Last updated: 08.07.2025

This policy applies to customers of Pindena AS and does not apply to third parties such as event participants.

The company responsible for collecting and processing your personal data is Pindena AS, org. no. 999 183 719. You can contact Pindena at gdpr@pindena.no.
The Information Security Officer and Data Protection Officer for Pindena AS is Heidi Martens-Lea.

You have the right to request access to the data we store about you at any time, or to exercise your right to block or delete that data. If you are a participant, please contact the event organiser directly to request access.

In the event of a change in the company — such as a merger, reorganisation, sale, dissolution or similar — personal data for leads and users may be part of the transferred assets. System administrators will be notified if this occurs.

When and where do we collect personal data?

• Support requests are logged in HelpScout.
• Important enquiries and course registrations are logged in OnePage CRM.
• Sales enquiries and website form submissions are logged in OnePage CRM.
• New customers are registered via an order confirmation form in Pindena. This information is stored in the accounting system Tripletex and in OnePage CRM.

What information do we collect from our customers?

• When a new customer account is created, we store the information provided in the order form.
• We collect the email address and name of the system administrator from the system to send important updates.
• We collect the email addresses and names of users to send important information and relevant news.
• We retrieve the number of users, last login, and the number of activities a user has created.
• The number of SMS messages is collected so that we can invoice accordingly.
• IP addresses of our users are stored for 14 days.
• For support and other enquiries, we store the information the customer provides: name, company email and phone number.
• If users register for a course, we store the information they provide: name, company, email and phone number.

What about information submitted by participants?

• Our customers design their registration forms as they see fit and collect information they consider necessary.
• Pindena does not use the information collected from participants. Customers are required to comply with data protection laws and to act responsibly and lawfully when collecting personal data.
• Pindena AS processes this personal data by storing it in the system, which means it is also held on databases on servers in Oslo or Stockholm.
• Pindena AS does not forward personal data to third parties, except for processing covered under the Data Processing Agreement between Pindena and the customer.

How do we use this information?

Information received through our forms or enquiries is generally used to:

• Communicate with the customer
• Send updates about important system changes
• Send invitations to our courses
• Issue invoices from our accounting system

Pindena does not use information collected by our customers.
Pindena may share user and company information with our parent, subsidiary and/or other affiliated companies for purposes consistent with this privacy policy. This helps us deliver, operate and improve the system.

Pindena’s website

• Collects cookies
• Collects information submitted through our forms
• Gathers statistics using “heatmaps” via Microsoft Clarity to improve our websites and user experience

Pindena Innsjekk app

• May register participants as checked in for an activity.
• Displays limited participant information: name, email, phone number, status, payment status and attendance.
• Text cannot be edited or copied.
• Uses the phone’s camera to scan the participant’s QR code.
• May use the flashlight to illuminate the QR code when scanning.
• Requires full network access to send information to the registration system.
• Stores login information until the user logs out

Pindena support AI assistant (CoreAI)

• The AI assistant is only trained on Pindena’s website and help pages. It cannot answer anything about a specific event or participant, as it does not have access to such information.
• Users are responsible for the questions they ask, and must accept the terms of use before using the assistant.
• Questions are stored in a portal that Pindena can access. We cannot see who asked the questions, IP addresses, or any identifying information — only the question itself.
• Questions are stored by CoreTrek on AWS Cloud servers located in Stockholm.
• CoreAI is a paid AI service, and submitted questions are never used for training.
• The AI assistant can be deactivated for the entire site if required. The system owner must contact support for this.