Privacy Policy

Your Data

At Includio, we are committed to safeguarding your privacy, integrity, and the security of our customers, broadcasters, streaming partners, suppliers, and employees’ information, including personal data.

Your privacy is important to us. We comply with the EU General Data Protection Regulation (GDPR) and the Data Protection Act.

This policy explains what information we collect, how we use it, and the rights you have.

Purpose and Legal Basis

We only collect and process the personal data necessary for:

• Managing enquiries from potential customers
• Delivering our accessibility services (audio description, captions, dubbing, sign language)
• Handling relevant projects, communication, and service delivery
• Customer service and support
• Invoicing and financial administration
• Improving our products and services
• Recruitment and employment processes

Our legal basis is: fulfilling agreements, legal obligations, and our legitimate interest in running and improving our business.

CRM and Customer Data

In our CRM and accounting systems, we register customer data, enquiries, orders, and communication. This information is only used to manage our business relationship with you.

Third Parties

We only share personal information with third parties when necessary for service delivery, compliance, or legal reasons. For example:

• Other companies within the Arnsbo Group (our parent company)
• Service providers (e.g. IT, hosting, analytics)

All third parties only receive the information strictly necessary for the agreed purpose.

International Transfers

Data is stored on servers within the EU.
In some cases, limited personal information may be accessed by staff or partners outside the EU, but always under GDPR-compliant agreements and safeguards.

Data Retention

We only keep personal data as long as necessary.

• For contractual and invoicing purposes: minimum 5 years (as required by EU tax law).
• For other purposes: until the data is no longer relevant.

You can always request deletion of your data (see “Your Rights”).

Your Rights

As a customer, applicant, or website user, you have the right to:

• Request information about what personal data we process
• Correct or update incorrect data
• Request deletion of data we no longer have a legal basis to store
• Withdraw consent at any time (if processing is based on consent)
• Object to certain processing
• Transfer your data (data portability)

To exercise your rights, contact us at: hello@includio.com

Cookies

Our website uses cookies to improve functionality and collect anonymised analytics.

• Necessary cookies: to make the website work.
• Analytics cookies: e.g. Google Analytics, to understand site usage.
• Media cookies: if we embed videos (e.g. Vimeo, YouTube).

You can delete or block cookies at any time in your browser settings.

Security

We protect your data with encryption, secure servers, firewalls, and internal policies.
Sensitive data is transmitted via TLS/SSL encryption (https://).

If a data breach occurs with a high risk to your privacy, we will notify affected users as soon as possible.

Contact

If you have questions about this policy or your data, please contact us:

hello@includio.com
Includio, Jens Baggesens Vej 47, 8200 Aarhus, Denmark

If you are unsatisfied with our response, you may file a complaint with your local Data Protection Authority.

Published: September 2025

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