Privacy Policy
Privacy Policy
1. Introduction
The EcoMobility Group is committed to the protection of personal data belonging to all our customers. The services we offer to our customers are created and developed with data privacy as a foundation stone of our services. As an example, users will see their own personal data, which is not visible to other users in the system.
EcoMobility Group includes the parent company, EcoMobility Group ApS, and its subsidiaries. All references to “we”, “us” and “our” refer to the companies within the EcoMobility Group.
This privacy policy describes the information we may collect and process about you if you are a customer or affiliated with one of our customers, if you are a user of our services, if you are a partner or supplier, if you have subscribed to our newsletters, web forms or requested information from us, if you have visited our website or applied for an employment position within the EcoMobility Group. All of the above are collectively referred to as the “Data Subjects”.
2. The data we collect
2.1. Customer data
When you enter into a customer contract with us, we may collect the following data about you:
- The customer’s name and business register number
- Phone number, e-mail address and postal address to the customer
- Information on customer’s contact person(s) (name, e-mail and phone number)
- Information on customer’s administrator user(s) (name, e-mail address and phone number)
- Payment details
This information is collected to fulfil the contract with the customer and is stored throughout the contract period in order for us to manage the customer relationship and to provide support services.
We may retain some information beyond the contract period for the following reasons:
- Accounting; as we may, under national law, be obliged to keep accounts for a given number of years.
- Claim outstanding debts; if you still owe us money after the subscription period has expired.
- Defend legal claims if there is a dispute regarding the terms of the customer contract.
2.2. Data related to the use of our services
Upon providing our services the customer can connect, track, and monitor assets from one interface. The processing of personal data is required in order to provide our services, whereupon we do only process personal data on behalf of the customer and in accordance with the customer’s instructions. Our customers are in control of the data we process on their behalf, and on this basis, we have the role of a data processor, and the customer is the data controller.
The data we process will depend on which services are included in the customer contract, and the instructions given by the customer and the adjustments made by the customer and end-user in the user interface.
Upon providing our services we may process the following personal data:
The type of personal data to be processed
Depending on services included in the Customer Contract / Order Form, the Supplier might process the following data that can be considered personal:
Information about users, optionally provided by the Customer, such as Name, Address, Mobile, E-mail, Job title, Employee number, Tax zone, Bank account number, Department.
Information about vehicles, optionally provided by the Customer, such as Registration number, Make, Model, First-time registered date, Emissions data, Vehicle group, Colour, Vehicle name, Vehicle type, Fuel type, Vehicle category, Assigned driver, Initial and corrected mileage readings, Leasing details (Leasing company, Contract number, Contract start date, Mileage limit, Leasing agreement duration, Mileage reading at the start of the leasing period), Insurance details (Insurance company, Contract number, Contract start date, Mileage limit, Insurance agreement duration, Mileage reading at the start of the insurance), Servicing details (Date of last service, Mileage at last service, Service interval by distance driven, Service interval by time, E-mail address on who to notify and who has been notified)
Information about equipment, optionally provided by the Customer, such as Make, Model, Name, Serial nr, Registration number, Department, Tags, Operating hours at last service, Service intervals, Inspection details (Last inspection date, Inspection interval, Inspection notes), E-mail address on who to notify and who has been notified)
Data provided by hardware or created from hardware data, such as Location, Engine on and off, Trip start and stop location, Trip start and stop address, Trip start and stop date and time, Current speed, Current direction, Raw Accelerometer data to build driving behaviour score and detect driving events (Rapid acceleration, Hard breaking, Harsh turning, Idling), Hardware diagnostic such as GPS satellites in view, installation angle, Operating hours.
User profile information such as Username, Password, E-mail, Mobile number, and language preference.
Logging of software usage such as what the user clicks on, sequence of clicks, statistics and analysis data including IP address.
The categories of data subjects
Customers, Customers’ employees, or others using our services.
We store the data for as long as the customer instructs us to, or until the customer fully terminates. The customer solely decides how long it is necessary to keep the data, and our liability is limited to complying with the customer’s instructions.
The customer’s administrator and a user may request for deletion of data, where the customer is the Data Controller, in the user interface and may also request for additional deletion by contacting our Group Data Protection Officer in cases where EcoMobility is Data Controller.
2.3. Partners and suppliers
We process personal data about partners and suppliers for the purposes of fulfilling the contract. The personal information being processed are names, phone numbers, addresses, e-mail addresses and invoice information.
This information will be stored during the contract period. Moreover, in order to facilitate potential future contact and cooperation, we retain records of current, previous and potential partners and suppliers for 5 years, on the basis of legitimate interest. We will however delete all data upon request.
2.4. Newsletter subscribers / Web Forms and information requests
If you contact us or subscribe to our newsletter, we will collect the following data:
- Newsletter: E-mail address, name and role, in order to send newsletters
- Contact by e-mail: E-mail address and the e-mail correspondence, in order to reply to your request
- Contact by phone: Phone number, name and a summary of the corresponding in writing, in order to reply to your We also record phone calls for security and training purposes, on incoming calls based on active consent from the incoming caller.
We need your consent in order to sign you up for our newsletters. You can withdraw your consent at any time, in which case we will delete your e-mail from the e-mail list and stop sending you newsletters.
If you are a customer, we reserve the right to keep the e-mail and phone correspondence as long as you are an active customer in order to provide the best customer care possible, and for one year following the end of the customer relationship in case there is a need for further contact. In addition, the information may also be retained for handling complaints and for the purposes of handling an ongoing legal claim. You can send us a request to delete all correspondence. We will then process your request. If we decide to keep your data, we will inform you of the reasoning behind such decision without undue delay.
All customers of the EcoMobility Group will receive transactional emails, also if unsubscribed to our newsletters. A transactional email can be a notification of a privacy breach, change in terms and conditions and similar information. This is information EcoMobility by law need to inform existing customers about.
2.5. Website visitors
Cookies are small text files that are stored on your computer, phone, tablet, or any other device you may use to access our website. We use cookies on our websites delivered by Google Analytics, HubSpot, Hotjar, Lead Forensics and similar tools to analyse how you use our website (which pages you visit, what links you click on and the time and duration of your visit). In addition, we use cookies from Google Ads, Facebook and other advertisement providers in order measure the effects of our marketing efforts. Finally, we use cookies from providers such as HubSpot, XXXX and XXX Services for enabling the use of chat tools.
Cookies are set to expire no later than one year after you last visited the website. You may delete all our cookies in the “Settings” menu of your browser. Our cookies may also be disabled by visiting the following link: https://tools.google.com/dlpage/gaoptout
We collect and store information provided by you when you submit any of our lead forms. Such data will be stored for a period of up to three years. You may at any time request your information to be deleted.
2.6. Recruitment
If you apply for a position within the EcoMobility Group we will collect and process your application, CV, certificates, and references as well as personal details such as name, e-mail address and phone number. The basis of our processing of this personal data is your consent which is freely given by you during the application process. We will keep such data for 12 months following the end of the recruitment process to consider you for upcoming positions. You can withdraw your consent at any time.
3. Security measures
We have implemented a number of security measures to be able to process data in a safe manner (which protects your personal data from loss and unauthorised access, copying, use, modification or disclosure), such as:
- We follow best practice with information security management system standards.
- Customer data is encrypted both in transit and “at rest”.
- We utilise network segmentation in all our production environments.
- All infrastructure is kept up to date with the latest security patches released by our vendors.
- We use a widely used method of access control called the principle of least privilege (PoLP) to ensure that our infrastructure stays secure.
You can find more detailed information on the security measures here
4. Recipients of personal data and the use of sub-processors
We will not disclose your personal information to third parties unless it is required or permitted under the applicable privacy legislation, e.g., we are instructed to do so by the customer or by using an approved sub-processor.
When we share personal data with a sub-processor, we require that the sub-processor enters into a data processor agreement with us in compliance with the General Data Protection Regulation (GDPR). Current sub-processors appear on the list found here: We use a few sub-processors outside the European Economic Area (EEA) where European Standard Contract Clauses (SCCs) are used as a basis for transfer.
5. Your rights as a data subject
5.1. Right to access, correction, deletion, and portability
As a data subject, you may request:
- access to all personal data we have stored about you,
- correction of any errors in the personal data we have stored about you,
- deletion of your personal data, and
- receipt of your personal data and transfer to another controller (data portability)
Your right to access the personal data is not absolute, as law or regulations may allow or require us to refuse to provide some of the personal data.
To provide the best service, it is important that the personal data in our records is correct. Please keep us informed if your personal data happens to change or for other reasons is incorrect.
The right to deletion is not absolute, as law or regulations may allow or require us to refuse to delete some of the personal data. For example, instead of deletion of personal data, we may make the data anonymous so it cannot be associated with or tracked back to you.
If the processing is based on legitimate interest, you may in addition object to the processing and request for restriction of the processing.
5.2. Where to file a request
Both the customer and the customer’s employees (or other users of our services) may exercise the above-mentioned rights by logging in to the user interface, where you will find most of the data we have stored about you and have the ability to make corrections and request deletion.
As we process data on behalf of our customer upon performing our services, any request on extended access, corrections or deletion, which cannot be made in the user interface, must be submitted to us by our customer. If you use our services on the basis of an employment or other affiliation with our customer, you must contact the relevant person in the company, who can make the necessary decisions, including submitting a request to us.
To exercise the above-mentioned rights related to personal data, which is not stored in the user interface, please contact our Group Data Protection Officer, see section 7. We will take the necessary steps to confirm the data subject’s identity before providing any information regarding personal data.
6. Changes to our privacy policy
We may update this privacy policy from time to time. This is at all times applicable and an updated privacy policy is available here.
7. Data Protection Officer
If you have any inquiries regarding this privacy policy, concerns regarding how we manage your personal data or wish to file a complaint, please contact our Group Data Protection Officer at dpo@ecomobility.com
8. Complaints
If you have any concerns about how we process your personal data, you are welcome to file a complaint to the relevant data protection authority in your country. In addition, you can file a complaint with EcoMobility Group at
