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GDPR

Effective date: 16 September 2026
 

Who we are

Kaospilot is the data controller for the personal data described in this policy.

Kaospilot, Nørreport 20, 8000 Aarhus C, Denmark. CVR no. 26039940. Email: kaos@kaospilot.dk. Phone: +45 86 12 95 22.

 

Kaospilot (“us”, “we”, or “our”) operates the www.kaospilot.dk website (the “Service”).

 

This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data. Our Privacy Policy for Kaospilot is managed through Free Privacy Policy Website.

 

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from www.kaospilot.dk

 

Information Collection And Use

We collect several different types of information for various purposes to provide and improve our Service to you.

 

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Cookies and Usage Data

 

Usage Data

We may also collect information how the Service is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

 

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information.

Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of cookies we use:

  • Strictly necessary. Needed to operate the website, the shopping basket and the checkout, and to remember your cookie choice. These cannot be switched off.
  • Functional. Remember your preferences and settings.
  • Statistics. Help us understand how the website is used, for example Google Analytics and Microsoft Clarity. Only set with your consent.
  • Marketing. Used to measure and target our advertising, for example Google Ads, Meta and Klaviyo. Only set with your consent.

 

Use of Data

Kaospilot uses the collected data for various purposes:

  • To provide and maintain the Service
  • To notify you about changes to our Service
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer care and support
  • To provide analysis or valuable information so that we can improve the Service
  • To monitor the usage of the Service
  • To detect, prevent and address technical issues

 

Transfer Of Data

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

If you are located outside Denmark and choose to provide information to us, please note that we transfer the data, including Personal Data, to Denmark and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Kaospilot will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

 

Disclosure Of Data

Legal Requirements

Kaospilot may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation
  • To protect and defend the rights or property of Kaospilot
  • To prevent or investigate possible wrongdoing in connection with the Service
  • To protect the personal safety of users of the Service or the public
  • To protect against legal liability

 

Security Of Data

The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

 

Service Providers

We may employ third party companies and individuals to facilitate our Service (“Service Providers”), to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

 

Tracking, analytics and advertising

We use Google Tag Manager to load the measurement and marketing tools listed below. Cookies and similar technologies in the statistics and marketing categories are only loaded after you give consent in our cookie banner, which is operated by Cookie Information. You can change or withdraw your consent at any time via the cookie icon in the bottom left corner of any page. Strictly necessary cookies are used to operate the website and the webshop and cannot be switched off.

  • Google Analytics 4. We use Google Analytics 4 to understand how the website is used, which pages are visited, and which channels bring visitors to us. Data is retained for 14 months. We have enabled Google signals, which means that for visitors who are signed in to a Google account and have allowed personalised advertising, Google may combine their visit with information from that account. We use Google Consent Mode, so when you decline, Google receives only aggregated, cookieless signals and no identifiers are stored on your device.
  • Google Ads. We measure which advertisements lead to enquiries and course purchases. When you complete a purchase, we send Google a hashed (irreversibly encoded) version of the email address you used for the order, so that Google can match the purchase to an advertisement click. Google receives the hash, not your email address. This only happens if you have consented to marketing cookies.
  • Meta (Facebook and Instagram). We use the Meta pixel and the Meta Conversions API to measure the effect of our advertising. The Conversions API means that our own server sends information about purchases directly to Meta, including a hashed version of your email address and details of the order. Both the pixel and the server-side transfer are held back until you have consented to marketing cookies.
  • Klaviyo. We use Klaviyo for newsletters and for order confirmations related to our courses. Klaviyo registers which of our emails you open and which links you click, and which pages and products you view on the website after you have consented to marketing cookies.
  • Microsoft Clarity. We use Microsoft Clarity to see how pages are used, in the form of heatmaps and recordings of anonymised sessions, meaning mouse movement, clicks and scrolling. Clarity is only loaded if you have consented to statistics cookies.
  • Source of your visit. Our webshop stores which channel brought you to us on your order, for example a search engine, a newsletter or an advertisement. This is stored on our own systems and is only registered if you have consented to marketing cookies.
  • Typeform. Applications for our education programmes are submitted through Typeform.
  • Payment. Card payments are processed by our payment provider. We do not store your full card number on our own systems.

 

Our suppliers and their roles

Some of our suppliers act as data processors on our instructions and under a data processing agreement. This applies to Klaviyo and to Google Analytics. Others determine the purposes of their own processing and therefore act as independent controllers, or as joint controllers together with us. This applies to Google for Google Ads, to Meta for the pixel and the Conversions API, and to Microsoft for Clarity. For their own processing of your data we refer to their respective privacy policies.

 

Transfers outside the EU and EEA

Google, Meta, Microsoft and Klaviyo are established in the United States. Transfers of personal data to them take place on the basis of their certification under the EU-U.S. Data Privacy Framework. Where a recipient cannot rely on that certification, transfers take place on the basis of the European Commission’s Standard Contractual Clauses.

 

How long we keep the data

Google Analytics data is retained for 14 months. Microsoft Clarity retains session recordings for 30 days, and heatmaps and a small sample of recordings for up to 9 months. Data in Klaviyo is kept until we delete it, and is deleted within 90 days if we close our account. Meta does not publish a single retention period for advertising event data; we refer to Meta’s own privacy policy.

 

Legal basis

For statistics and marketing cookies and the tools listed above, our legal basis is your consent, cf. Article 6(1)(a) of the General Data Protection Regulation and the Danish Executive Order on Cookies. For strictly necessary cookies and for processing your order, our legal basis is the performance of a contract and our legitimate interest in operating the website, cf. Article 6(1)(b) and (f).

 

Links To Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

 

Children’s Privacy

Our Service does not address anyone under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

 

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

 

Your rights and how to contact us

You have the right to access the personal data we hold about you, to have it corrected or erased, to object to or restrict our processing, to receive a copy of your data, and to withdraw any consent you have given. We answer requests within one month, free of charge. We may need to verify your identity before we disclose any data.

To exercise your rights or to ask about this policy, contact us at kaos@kaospilot.dk.

You also have the right to lodge a complaint with the Danish Data Protection Agency: Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, Denmark, dt@datatilsynet.dk, www.datatilsynet.dk.

 
Our online Privacy Policy – for when you register for an online course

At Kaospilot, we give high priority to data security and confidentiality.

This privacy policy applies to the personal information you provide in order to participate in online teaching and seminars, etc. (Designing Learning Spaces online, Become online, Experience Design online, Virtual Journey and Co-Creation online), which Kaospilot holds via the website.

The Privacy Policy sets out the guidelines for Kaospilots way of processing your personal information when participating in Webinars and provides you with the information that you are entitled to receive in accordance with applicable data protection legislation.

1.Data controller and contact information

Kaospilot is data responsible for the personal information you provide in order to participate in online courses, which are held and hosted by Kaospilot via the Website (see point 3 and 5 below):

Kaospilot

Address: Nørreport 20, 8000 Aarhus C

CVR no: DK 26 03 99 40

Mail: kaos@kaospilot.dk

Phone: 86 12 95 22

 

2.Other data controllers, etc.

The online website and related services are operated and owned by Zoom Video Communications, Inc. (‘Zoom’). Zoom will therefore in certain situations act as an independent data controller for the processing of your personal data via the online website, among other things in order to ensure security for the online website, to ensure that the online website works (including in the form of necessary cookies), and to ensure compliance with our website terms of use.

In these cases, we refer to Zoom’s own privacy policy.

Kaospilot is not responsible for Zoom’s processing of personal data as data controller. In other cases, Zoom only processes personal data on behalf of Kaospilot in order to complete the online offers. In these cases, Zoom is the data processor on behalf of Kaospilot (see point 6 below).

3.Types of personal information

The general personal information that Kaospilot collects about you in connection with participation in online offers may include:

  • Username
  • password
  • your name
  • your mail
  • your workplace
  • your job position
  • your picture
  • your voice
  • which Webinar you have participated in
  • any correspondence
  • feedback
  • answering satisfaction surveys.

4.Use of personal information

Kaospilot only collects and processes your personal information for the following purposes:

  • To be able to register your registration for teaching or a seminar.
  • To enter into an agreement with you on participation in online offers, which is a prerequisite for being able to offer the teaching or seminar in question.
  • To create a profile via the website. • Sending service messages.
  • Dispatch of subsequent satisfaction surveys.
  • Compliance with requirements in accordance with applicable legislation.
  • Surveys, statistics and development.
  • Release information to Zoom so that they can enforce their Terms of Use.
  • In order for legal claims to be established, asserted or defended.

 

5.Basis for processing your personal data

Our legal basis for the processing of your general personal data for the above purposes is as follows:

  • In order to fulfill a contract with you for participation in online offers (Article 6 (1) (b) of the Data Protection Regulation).
  • Legitimate interest in being able to share your ordinary personal information with other participants in the online offer (Article 6 (1) (f) of the Data Protection Regulation).
  • Legitimate interest in being able to compile statistics, conduct surveys and improve our own services and products (Article 6 (1) (f) of the Data Protection Regulation).
  • Legitimate interest in being able to issue service notifications when necessary (Article 6 (1) (f) of the Data Protection Regulation).
  • Legitimate interest in being able to send out customer satisfaction surveys in relation to the online offers (Article 6 (1) (f) of the Data Protection Regulation).
  • Legitimate interest in being able to define, defend and enforce legal claims (Article 6 (1) (f) of the Data Protection Regulation and Article 9 (2) (f) of the Data Protection Regulation).

 

6.Transfer of data to data controllers and disclosure of data to other data controllers

In order to fulfill the above purpose, we may provide access to your personal information to third parties who, on the basis of a contractual relationship with Kaospilot, provide relevant services.

These can be, for example, IT suppliers (including Zoom) and email providers, such as Klaviyo and Typeform. Such service providers will only process personal data in accordance with our instructions in accordance with concluded data processor agreements.

If your personal information is transferred to data processors located in non-EU / EEA countries that do not have an adequate level of protection (including Zoom and some of Zoom’s sub-processors), such transfer will be protected by the recipient’s certification under the EU-U.S. Data Privacy Framework, or by the European Commission’s Standard Contractual Clauses where the recipient cannot rely on that certification.

As a rule, your personal information will not be passed on to a third party without your permission. However, in certain circumstances and in accordance with the law, it may be necessary to pass on your personal data to:

  • the police
  • lawyers
  • auditors
  • courts
  • public authorities.

As mentioned above, we further note that some of your personal information will be shared with other persons participating in the online offer.

 

7.Deletion of personal data

We delete your personal information when we no longer need to process it for the fulfillment of one or more of the purposes set out above.

As a rule, your personal information will be deleted 3 years after participating in an online offer. Personal information in the form of audio, video and your voice will, however, be deleted immediately, as the online offers are not recorded.

However, it may be necessary for Kaospilot to process the above personal information for longer to and for other purposes than stated above, all depending on your affiliation with Kaospilot.

 

8.Confidentiality

Participation in the online offers held by Kaospilot will be strictly confidential.

In particular, this means that personal information about the other participants may not be shared with outsiders. At the same time, this confidentiality obligation means that it is strictly forbidden to film and record the online offers, through both programs installed on the computer and with the phone.

 

9.Security

Kaospilot and Zoom have implemented appropriate security measures to protect the quality and integrity of your personal information. Implemented security measures include policies, procedures and recovery plans as well as confidentiality, encryption, firewalls, audits and training of both employees at Kaospilot and Zoom.

 

10.Your rights

  • You have the right to gain insight into the personal information we process about you.
  • You have the right to object to our collection and further processing of your personal data.
  • You have the right to correct and delete your personal data, with certain legal exceptions.
  • You have the right to request us to limit your personal information.
  • In certain circumstances, you may also request to receive a copy of your personal information as well as the transmission of your personal information to another data controller (data portability).
  • You have the right to revoke any consent given.

 

11.The right to withdraw consent

If a treatment is based on your consent, you have the right to withdraw your consent at any time. You can withdraw your consent by contacting us via the contact information listed under “contact information”.

If you choose to withdraw your consent, it does not affect the lawfulness of our processing of your personal data based on your previously given consent up to the time of the withdrawal. Therefore, if you withdraw your consent, it will only take effect from this time.

 

12.Questions and Complaints

If you have questions about this privacy policy or if you wish to complain about the way we process your personal information in relation to the online offers, you are welcome to contact Kaospilot.

Contact us at kaos@kaospilot.dk.

You also have the right to lodge a complaint with the Danish Data Protection Agency, Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, dt@datatilsynet.dk, www.datatilsynet.dk.

13.Changes to the Privacy Policy

We reserve the right to make changes to this Privacy Policy from time to time. In the event of changes, the date at the top of the Privacy Policy will be changed. In the event of significant changes, you will be notified by email.