Privacy Policy

Last Updated: January 1, 2026

Hvacon Force Systems A/S ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website hvaconforcesystems.help or engage with our services.

1. Information We Collect

1.1 Personal Information You Provide

We may collect personal information that you voluntarily provide when you:

• Fill out contact forms or lead generation forms on our website
• Request a quote or consultation
• Subscribe to our newsletter or communications
• Communicate with us via email, phone, or other channels

This information may include:

• Full name
• Email address
• Phone number
• Company name and position
• Project requirements and inquiries
• Any other information you choose to provide

1.2 Information Automatically Collected

When you visit our website, we may automatically collect certain information, including:

• IP address and geographic location
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Device information

1.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. For detailed information about our use of cookies, please see our Cookie Policy.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To respond to your inquiries, provide quotes, and deliver our HVAC services
• Communication: To communicate with you about your projects, services, and support
• Website Improvement: To analyze website usage and improve our online presence
• Marketing: To send you relevant information about our services (with your consent)
• Legal Compliance: To comply with legal obligations and protect our rights
• Security: To detect and prevent fraud, abuse, and security issues

3. Legal Basis for Processing (GDPR)

For individuals in the European Economic Area (EEA), we process your personal data based on:

• Consent: When you have given explicit consent for specific purposes
• Contract Performance: When processing is necessary to provide services you requested
• Legitimate Interests: When we have a legitimate business interest that does not override your rights
• Legal Obligation: When we are required by law to process your data

4. Who Has Access to Your Information

4.1 Internal Access

Access to your personal information is limited to employees and authorized personnel who need it to perform their job functions, such as sales, engineering, and customer service teams.

4.2 Third-Party Service Providers

We may share your information with third-party service providers who assist us with:

• Email delivery and form processing (Formsubmit.co)
• Website hosting and analytics
• Customer relationship management
• Professional services (legal, accounting, etc.)

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government request.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Data processing agreements with third parties
• Compliance with applicable data protection laws

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including:

• Active client relationships: Duration of the relationship plus 7 years
• Sales inquiries: 3 years from last contact
• Website analytics: 26 months
• Legal compliance: As required by applicable laws

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Restriction: Request limitation of processing in certain circumstances
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent where processing is based on consent

8. How to Request Data Deletion

To request deletion of your personal data, please contact us using the information provided below. We will respond to your request within 30 days. Please note that:

• We may need to verify your identity before processing your request
• Certain data may be retained for legal or legitimate business purposes
• Deletion requests may affect our ability to provide services to you

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (HTTPS)
• Secure server infrastructure
• Access controls and authentication
• Regular security assessments

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

12. Contact Information

For questions about this Privacy Policy or our data practices, please contact us:

Data Controller: Hvacon Force Systems A/S
Address: Kignæsskrænten 3, 3630 Jægerspris, Denmark
Email: contact@hvaconforcesystems.help
Phone: +4547315595

13. Supervisory Authority

If you are not satisfied with our response to a privacy concern, you have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet):

Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
Denmark
Website: www.datatilsynet.dk