Privacy and Cookie Policy

This Privacy and Cookie Policy explains how SAM System A/S processes personal data when you visit our website www.sam-system.com, use our services, or contact us. We prioritise data protection and comply with the GDPR as well as the Danish cookie regulations.

1. Data Controller

SAM System A/S
A.C. Illums Vej 31
8600 Silkeborg, Denmark
CVR: 14603506

Tel.: +45 87 98 11 00
E-mail: pj@sam-system.com

2. Purposes of Processing

2.1. Operation and optimisation of the website
We process data to ensure proper functionality and improve the user experience on the website, including:
• Technical operation
• Security monitoring
• Statistics and analysis of visitor behaviour (only with consent)

2.2. Enquiries and customer communication
When you contact us via form, email, or phone, we process your data in order to:
• Respond to enquiries
• Send materials
• Provide technical support
• Prepare quotations

2.3. Customer and supplier relationships
In B2B cooperation, we process data in order to:
• Manage contracts
• Perform invoicing
• Ensure ongoing communication

2.4. Compliance with legislation
We process data to comply with legal obligations, including:
• The Danish Bookkeeping Act
• Documentation requirements
• IT security and compliance

3. Categories of Personal Data

3.1. When visiting the website
• IP address
• Browser and device information
• Technical data
• Cookies (see cookie section)
Authorities state that cookies and similar technologies frequently register IP addresses, device IDs, browser data etc., which are considered personal data.

3.2. When you contact us
• Name
• Email address
• Phone number
• Company name
• Any information you provide in your message

3.3. In customer relationships
• Contact persons’ names, email, phone
• Order and cooperation data

4. Legal Basis (GDPR Article 6)

We process data on the following legal bases:
• Consent – cookies, analytics tools, and any future newsletters
• Contract – when processing is necessary to provide products or services
• Legitimate interest – security, operations, fraud prevention, statistics (only if anonymised or based on consent), system improvements
• Legal obligation – bookkeeping, documentation, and compliance with legal requirements

5. Use of reCAPTCHA

We use Google reCAPTCHA to prevent spam and misuse of contact forms.
This may involve processing of:
• IP address
• Browser information
• Behavioural data (e.g., cursor and interaction data)
From 2 April 2026, Google acts solely as a data processor on our behalf.
Since reCAPTCHA is a third country service, we ensure data transfer via:
• EU Standard Contractual Clauses (SCC)
• Supplementary security measures

6. Retention Periods

• Contact form submissions: Up to 12 months
• Customer and supplier data: Up to 5 years (Bookkeeping Act)
• Cookies: According to the duration listed in the cookie declaration

 7. Recipients and Data Processors

We only share data with trusted partners, including:
• Hosting and IT providers
• Cookie Information (cookie management and documentation)
• Analytics and security services (e.g., Google for reCAPTCHA)
We never disclose personal data to third parties for marketing purposes.

8.  Transfer to Third Countries

For transfers outside the EU/EEA (e.g., Google), we use:
• EU Standard Contractual Clauses (SCC)
• Technical and organisational security measures

9. Security

We protect your data through:
• Access control
• Encryption
• Logging
• Ongoing security updates
• Data protection procedures

10. Your Rights

You have the right to:
• Access
• Rectification
• Erasure
• Restriction
• Objection
• Data portability
• Withdraw consent (e.g., cookies)

11. Cookies

We use cookies for:
• Necessary functions (no consent required)
• Statistics (requires consent)
• Functionality (requires consent)
This follows Danish regulations, where statistical and other non essential cookies may only be set after informed and active consent.

Cookie declaration
A full list of cookies, purposes, providers, and durations can be found in our cookie declaration, always accessible via the cookie banner.

12. Contact and Complaints

Questions regarding this policy can be sent to:
pj@sam-system.com
You may also file a complaint with:
The Danish Data Protection Agency
www.datatilsynet.dk
Last updated March 2026