Privacy in the Flex Media Client Portal

1. Data controller

The data controller for the portal is:

• Flex Media, CVR 25857682
• Telegade 1, 1. sal, 2630 Taastrup, Denmark
• info@flex-media.dk · +45 48 17 66 66

2. What information the portal processes

The portal's customer login statistics do not store IP addresses, devices, browsers, locations, page views or time spent. The portal contains no marketing or statistics tracking.

• Account and contact details: name, work email, company, and your access role and status.
• Authentication data needed for secure sign-in. Your password is handled by the provider that operates sign-in, and Flex Media cannot read your password in plain text. A session is also stored in your browser so you can stay signed in.
• A privacy-minimal login aggregate: first login, last login and total number of logins.
• Project, task and meeting information shown from Flex Media's project systems, to the extent it contains personal data (for example names in tasks, or meeting participants).
• The content of messages you choose to send through a note, feedback or “write to your project manager”. These are sent to Flex Media as ordinary email — the portal keeps no conversation history.

3. Purposes and legal basis

The processing relies on GDPR Article 6(1)(f): Flex Media's legitimate interests in operating and securing the portal, managing customer access and serving our customers. We do not ask for consent, and there is no consent checkbox. You can always object to the processing — see the section on your rights.

• Providing and securing access to the portal.
• Showing your company's project information and administering authorised users.
• Documenting basic use and troubleshooting access problems.
• Answering messages you send yourself.

4. Where the information comes from

• Account and access details: from your employer or customer contact, or from Flex Media.
• Login aggregates: from your own use of the sign-in form.
• Project and meeting information: from Flex Media's connected project and calendar systems.
• Message content: from you, when you send a message.

5. Sharing and processors

These providers act as processors on Flex Media's instructions. Where information is transferred to countries outside the EU/EEA, the lawful transfer safeguards required are used. Flex Media's personal data policy contains broader general information about Flex Media's processing of personal data and the processors it uses.

• Providers of hosting, database and authentication.
• The email delivery provider.
• Providers of the connected project and calendar systems that supply the content shown in the portal.

6. Retention

The login aggregate is not calculated backwards in time: counting starts only from the moment the feature was put into operation.

• Account and access data is kept while your access is needed.
• The login aggregate exists while the portal account exists, and is deleted when that user is removed.
• The portal keeps no separate message conversation history; sent email follows Flex Media's ordinary customer and email retention.
• Provider security and operational logs may follow those providers' limited retention periods where necessary.

7. Necessary storage and cookies

The portal uses only the browser storage strictly necessary to keep you securely signed in. There is no marketing or statistics tracking, and therefore no cookie banner.

8. Your rights

Write to info@flex-media.dk to exercise your rights. You can also complain to Datatilsynet.

• Access to the information we process about you.
• Correction of inaccurate information.
• Deletion where the conditions are met.
• Restriction of processing.
• Objection to processing based on legitimate interests.
• Data portability where the rules provide for it.

Datatilsynet (the Danish Data Protection Agency)(opens in a new window)

9. Flex Media's general personal data policy

This page covers the client portal only. Flex Media's general information about the processing of personal data is in its personal data policy.

Flex Media's personal data policy(opens in a new window)