Privacy policy
This English text is a translation for convenience. The Danish version prevails.
In short: we process only the data needed to run your knowledge base, only in the EU, and we don't sell or share data. The website uses no cookies and no tracking.
1. Who we are
Sjøbeck Digital, CVR 34358702, Høsten Teglværksvej 23, 4690 Haslev, Denmark. Privacy contact: privacy@wikiaio.eu.
2. Two roles
- Content in a workspace (pages, files, questions and answers, users) is processed by us as a processor for the customer, who is the controller. This is governed by the data processing agreement. Questions about your data in an organisation's knowledge base should go to that organisation first.
- The customer relationship and the website (sign-up, billing, support, wikiaio.eu) are our own responsibility as controller. That is what this policy describes.
3. What data and why
| Purpose | Data | Legal basis | Retention |
|---|---|---|---|
| Creating and running the customer's workspace | Organisation name, address (slug), contact person's name and e-mail | Contract (GDPR Art. 6(1)(b)) | While the customer relationship lasts, then [OPEN: 30 days or 12 months] |
| Billing and bookkeeping | Billing contact, CVR/EAN, payment status (card data is handled by Mollie) | Legal obligation (Art. 6(1)(c)), Danish Bookkeeping Act | 5 years after the end of the financial year |
| Sign-in | E-mail; with Microsoft sign-in also name and Microsoft tenant id | Contract (Art. 6(1)(b)) | While the user is a member |
| Security and troubleshooting | Technical logs: time, IP address, requested address, error codes — never page content | Legitimate interest (Art. 6(1)(f)): securing the service | [OPEN: e.g. 30 days] |
| Support | What you write to us | Contract or legitimate interest | As long as the case requires, at most [OPEN] |
4. The website wikiaio.eu
No cookies, no analytics, no tracking and no third-party content (the fonts are served from our own server too). The server records technical logs as described above.
5. Recipients
We use only sub-processors in the EU. Microsoft receives identity data only, and only if the customer enables Microsoft sign-in or Teams.
| Company | Country | Purpose | Data | Location of processing |
|---|---|---|---|---|
| Scaleway SAS | France | Servers, databases, key management (Key Manager), AI models (Generative APIs), sending e-mail | All content, user accounts, questions and answers, logs | EU (Paris, fr-par) |
| Mollie B.V. | Netherlands | Payments and subscriptions | Billing contact, payment details | EU |
| BunnyWay d.o.o. | Slovenia | DNS and CDN for static files (planned, not yet in use) | IP addresses, requests | EU |
| Microsoft Ireland Operations Ltd (US parent) | Ireland | Only if the customer enables Microsoft sign-in or Teams/Outlook: confirms the user's identity | Name, e-mail, Microsoft tenant id — never content | [LEGAL: Microsoft location and transfer mechanism] |
6. Transfers outside the EU
We don't transfer personal data to countries outside the EU/EEA. If the customer chooses Microsoft sign-in or Teams, identity data is processed by Microsoft Ireland, which has a US parent company: [LEGAL: transfer mechanism (e.g. EU-U.S. Data Privacy Framework / standard contractual clauses)].
7. Security
Every customer has its own database and its own encryption key in Scaleway Key Manager. Database passwords are stored encrypted and bound to the individual customer. All traffic is encrypted (HTTPS). Details are in Annex B of the data processing agreement.
8. Your rights
You have the right of access, rectification, erasure, restriction, data portability and to object. Write to privacy@wikiaio.eu. You can complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, datatilsynet.dk.
9. Changes
We notify customers of material changes by e-mail, and the date at the top is updated.