Privacy Policy

NIRAS Property (Business registration no. (CVR): 26127025) is the data controller for the information we collect about you, and we ensure that your personal data is processed in accordance with applicable legislation.

We take your data protection seriously and have therefore adopted this privacy policy, which explains how we process your data.

Contact details

If you wish to contact us regarding our processing of your personal data, you can do so at:

Sortemosevej 21, 3450 Allerød, Denmark
GDPR@NIRAS.dk / T: +45 2814 2044

Processing of personal data

Personal data is any kind of information that can, directly or indirectly, be linked to you. If you do not want us to process these data, it may become problematic for us to maintain and fulfil any agreements and legal obligations.

Prospective tenants

In order for you to become a tenant with us, it is necessary for us to collect the following personal data about you:

  • Name
  • Company
  • E-mail
  • Telephone number
  • Address
  • CVR no.

We collect personal data about prospective tenants for the following purposes:

  • Possible future collaboration or purchase transaction
  • Administration of your relationship with us

We collect these data on the following legal basis:

  • The company’s legitimate interest in collecting and storing information about prospective tenants is to facilitate communication between the two parties.

We store the data for the period allowed by law and delete them when they are no longer necessary. The period depends on the nature of the information and the background for storage. Typically, information relating to prospective tenants will be deleted after the end of the negotiations or when the correspondence is no longer considered relevant. However, the information will be stored as long as the client relationship continues.

Information about prospective tenants is deleted 2 years after the last contact or upon request.

Tenants

In order for you to be a tenant with us, it is necessary for us to collect the following personal data about you:

  • Name
  • Address
  • E-mail
  • Telephone number
  • CVR no.
  • Signature

We collect personal data about tenants for the following purposes:

  • Processing of your purchase and delivery of our service
  • Administration of your relationship with us

We collect these data on the following legal basis:

  • Processing takes place on the basis of the performance of a contract between the tenant and NIRAS Property.

We store the data for the period allowed by law and delete them when they are no longer necessary. The period depends on the nature of the information and the background for storage. Typically, information relating to tenants will be deleted after the end of the tenancy.

Information about tenants is deleted no later than 5 years after the tenancy has ended.

Suppliers and business partners

In order for you to be a supplier or business partner with us, it is necessary for us to collect the following personal data about you:

  • Name
  • Address
  • E-mail
  • Telephone number
  • CVR no. for sole proprietorships
  • Signature

We collect personal data about suppliers and business partners for the following purposes:

  • Processing of our purchases/services
  • Administration of your relationship with us

We collect these data on the following legal basis:

  • Processing takes place on the basis of the performance of a contract between the supplier and NIRAS Property.

We store the data for the period allowed by law and delete them when they are no longer necessary. The period depends on the nature of the information and the background for storage. Typically, information relating to suppliers and business partners will be deleted after the end of the contractual relationship.

Information about suppliers is deleted when the warranty on purchased products has expired or otherwise stored in accordance with the Danish Bookkeeping Act.

Job applicants

When we receive your application, it will be reviewed and processed according to the following rules:

The application and attachments are shared internally with relevant staff involved in the recruitment process.

Personal data that emerges during the recruitment process will be processed on the following legal basis: Consent. It is assumed that, when the applicant voluntarily submits his/her information to NIRAS, the data are processed on the basis of the applicant’s consent, and the processing will stop at the time when the consent is withdrawn.

We store your application and attachments until we have found the right candidate and the recruitment process has been concluded. Your application and attachments will then be deleted.

For unsolicited applications, we store your application and attachments for 6 months, after which they are deleted.

If we would like to store your application and attachments for more than 6 months, we will contact you to obtain your consent to this.

Your consent is voluntary and you may withdraw it at any time by contacting us using the contact details above.

Course participants and subscribers to newsletters, webinars, etc.

When you participate in a course or seminar at NIRAS, we use your personal data to stay in contact with you before, during and after the given activity.

If you are employed by one of our clients/business partners and you are registered for a course or seminar, we store your personal data for as long as we have a business relationship with the client/business partner.

For the purpose of running a course or seminar, we only process ordinary personal data, including information about:

  • Name
  • Position
  • E-mail
  • Telephone number
  • Where you are employed

The sources of the information we process are either you yourself or your employer, if the employer has registered you for the course or seminar.

We process your personal data as described above based on Article 6(1)(b) of the GDPR, if you are yourself a party to the agreement, as the data are necessary for the performance of a contract with you. Processing may also take place on the basis of Article 6(1)(f) (the balancing of interests rule), where the legitimate interest is to manage seminars and send out evaluation forms, etc.

We store your personal data for as long as is necessary to run the given course or seminar and to evaluate it. A course may form part of a predetermined, structured course package with other courses or network activities, and in such cases we store your personal data until the entire course package or network activities have been completed and evaluated. If you are employed by one of our clients/business partners, we store your data for as long as we have a business relationship with the client.

If the event is subject to payment, we store invoice data for the financial year plus 5 years, as laid down in the Danish Bookkeeping Act.

Other information about processing

Security

We have implemented appropriate technical and organisational measures to prevent your data from being accidentally or unlawfully deleted, published, lost, impaired, accessed by unauthorised persons, misused or otherwise processed in breach of the law. The data controller ensures that processing can only take place when all data protection principles are fulfilled, cf. Article 5 of the General Data Protection Regulation.

To raise awareness about the importance of employee behaviour, awareness campaigns are carried out with information, quizzes and phishing tests.

Other IT security measures include the following:

NIRAS Property is very conscious of IT security. Both user awareness and the IT department’s preparedness are kept at a high level. Servers, PCs and other critical equipment are protected and patched regularly, etc.

NIRAS Property has drawn up an IT security policy that takes into account the necessary security measures.

Data minimisation

We collect, process and store only the personal data that are necessary to fulfil our defined purposes. In addition, legislation may stipulate what type of data it is necessary to collect and store for our business operations. The type and scope of the data we process may also be determined by the need to fulfil a contract or another legal obligation.

We keep data up to date

As our service depends on your data being correct and up to date, we ask you to inform us of any relevant changes to your data. You can use the contact details above to notify us of your changes, and we will ensure that your personal data are updated. If we ourselves become aware that data are not correct, we will update the information and notify you of this.

Disclosure of information

We use a number of third parties for storage and processing of data, including providers of IT solutions, Microsoft, E-conomic and Umbraco. These parties process data solely on our behalf and may not use them for their own purposes. Where relevant, data are disclosed to lawyers, banks, public authorities, branches, auditors, insurance companies and pension providers.

We only use data processors in the EU or in third countries that can provide the necessary level of security, as well as companies in countries that can provide your data with adequate protection.

However, in certain cases we use American software and solutions in connection with our daily operations. A risk assessment is carried out for each individual provider.

Your rights

You have the right at any time to be informed which data we process about you, where they originate from and what we use them for. You can also be informed of how long we store your personal data and who receives data about you, to the extent that we disclose data in Denmark and abroad.

If you request it, we can provide you with information about the data we process about you. However, access may be restricted in consideration of other persons’ privacy, business secrets and intellectual property rights.

If you believe that the personal data we process about you are inaccurate, you have the right to have them rectified. You must contact us and inform us in what way the data are inaccurate and how they can be corrected. Please be specific in your request for rectification, as otherwise it will complicate our work and may in some cases mean that we are unable to comply with your request.

In some cases, we will have an obligation to delete your personal data. This applies, for example, if you withdraw any consent you may have given. If you believe that your data are no longer necessary in relation to the purpose for which we collected them, you can request that they be deleted. You can also contact us if you believe that your personal data are being processed in breach of the law or other legal obligations.

You have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet).

You have the right to object to our processing of your personal data. You can also object to our disclosure of your data for marketing purposes. You can use the contact details at the top to send an objection. If your objection is justified, we will ensure that the processing of your personal data is stopped.

You have the possibility to exercise data portability if you wish to have your data transferred to another data controller or data processor.

We delete your personal data on our own initiative when they are no longer necessary for the purpose for which they were collected, or when we no longer have a legal basis for storing them.

When you contact us with a request to have your personal data rectified or deleted, we will investigate whether the conditions are met and, if so, implement the changes or deletion as quickly as possible.

You can exercise your rights by contacting us. Our contact details can be found at the top of this policy.

Last updated: