Fillform Privacy Policy

Fillform’s Privacy Policy outlines how we collect, process, and share your personal data.

In addition to this Privacy Policy, we provide data and privacy information embedded in our products/services and certain features that ask to use your personal information. Such product-specific information is accompanied by our Data & Privacy Icon. You will be given an opportunity to review such product-specific information before enabling these features. You can also view this information at any time in the Settings related to those features and/or online at: fillform.dk.

Please take a moment to familiarize yourself with our privacy practices via the table of contents below and contact us if you have any questions.

  • Personal Data at Fillform
  • Your Privacy Rights at Fillform
  • Personal Data Fillform Collects from You
  • Personal Data Fillform Receives from Other Sources
  • Fillform’s Use of Personal Data
  • Fillform’s Sharing of Personal Data
  • Protection of Personal Data at Fillform
  • Children and Personal Data
  • Cookies and Other Technologies
  • Transfer of Personal Data Between Countries
  • Our Commitment to Privacy
  • Questions on Privacy

Personal Data at Fillform

At Fillform, we strongly believe in fundamental privacy rights and that those rights should apply no matter where you live. Therefore, we treat any data that relates to an identified or identifiable individual as "personal data," no matter where the individual lives. This means that data directly identifying you (e.g., your name), or data that can reasonably be used to identify you (e.g., your address), is considered personal data.

This Privacy Policy covers how Fillform or a Fillform-affiliated company handles personal data whether you interact with us on our website, through our app, or in person. Fillform may also link to third-party resources on our website or in our Service. Fillform’s Privacy Policy does not apply to how third parties define personal data or how they use it. We encourage you to read their privacy policies before interacting with them.

Your Privacy Rights at Fillform

At Fillform, we respect your ability to know, access, correct, transfer, restrict the processing of, and delete your personal data. We provide these rights to customers worldwide. If you choose to exercise these rights, you have the right not to be treated in a discriminatory way. Fillform does not sell, share, or otherwise transfer your data to any third party unless we are legally obligated to do so.

To exercise your privacy rights and choices, visit the privacy settings at: fillform.dk. You will be asked to sign in and verify your identity.

There may be situations where we cannot grant your request, such as when we're legally obligated to retain certain data or if the request undermines security measures.

Personal Data Fillform Collects from You

At Fillform, we strive to collect only the personal data that we need. The personal data Fillform collects depends on how you interact with us. This data may include:

When you create an Account, place an order for our Service and/or purchase additional Authorized Users for your unique instance of our Service, contact us, participate in an online survey or otherwise interact with Fillform we may collect different information, including.

  • Account Information: Your Fillform Account ID and related account details, including email address, devices registered, account status, and age.
  • Device Information: Information about your device, such as browser type.
  • Contact Information: Data such as name, email address, physical address, phone number, or other contact details.
  • Payment Information: Billing address and payment method.
  • Transaction Information: Data about your purchases.
  • Fraud Prevention Information: Data used to help identify and prevent fraud.
  • Usage Data: Data on your activity within our Service.
  • Geo Location Information: Location tracking to verify authorized usage.
  • Health Care Professional ID: In certain jurisdictions, we may ask for health care professional ID (i.e., Doctor authorization number).
  • Other Information: Details such as content of communications with Fillform.

You are not required to provide all personal data, but in some cases, without it, we may be unable to provide our Service or respond to requests.

Personal Data Fillform Receives from Other Sources

Fillform may receive data about you from third parties, such as hospitals or clinics inviting you to join a “cluster” as an Authorized User, or scientific studies facilitated through our Service.

  • Other legal entities: Fillform may collect data about you from other legal entities i.e. a hospital or clinic inviting you to joing the "cluster" as an Authorized User
  • Scientific studies: Fillform may collect data about you when participating in scientific studies facilitated through our Service.

For research and development purposes, we may collect usage information that could be associated with identiffiable person. When using such data for research and development we do not attempt identify individuals who appear therein.

Fillform’s Use of Personal Data

Fillform uses personal data to improve our Service, to process your transactions, to communicate with you, for security and fraud prevention purposes, and to comply with law. We may also use personal data for other purposes with your consent. Unless otherwise defined herein, the terms used in this Privacy Policy have the same meanings as in our Terms of Service.

Fillform uses your personal data only when we have a valid legal basis to do so. Depending on the circumstance, Fillform may rely on your consent or the fact that the processing is necessary to fulfill a contract with you, protect your vital interests or those of other persons, or to comply with applicable law. We may also process your personal data where we believe it is in our legitimate interests, taking into consideration your interests, rights, and expectations. If you have questions about the legal basis, you can contact our Data Protection Officer at: fillform.dk Improve Our Services. Fillform collects personal data necessary to run and improve our Service, which may include personal data collected to personalize the Service instance, data for internal purposes such as auditing and analysis, or for troubleshooting. For example, when you request access to an image string through the Portal, we collect data to verify your permissions, to provide you with the requested content and potentially suggest related strings based on your permissions

  • Transactions: To process your transactions, Fillform must collect data such as your name, purchase, and payment information.
  • Communicate with You: To respond to communications, reach out to you about your account or transactions, market add-on services or new features, provide other relevant information, or request feedback. From time to time, we may use your personal data to send important notices, such as account status or changes, changes to our terms and conditions, and policies. Since this information is important to your interaction with Fillform, you may not opt out of receiving these important notices.
  • Security and Fraud Prevention: To protect individuals, employees, and Fillform, from and against loss, fraud, potentially illegal content.
  • Comply with Law: To comply with applicable law - for example, to satisfy tax or reporting obligations, or to comply with a lawful governmental request.

Fillform retains personal data only for so long as necessary to fulfill the purposes for which it was collected, including as described in this Privacy Policy or in our Service, or as required by law. We will retain your personal data for the period necessary to fulfill the purposes outlined in this Privacy Policy. When assessing retention periods, we carefully examine whether it is necessary to retain the personal data collected and, if retention is required, work to retain the personal data for the shortest possible time permissible under law.

Fillform does not make use of algorithms or automatic profiling to make any decision that would affect you or anyone else

Fillform’s Sharing of Personal Data

Fillform may share personal data with service providers who act on our behalf, or others at your direction. Fillform does not share personal data with any third party for their marketing purposes or otherwise, unless explicitly obligated to by law.

  • Service Providers: Fillform may engage third parties to act as our service providers and perform certain tasks on our behalf, such as delivering add-on services to customers. Fillform service providers are obligated to handle personal data consistent with this Privacy Policy and in accordance with our instructions. They cannot use the personal data we share for their own purposes and must delete or return the personal data once they have fulfilled our request.
  • Others:Fillform may share personal data with others at your direction or with your consent, such as when you join a new cluster - a Hospital or Clinic – your account information will be connected with an Authorized User of that cluster. We may also disclose information about you if we determine that for purposes of law enforcement, or other issues of public importance, disclosure is necessary or appropriate. We may also disclose information about you where there is a lawful basis for doing so, if we determine that disclosure is reasonably necessary to enforce our terms and conditions or to protect our operations or users, or in the event of a merger, or sale.

When you subscribe to our Service, we create an Account with an Account ID that is unique to you. The Account ID may be used to provide our developers with information about your country of residence, language settings, cluster affiliation, and information on usage patterns in order to continually improve the performance and quality of our Service. If you cancel your subscription the Account ID will reset after 6 months (180 days).

Protection of Personal Data at Fillform

At Fillform, we believe that privacy rests on great security. We use administrative, technical, and physical security measures to protect your personal data, taking into account the type of the personal data, the processing activities, and potential threats. We continuously work to improve on these security measures to help keep your personal data safe and secure

Children and Personal Data

Fillform is well aware of the importance of safeguarding the personal data of children. We consider children to be individuals under the age of 18 as this is the legal age in most countries or jurisdictions. Therefore Fillform has implemented additional processes and procedures to help keep children's personal data safe and secure. To subscribe to or access our Service you must be 18 years of age. For personal information about a child to be entered into our Service parental or legal guardian approval is a prerequisite.

Parent or legal guardian. To use our Service to process data on a child, freely given consent from a parent or legal guardian must be obtained. Creating records or processing of data simply cannot take place unless such parental acceptance has been obtained.

If we learn that a child's personal data has been collected without appropriate parental authorization, it will be deleted without notice as soon as possible. To exercise privacy rights for your child's information, please contact us at: fillform.dk

Cookies and Other Technologies

Fillform’s website, our Service, email messages, and advertisements may use “cookies” and other technologies such as pixel tags and web beacons. These technologies help us to better understand user behavior, and allow us to measure the performance of our website, messaging and advertisements. We may also use such technologies for security and fraud prevention purposes.

Types of Cookies:

  • Communications Cookies: These cookies are used to enable network traffic to and from Fillform’s Service, helping us detect any errors
  • Session Cookies: Operate our Service.
  • Strictly Necessary Cookies: These cookies are used to provide specific features that you have accessed or requested. For example, they allow us to display our Service in the proper language based on your preference, and to verify and authenticate transactions
  • Other Cookies: These cookies are used to understand how visitors interact with our website and our Service, helping us to assess the effectiveness of advertisements and web searches. Fillform also uses cookies to remember choices you make while browsing, to give you a more customized experience.

If you prefer that Fillform not use cookies, we provide you with the option to disable their use. If you want to disable cookies this can be done in your web-browser privacy settings. Please note howeve that some features may not be available if you disable all cookies. In addition to cookies, Fillform uses other technologies to help us achieve similar objectives.

In some email messages we provide a “click-through URL” that links you to content on our website. When you click one of these URLs, they pass through a separate server before arriving at the destination page on our website. We track this click-through to help us determine topical interest and measure the effectiveness of our communication. If you prefer not to be tracked in this way, you should not click text or graphic links in email messages.

Pixel tags enable us to send email messages in a format that you can read, and they tell us whether a mail has been opened or not. We may use this data to reduce or eliminate messages sent to our customer

Generally Fillform treats data collected using cookies and similar technologies as nonpersonal data. However, IP addresses or similar identifiers are treated as personal data pursuant to applicable law.

Transfer of Personal Data Between Countries

Fillform’s Service is intended for worldwide use. To make that possible we make use of availability zones in different regions, making sure that your personal data and any data entered into the Service is processed and stored locally.

Fillform’s Service is intended for worldwide use. To make that possible, your personal data may be transferred to or accessed from entities around the world. Fillform complies with laws on transfer of personal data between countries to help ensure that your data is kept safe and secure, wherever it is. All personal data transfer is controlled by Fillform in Denmark.

Our Commitment to Privacy

To make sure your personal data is secure, we communicate our privacy and security guidelines to Fillform employees and strictly enforce processing guidelines and procedures.

Questions on Privacy

Should you have questions about Fillform’s Privacy Policy, our practices, or if you would like to contact our Data Protection Officer, you can do so at: fillform.dk

We take privacy very serious and yours in particular. A small dedicated team will review your inquiry and determine how we may best respond to your questions or concerns. In most cases, all substantive inquiries can expect a response within seven working days. In other cases, we may require additional information from you, or inform you that we need more time to respond.

Where your request or complaint indicates potential improvement in our privacy practices, we will seek to implement such improvements at the next reasonable opportunity. In the event that a privacy issue has resulted in a negative impact on you or another person, we will take steps to address that with you or that other person.

If you have questions about Fillform’s Privacy Policy, you can contact our Data Protection Officer at: fillform.dk. We take privacy seriously, and our dedicated team will respond to inquiries within seven business days. For unresolved concerns, you may contact Denmark's data protection authority: Datatilsynet.

When there are material changes to this Privacy Policy, we will post a notice on our website at least a week in advance and directly contact you if applicable.