion status are stored in sessionStorage without entered field values. The session is renewed after 30 minutes of inactivity. Analytics and advertising measurement can be chosen separately in settings. “That is okay” enables both; “Only necessary” disables both. Change your choice through Cookie settings. Withdrawal stops future Mixpanel collection and clears our Mixpanel storage; it does not automatically delete previously collected data. See Mixpanel’s privacy policy.

You can choose whether Google Ads may use cookies to measure which ad clicks lead to an enquiry. You can use the website and submit an enquiry whatever you choose. Before you choose, and if you decline, ad_storage, analytics_storage, ad_user_data and ad_personalization are denied. Google may still receive limited cookieless measurement requests, including technical browser and connection information. This does not guarantee anonymity or complete ad attribution.

If you accept advertising measurement, ad_storage and ad_user_data are granted for Google Ads conversion measurement. Google may then store and read advertising cookies and process the associated measurement information to connect ad clicks with a received enquiry. analytics_storage and ad_personalization remain denied. Google signals, advertising personalisation and enhanced conversions remain disabled. We do not upload customer lists or form names, email addresses, phone numbers or messages to Google for this measurement.

Google receives the measurement information. For people in the European Economic Area (EEA), Google Ireland Limited is Google's relevant independent data controller for this Google Ads information. Read about Google's use of information and privacy practices.

We remember your choice in your browser's localStorage for up to 90 days. This preference contains only the choice, version number and timestamps for the choice and expiry, with no visitor or customer ID. Any Google advertising cookies are separate and may have different lifetimes; the 90 days do not describe Google's cookie lifetimes.

You can open Cookie settings in the footer at any time to change or withdraw your choice. Withdrawal stops future optional advertising collection from that point; limited cookieless measurement requests may continue. It does not automatically delete information already processed. You can also manage cookies in your browser or contact us at team@staffclubcopenhagen.com about earlier information.

Ad links can contain static campaign tags (UTMs). Validated tags and any Google click identifiers travel in current-page memory and URLs during internal navigation and language changes. They are not added to external links, downloads or shared calculator links. Campaign tags describe the campaign; click identifiers can connect visits with an ad click. Visits on other devices and visits without available tags cannot always be connected to the ad.

When you submit an enquiry, we store its available campaign source with your contact details in existing customer records and the owner notification through Google Sheets and Resend. A submission identifier helps recognise retries. A received enquiry is separate from a qualified customer or confirmed booking. Your advertising measurement choice does not change how we handle the enquiry itself.

We do not use OpenAI Pixel, OpenAI Conversions API or Meta Pixel. We do not send form details to OpenAI for conversion measurement. OpenAI Ads Manager reports ad views, clicks and spend within its own platform.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. These include:

• Access controls and role-based permissions
• Encrypted data transmission (HTTPS/TLS)
• Regular security reviews and updates
• Staff awareness and data protection training
• Incident response procedures

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Danish Data Protection Authority (Datatilsynet) within 72 hours as required by GDPR Article 33, and affected individuals where required under Article 34.

12. Supervisory Authority

You have the right to lodge a complaint with the Danish Data Protection Authority (Datatilsynet) if you believe we have processed your personal data unlawfully:

Datatilsynet
Carl Jacobsens Vej 35
2500 Valby, Denmark
Phone: +45 33 19 32 00
Email: dt@datatilsynet.dk
Website: www.datatilsynet.dk

We encourage you to contact us first at team@staffclubcopenhagen.com so we can resolve your concern directly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will publish the updated policy on this page with a revised effective date. For material changes, we will notify affected individuals by email where practicable.

14. Contact Us

For any questions, requests, or concerns relating to this Privacy Policy or the processing of your personal data:

Copenhagen Staff Holdings ApS
35A Bülowsvej, Frederiksberg, 1870, Copenhagen, Denmark
CVR: 46133412
Email: team@staffclubcopenhagen.com