Privacy notice

Duplo Media AS is the controller responsible for the personal data described in this notice.

Duplo Media AS
Organisation number: 992 762 594
Raveien 205
3184 Borre
Norway

For privacy-related questions or requests, contact us at:
support@easy-ad.no

What this notice covers

This privacy notice explains how we collect and use personal data when you:

• Visit the EasyAd website
• Submit a contact or demo request
• Contact us by email
• Take part in a business conversation with us
• Interact with website analytics after giving your consent

Personal data means information that relates to an identified or identifiable person.

Personal data we collect

When you contact us

When you submit a form or contact EasyAd directly, we may collect:

• Your name
• Your work email address
• Your company
• Country
• The subject of your enquiry
• The information included in your message
• The date and time of your enquiry
• Subsequent correspondence, meeting notes and agreed follow-up actions

The contact form is initially delivered to EasyAd by email so that our team can review and respond to your enquiry.

Please do not include sensitive personal information in the contact form.

When an enquiry becomes a potential business opportunity

When an enquiry is relevant to a potential customer relationship, an authorised member of the EasyAd team may manually add relevant information to HubSpot, our customer relationship management system.

The information stored in HubSpot may include:

• Your name and business contact details
• Your company and role
• The source and subject of the enquiry
• Relevant correspondence
• Notes from meetings or demonstrations
• The services or solutions discussed
• The status of the potential business relationship
• Agreed follow-up activities

We only add information that is relevant to managing the business conversation.

When you visit the website

Our website and technical service providers may process information needed to operate and protect the website, including:

• Your IP address
• Browser and device information
• Date and time of access
• Pages requested
• Technical logs
• Security and error information
• Your cookie-consent choices

Website analytics

With your consent, we use Hotjar to understand how visitors interact with the website and identify areas that may be unclear or difficult to use.

Depending on the Hotjar features we have enabled, this may include:

• Pages visited
• Clicks and taps
• Scrolling behaviour
• Navigation between pages
• Time spent on pages
• Device type and screen size
• Browser and operating-system information
• Country-level location
• Pseudonymous visitor and session identifiers
• Session recordings of website interactions

We use this information to improve the structure, content, design and usability of the website.

Hotjar uses cookies and similar technologies to collect behavioural, preference, device and session information on our behalf. Hotjar acts as a data processor when processing this information for EasyAd.

Information entered into form fields is not intended to be included in Hotjar recordings. We also configure and test Hotjar to reduce the risk of contact-form content being captured.

Hotjar is only activated after you consent to statistics cookies.

Why we use personal data

Responding to enquiries

We use the information you provide to:

• Review and respond to your enquiry
• Arrange meetings or demonstrations
• Answer questions about EasyAd
• Understand your organisation’s advertising workflow
• Provide relevant information about our services

Our legal basis is our legitimate interest in responding to business enquiries and communicating with organisations interested in EasyAd.

Managing potential customer relationships

When an enquiry develops into a potential business opportunity, we may use HubSpot to:

• Maintain an overview of the conversation
• Record relevant requirements and interests
• Coordinate follow-up between EasyAd team members
• Avoid asking you to provide the same information repeatedly
• Assess whether EasyAd may be suitable for your organisation
• Manage demonstrations, proposals and related communication

Our legal basis is our legitimate interest in managing potential customer relationships and developing our business.

Where we rely on legitimate interests, we assess whether the processing is necessary and whether our interests are outweighed by your rights and interests. Norwegian guidance requires this assessment to be documented.

Operating and protecting the website

We process technical logs and security information to:

• Deliver the website
• Identify errors and technical problems
• Prevent spam, fraud and misuse
• Protect the website and our systems
• Maintain appropriate security

Our legal basis is our legitimate interest in operating and protecting our website and services.

Website analytics

We use Hotjar to understand website usage and improve the visitor experience.

Our legal basis is your consent.

You can reject Hotjar without losing access to the website. You can also withdraw your consent at any time through Cookie settings in the website footer.

Legal obligations

We may process information where necessary to comply with applicable legal obligations or respond to lawful requests from public authorities.

Our legal basis is compliance with a legal obligation.

Who receives your information

Access to personal data is limited to EasyAd employees who need it for their work.

We may also use service providers to operate the website and manage enquiries, including:

• Amazon Web Services (region eu-west1), for website hosting and technical operation
• Gmail, for receiving and managing correspondence
• HubSpot, for customer relationship management
• Hotjar, for website analytics and usability insights where consent has been given
• Cookiebot by Usercentrics, for collecting and recording cookie choices
• IT, security and professional service providers where necessary

These providers may process personal data on our behalf and under our instructions.

We may also disclose information:

• When required by law
• In response to a binding request from a public authority
• To establish, exercise or defend legal claims
• In connection with a company restructuring, merger or sale, subject to appropriate safeguards

We do not sell personal data.

HubSpot

We use HubSpot to manage relevant business contacts and potential customer relationships.

HubSpot may process personal data as a service provider to EasyAd. HubSpot operates data-hosting infrastructure in several regions, including the European Union, the United States, Canada and Australia. The location used for our account depends on our HubSpot configuration.

Our HubSpot account is hosted in: European Union (Germany).

HubSpot provides a data-processing agreement that addresses its processing of customer personal data and applicable international-transfer mechanisms.

Hotjar

We use Hotjar only after you consent to statistics cookies.

Hotjar processes website interaction data on our behalf to help us understand how visitors use the website. Hotjar states that the user and usage data collected through its service is stored in Ireland, although authorised service providers may process information in other locations.

We do not use Hotjar to:

• Advertise to you
• Follow you across unrelated websites
• Add you to HubSpot
• Identify contact-form leads
• Collect payment information

How long we retain information

We retain personal data only for as long as it is needed for the purposes described in this notice.

Ordinary contact enquiries

Enquiries that do not develop into an ongoing business relationship are normally deleted from active email systems within 24 months of the last meaningful contact.

Potential customer relationships

Where an enquiry develops into a potential customer relationship, relevant information may be retained in HubSpot for up to 24 months after the last meaningful interaction.

A meaningful interaction may include:

• An email or telephone conversation
• A meeting or demonstration
• A response from you
• A proposal or active commercial discussion

Customer relationships

If the enquiry develops into a customer relationship, information may be retained for the duration of the relationship and afterwards where necessary to meet contractual, accounting, legal or documentation requirements.

Hotjar

Hotjar information is retained according to the retention settings configured in our account.

Our current Hotjar retention period is: 12 months.

Technical logs

Technical and security logs are normally retained for [period], unless they are required for longer to investigate a security incident or protect legal rights.

Cookie-consent records

Cookie-consent information is retained for as long as necessary to remember your choices and demonstrate that valid consent was collected.

We may retain information for longer where necessary to comply with law or establish, exercise or defend legal claims.

Your rights

Depending on the circumstances, you may have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data
• Request restriction of processing
• Object to processing based on legitimate interests
• Receive certain information in a portable format
• Withdraw consent at any time
• Submit a complaint to a supervisory authority

Withdrawing consent does not affect processing carried out before consent was withdrawn.

To exercise your rights, contact:

support@easy-ad.no

We may need to request additional information to confirm your identity before completing a request.

We will respond within the time limits required by applicable data-protection law. Organisations must generally make it easy for people to exercise their rights and respond within one month.

Security

We use appropriate technical and organisational measures to protect personal data against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Unauthorised disclosure
• Destruction

Access is limited according to role and business need.

No online system can be guaranteed to be completely secure. Please avoid sending confidential or sensitive information through the general contact form.

Complaints

We encourage you to contact us first if you have questions or concerns about how we use your personal data.

You also have the right to submit a complaint to the Norwegian Data Protection Authority:

Datatilsynet

Changes to this notice

We may update this privacy notice when our website, services, suppliers or data-processing activities change.

The latest version will always be published on this page with its revision date.