Privacy Policy

Data controller

EpicRegards.com
Company reg. (CVR) no. 30424085
Louisevej 7, 7860 Spøttrup, Denmark

You can contact us about the processing of your personal data at any time at [email protected].

What we collect

When you complete the contact form or sign up for a trial on this website, we record the information you enter yourself:

• Name
• Email address
• Company name
• Number of employees or users
• Your message, if you write one

Along with the submission we automatically store your IP address, the language you used the site in, and the time of submission. The IP address is used solely to limit the number of submissions from the same sender and so prevent abuse of the forms.

We collect no other information about you on this website, and we do not sell information to third parties.

Purpose and legal basis

The information is used to answer your enquiry, set up your trial and contact you about it. The processing is based on our legitimate interest in responding to enquiries from prospective customers under Article 6(1)(f) of the GDPR, and for trials on taking steps at your request prior to entering into a contract under Article 6(1)(b).

Retention

Enquiries submitted through the contact form are kept for 12 months from the date the enquiry was answered and are then deleted. Information from a trial is kept for 6 months after the trial ends and is then deleted, unless the trial has converted into a paid subscription. Logs used to limit the number of submissions from the same sender are deleted automatically after one hour.

Information we are required to retain under the Danish Bookkeeping Act is kept for five years from the end of the financial year the material relates to.

Cookies and analytics

The site sets a strictly necessary session cookie (PHPSESSID) on the pages that contain a form. It protects the form against abuse and is deleted when you close your browser. Your choice of light or dark theme is stored locally in your browser and is never sent to us.

We use Google Analytics to measure how the site is used. Google sets cookies on your device for this purpose and processes information about your visit.

Google Analytics is not loaded until you have given your consent. You are asked the first time you visit the site, and if you decline, no data is sent to Google — the site works exactly as before. Your choice is stored locally in your browser for 12 months, after which you are asked again. You can change your choice at any time via Cookie settings at the bottom of the page.

Processors

We share information only with suppliers who process data on our behalf:

• Microsoft — email and Microsoft 365 operations
• Google — analytics via Google Analytics
• Cloudflare — delivery and protection of the website

Where your data is stored

The information you send us through the forms on this website is stored exclusively on servers within the EU/EEA.

Google Analytics is provided by Google Ireland Limited. In the course of operating the service, Google may transfer information to Google LLC in the United States. Such transfers take place under the European Commission's adequacy decision on the EU-US Data Privacy Framework. If you decline analytics cookies, this processing does not take place.

The EpicRegards portal

This policy covers this website. The product itself — portal.epicregards.com and the Outlook add-in — is built from the ground up by us and runs in our own data centre in Denmark, with no external hosting provider involved. The portal uses neither Google Analytics nor any other third-party analytics or tracking tools, and it sets no cookies beyond those required to keep you signed in.

The employee information a customer synchronises from Entra Id for use in signatures is processed by us as a processor on the customer's behalf, under a separate data processing agreement. If you are an employee of one of our customers, please direct any questions about that information to your own employer, who is the controller for it.

The Outlook add-in — send statistics

When a message is sent from a mailbox running the EpicRegards add-in, we record that the message was sent, the signed-in user it was sent by, the number of recipients it was addressed to, and whether it carried a campaign. We do not record the subject, the recipient addresses, or any part of the message content.

These records exist so that an organisation can see how much of its outgoing mail carries a campaign, and are processed on behalf of that organisation under the data processing agreement.

Your rights

You have the right to access the information we hold about you, to have inaccurate information corrected, to have information erased, to have processing restricted, to object to processing, and to receive your data in a structured format. Write to [email protected] and we will get back to you as soon as possible.

If you are unhappy with how we handle your data, you may lodge a complaint with the Danish Data Protection Agency, Carl Jacobsens Vej 35, 2500 Valby, Denmark, datatilsynet.dk.

Changes

We may update this policy. The current version is always available on this page.

Last updated 26 August 2026.