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Personal data policy

Version 1.0 – Last updated: 23. October 2024

Ivital ApS (hereinafter “we”, “us” or “our”) is the data controller for the personal data processed through our stress prevention platform (“Ivital”). This includes all personal data that you as a user enter when creating a profile and using the platform. Your employer has no access to your personal data unless you explicitly consent to it.

1. Data controller

We are the data controller for all personal data processed in connection with your use of Ivital. This includes personal data that you enter when creating your profile and when using the platform. Your employer has no access to your personal data without your explicit consent and all data processing is done directly between you and us.

Therefore, there is no need for a data processing agreement between us and your employer, as Ivital is the independent data controller. The processing of your personal data is done in accordance with GDPR, and you can always contact us if you have any questions about your data.

Ivital ApS

Nordlandsvej 84
8240 Risskov
CVR: 43555332
Phone number.: +45 3131 6394
Email: [email protected]
Website:www.ivital.dk

2. Processing of personal data

Here we provide an overview of the types of personal data we process, the purposes of the processing, the legal basis and retention periods.

2.1 Signing up for Ivital

When you receive an invitation to create an account on Ivital, only your name and email address are passed on from your employer to us. After creation, only we process your personal data. Your employer has no access to the data you enter without your explicit consent.

2.1.1 Purpose

The purpose of the registration is to give you access to the Ivital platform, which your employer pays to make available to you to support your personal stress prevention. We will send you invitations and reminders to create an account. Once you receive the invitation and create your account, only Ivital receives and processes the additional data you enter. Your employer has no access to your personal data without your explicit consent.

2.1.2 Personal data

The personal data we process in connection with your registration to Ivital includes:

  • Name (first and last name)
  • Email address (work email address)
  • Work role
  • Region
  • Date of birth
  • Gender

This information is only used to create your profile in the Ivital platform and manage your access.

2.1.3 Source

Name and email address information is provided by your employer to send you an invitation to create an account on Ivital. Other information, such as your job role, region, date of birth and gender, comes directly from you when you create your profile and use Ivital.

2.1.4 Legal basis

Processing of your personal data is in accordance with GDPR Article 6 (1) (f), our legitimate interest in providing services to you and your employer according to our agreement. When using Ivital, anonymized and aggregated well-being data is sent to your employer as part of overload prevention.

2.1.5 data storage

Your personal data will be stored until you withdraw your consent, delete your account or your access to Ivital is terminated. In case of termination, all personal data will be deleted unless there is a legal obligation to keep it longer. See section 3 for further details on data retention.

2.2 Processing reflection data at Ivital (SOP© and SOIP©)

2.2.1 Purpose

The purpose of processing your reflection data is to:

  • Assess your load level and body awareness.
  • Generate individualized exercises, guidance and knowledge to support your stress prevention.
  • Assess whether you should be recommended to request a wellbeing conversation.
  • If you voluntarily give your explicit consent, we can share your latest reflection data with your contact person if you experience high stress.
  • Collectively send anonymized and aggregated wellbeing data to your employer that cannot be traced back to you.

2.2.2 Profiling

Ivital uses profiling to analyze your reflection data from SOP© and SOIP© so we can adapt our recommendations to your individual needs. Profiling allows us to assess your level of strain and body awareness based on your responses, which helps identify any needs for wellbeing conversations or additional support.

2.2.2.1 Purpose of profiling

Ensuring you receive relevant, personalized recommendations based on your reflection data and identifying high load.

2.2.2.2.2 Legal basis for profiling

Your explicit consent to the processing of both general personal data (GDPR Article 6 (1) (a)) and special categories of personal data (GDPR Article 9 (2) (a)).

2.2.2.3 Personal data used for profiling

  • Answers to reflection forms from SOP© and SOIP©
  • Data from The Pressure Scale
  • Body awareness levels

2.2.2.4 Source

The personal data about your well-being and strain comes directly from you when you answer the reflection form in Ivital.

2.2.3 Personal data

We process the following general personal data in connection with your use of the Ivital platform:

  • Login details (username and password)
  • A copy of your consent to sign up and use Ivital
  • Your preferred form of communication
  • The time of your last reflection
  • The time of your last reflection
  • Reminders sent to you
  • Name (first and last name)
  • Email address (work-related email address)

Special categories of personal data (GDPR Article 9):

  • Health information, including reflection data from SOP© and SOIP©
  • Scores on the pressure and body awareness scales

2.2.4 Source

Personal data comes directly from you when you answer the reflection form in Ivital.

2.2.5 Legal basis

Your explicit consent to the processing of both general personal data (GDPR Article 6 (1) (a)) and special categories of personal data (GDPR Article 9 (2) (a)).

2.2.6 Anonymized statistics for the employer

We share anonymized and aggregated data with your employer to help improve well-being and working conditions. This data cannot be traced back to individuals. To ensure anonymity, we require a minimum threshold for the number of employees in the respective department or company before data can be shared. This helps protect the privacy of individual employees.

2.2.6.1 Purpose

To give your employer access to anonymized statistics that can be used to improve workplace well-being.

2.2.6.2 Legal basis

Our legitimate interest in providing anonymized statistics to your employer (GDPR Article 6 (1) (f)).

2.2.6.3 Personal data

  • Anonymized answers to reflection forms
  • Anonymized data on well-being and strain

2.2.6.4 Source

The data comes from your responses to reflection forms and is processed anonymously.

2.2.7 Data storage

See section 3 for information on storage periods.

2.3 Sharing data with managers

2.3.1 Purpose

With your explicit consent, we can share your latest reflection data with your manager. The purpose of this sharing is to allow your manager to offer you the necessary support if high stress is detected.

2.3.2 Personal data

The same personal data mentioned in section 2.2 can be shared with your manager, but only if you explicitly consent to this. The data may include reflection data from SOP© and SOIP©, strain levels and body awareness levels.

2.3.3 Withdrawal of consent

You can withdraw your consent at any time directly in the app under security settings. If you choose to withdraw your consent, your contact person and/or manager will immediately lose access to your data and future data will not be shared.

2.3.4 Legal basis

The processing of your data for sharing with your manager is based on your explicit consent according to GDPR Article 6 (1) (a) for general data and GDPR Article 9 (2) (a) for special categories of data (including health data).

2.4 Feedback function and communication

2.4.1 Purpose:

Ivital has a feedback feature that allows you to send questions or feedback directly to us via the platform. Responses to feedback are sent to the email address you are registered with.

2.4.2 Personal data processed:

  • Email address (work-related email address)
  • Content of feedback or questions

2.4.3 Source:

Personal data comes directly from you when you send a message or feedback via the platform.

2.4.4 Legal basis:

The processing of your personal data is based on our legitimate interest in handling user inquiries and providing support (GDPR Article 6 (1) (f)).

2.4.5 Data storage:

Your inquiries are stored for as long as necessary to process them and provide support. After that, they are deleted unless there is a legal obligation to keep them longer.

3. Security and storage of data

3.1 Storage of data

Your data is stored securely and deleted within seven days if one of the following situations occurs:

  • You delete your account
  • Your employer terminates your access to Ivital
  • Your access to Ivital will be terminated

When your data is deleted, all personally identifiable data will be removed. However, anonymized data that cannot be traced back to you as an individual may be stored and used for statistical purposes and to improve our services. This data will not contain any information that can identify you.

3.2 Using anonymized data for research and analysis

We may use anonymized data for academic research, reports and benchmarking, without this data being traceable back to you as an individual.

3.2.1 Purpose:

To use anonymized data for research, analysis and reporting in order to improve our services.

3.2.2 Legal basis:

Our legitimate interest in using anonymized data for research purposes (GDPR Article 6 (1) (f)).

3.2.3 Personal data:

  • Anonymized data from reflection forms
  • Statistics and results based on aggregated data

3.2.4 Source:

The personal data comes from your use of Ivital and is processed anonymously.

3.3 Use of data processors and sub-processors

We use data processors and sub-processors who store and process personal data on our behalf. These processors act solely on our instructions and comply with the necessary security measures under the GDPR.

3.3.1 Cloud services and third-party providers:

In cases where we use cloud services or servers from third-party providers as sub-processors, no separate data processing agreement has been concluded directly with these providers. Their processing of personal data is regulated through their own certifications and obligations under GDPR, ensuring compliance with applicable data protection legislation.

3.3.2 Data processors outside the EU/EEA:

Data processors who process personal data outside the EU/EEA are certified under the EU-U.S. Data Privacy Framework.

3.3.3 Current sub-processors:

  • LittleGiants ApS: Development, maintenance and technical support.
  • DigitalOcean, LLC: Provision of cloud infrastructure and hosting services. Data is stored in DigitalOcean’s European data centers, guaranteeing storage within the EU.
  • MongoDB Atlas: Cloud-based database service that offers secure and scalable data processing. Data is stored in MongoDB’s European data centers, guaranteeing storage within the EU.
  • Amazon Web Services EMEA SARL: Cloud platform services. Data is stored in AWS’s European data centers, ensuring storage within the EU.

3.4 Secure storage and backup

We store personal data securely in accordance with applicable data protection legislation. Secure backup solutions are used to protect data against loss and all data is stored within the EU/EEA or in third countries that comply with GDPR data security requirements.

3.5 Security measures and data breaches

We maintain appropriate technical and organizational measures to protect personal data in accordance with GDPR. In the event of a data breach affecting the security of personal data, we will notify the affected parties as soon as possible and without undue delay and take the necessary steps to remedy the situation.

3.5.1 Internal reporting

All data breaches will be documented and recorded internally, and procedures will be put in place immediately to minimize damage and prevent future breaches.

3.5.2 Reporting to regulatory authorities

If the breach poses a risk to the rights and freedoms of the data subjects, we will report the data breach to the Danish Data Protection Agency within 72 hours of discovery.

3.5.3 Notification of the affected individuals

If a data breach is deemed to pose a high risk to the rights and freedoms of the individuals concerned, we will notify the individuals concerned without undue delay and provide information about the measures taken.

4. Disclosure of data

4.1 Disclosure to third parties

We will not disclose your personal data to third parties unless it is necessary to provide our services or to fulfill legal obligations. If it is necessary to disclose data to a third party to provide our services, you will be informed and give your consent unless otherwise required by law.

4.2 Anonymized and aggregated data

We may share anonymized and aggregated data with your employer or other partners to improve our services or to help your employer understand trends in stress prevention. This data cannot be traced back to you as an individual.

4.3 Sharing data with your consent

Personal data will only be shared with your employer or other third parties if you explicitly consent to this. You can withdraw your consent at any time in the app and we will immediately stop sharing your data.

5. Transfer of data to third countries

5.1 Transfer within the EU/EEA

Your personal data is generally processed and stored on servers within the EU/EEA. We ensure that all our data processors and sub-processors comply with applicable data protection legislation.

5.2 Transfer to third countries outside the EU/EEA

In certain cases, we may use sub-processors or cloud services in third countries outside the EU/EEA. If we transfer your data to a third country, we will ensure that appropriate safeguards are in place in the form of the EU Commission’s standard contractual clauses or similar mechanisms that ensure the protection of your personal data.

5.3 Consent to transfer to third countries

We will only transfer your personal data to third countries with your explicit consent, unless it is necessary to fulfill an agreement or to comply with a legal obligation. You will always be informed of any risks involved in the transfer of your data to a third country if there is no adequate data protection in the receiving country.

6. Your rights

You have the following rights in relation to your personal data that we process. To exercise these rights, you can contact us via the contact details provided in section 1.

6.1 Right of access

You have the right to request a copy of the personal data we process about you and information about how we process it.

6.2 Right to rectification

You have the right to have incorrect or incomplete data that we process about you corrected.

6.3 Right to erasure (“right to be forgotten”)

You have the right to request erasure of your personal data if we no longer have a legitimate basis for processing it. Please note that there may be exceptions to this right under the law.

6.4 Right to restriction of processing

You have the right to request that we temporarily restrict the processing of your personal data in the following situations:

  • If you believe that the personal data we process is inaccurate and you want us to stop processing until the data has been verified or corrected.
  • If you believe our processing is unlawful but you prefer restriction of processing to erasure of data.

6.5 Right to data portability

You have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format. Please note that reflection data in our system is unique to Ivital and therefore not directly transferable to other providers.

6.6 Right to object to processing

You have the right to object to the processing of your personal data if the processing is based on our legitimate interests or in connection with direct marketing. If you object, we will stop processing unless we can demonstrate compelling legitimate grounds to continue processing which override your interests and rights.

6.7 Right to object to profiling

You have the right to ask for human intervention if you disagree with automated decision-making based on SOP© or SOIP© profiling.

6.8 Right to complain

If you believe that we process your personal data in violation of GDPR or other relevant data protection rules, you have the right to lodge a complaint with the Danish Data Protection Agency (www.datatilsynet.dk).

7. Changes to the personal data policy

We continuously update this privacy policy to ensure that it is in accordance with current legislation and our processing practices.

7.1 Notification of significant changes

If we make changes to the privacy policy that significantly affect your rights or the way we process your personal data, we will inform you in advance via email and/or through the app before the changes take effect. This ensures that you are fully informed of any changes that may affect your opinion on our processing of your personal data.

7.2 Availability and entry into force
The latest version of the Privacy Policy will always be available in the Ivital app and on our website. Minor changes may be updated without prior notice. The changes will take effect when they are published and by continuing to use our services you accept the updated policy.

Ivital ApS

Ivital er en innovativ platform, der hjælper virksomheder med at forebygge og håndtere stress ved at give ledere og medarbejdere de nødvendige værktøjer og indsigter til at skabe et sundt arbejdsmiljø.

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Book a demo with Ivital

Request a demo and let us schedule a no-obligation introduction to our platform. Get insights into the features and see how Ivital can support your stress prevention efforts.

Choose a date and time that suits you and we will contact you.

Thank you for your booking!

We have received your interest in our demo and will follow up via email within 1-3 business days. We look forward to taking the next steps with you.  

If you have any questions or need further assistance, you are always welcome to contact us. 

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Well-being analysis

Get an in-depth insight into departmental wellbeing and a data-based action plan.

The wellbeing analysis gives you as a manager concrete, relevant, and anonymized feedback on your employees’ stress levels and body awareness. The analysis reveals how specific levels of pressure are distributed across the department, identifies development points, and offers recommended actions to improve wellbeing.

Process and content

All employees fill out a short questionnaire about stress and body awareness, which takes about 6 minutes. The questionnaire is completed immediately before the workshop and again a month later, giving a clear picture of the department's development over time. There is an option to add specific questions that are particularly relevant to your situation.

For the manager

You receive an anonymized report with insights into employee stress levels and body awareness, including distribution of the different levels of pressure, identified development areas, and concrete recommendations for future actions.

For employees

Each employee receives personalized feedback based on their responses. This provides an individual insight into their own stress and body awareness and their development over time.

Integrated with workshops

If the Wellbeing Analysis is purchased together with a workshop, the report will include themes from the workshop. After the report is completed, we offer 30 minutes of online dialogue where the manager receives guidance on the content of the report and possible future actions.

Order a well-being analysis

Thank you for your order!

We have received your interest in our additive options and will follow up via email within 1-3 working days. We look forward to taking the next steps together with you.

If you have any questions or need further assistance, you are always welcome to contact us.

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Poster with The Pressure Scale

To support and visualize the stress prevention efforts in daily work, we recommend a poster with The Pressure Scale. This poster can be displayed in the department to serve as a reference point for well-being and stress prevention.

Measure the temperature of the team - with or without the manager

  • 2,5 hour
  • < 30
  • 14.000 kr.

The price is stated in DKK and is exclusive of VAT and mileage.

Purpose

This workshop aims to promote open dialog and collaboration within the team to identify and address challenges and opportunities in relation to work environment and well-being. The workshop can be customized with or without the presence of the manager, depending on the specific needs and wishes.

Worth

Whether the workshop is held with or without a manager, employees will gain a common foundation and a deeper understanding of the themes that affect their work environment and well-being. Through research-based knowledge about stress and well-being, the team will gain tools to optimize their collaboration and actions to promote well-being.

Concrete tools

Participants will gain experience with structured conversation techniques, as well as exercises and tools for stress prevention and well-being promotion. The workshop provides practical tools that both managers and employees can use in their daily work to improve the work environment. In addition, we provide flyers with a concrete stress prevention tool and QR codes for stress reduction exercises.

Reflection and sparring

The workshop includes time for individual reflection as well as group and plenary sparring. This process is designed to meet the specific needs of the group and create an open dialog that promotes mutual understanding and collaboration.

Handover to manager

If the manager participates in the workshop, there will be an opportunity for feedback and guidance for future actions based on the insights gained during the workshop.

Opportunities and considerations when choosing a workshop format

Including the manager: Benefits of including the manager in the workshop include the opportunity for direct dialog and collaboration between manager and employees, which can strengthen relationships and improve the team environment. However, some employees may experience limited openness in their sharing if the manager is present.

Without a leader: The workshop without manager allows employees to share challenges and concerns more openly, which can provide an honest insight into team wellbeing. After the workshop, an anonymized wellbeing report is provided for managers to use to understand and improve the work environment. In addition, 30 minutes of online dialogue and guidance on possible actions based on the results of the report is included.

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Prevent and manage employee stress

  • 2,5 hour
  • < 30
  • 14.000 kr.

The price is stated in DKK and is exclusive of VAT and mileage.

Purpose

This workshop aims to strengthen managers' skills to prevent, detect and effectively manage stress in their employees. By understanding the complex causes of stress and implementing organizational interventions, managers can create a more sustainable and healthy work culture.

Outcome

Managers will gain in-depth knowledge of the factors that can trigger stress in employees and the difference in approaching stress depending on the type of pressure. The workshop provides insights into how organizational change can support a sustainable work culture and promotes a common understanding and language around stress. Participants will have the opportunity to reflect on and discuss the complexities of stress management, which can lead to new insights and improved management strategies.

Concrete tools

Managers will get hands-on experience with exercises and tools to support collaboration with stressed employees. They will receive concrete guidance on how to best communicate with, manage and support employees through different stages of pressure. The tools will be applicable in everyday management situations and help managers create a safe and supportive work environment. To support the implementation of what was learned, we provide flyers with key points from the workshop.

Reflection

Participants are encouraged to reflect on their past experiences with stress management within their organization and identify new opportunities for future action. This reflection will help integrate the learning into their daily management practices.

Sparring

The workshop includes time for sparring in both small groups and plenary sessions, giving managers the opportunity to share experiences, learn from each other and develop collective strategies to manage stress in their teams.

Recommendations

To maximize the benefits of the workshop, we also recommend purchasing the poster og The Pressure Scale, which can be hung up in the department to visualize and support stress prevention efforts in daily work.

Contact for workshop

Stress prevention for managers

  • 2,5 hour
  • < 30
  • 14.000 kr.

The price is stated in DKK and is exclusive of VAT and mileage.

The body as a resource

This workshop focuses on strengthening managers ability to prevent and manage stress, both in themselves and their employees, by using the body and concrete tools as a central resource in their strategies.

Outcome

Participants gain in-depth knowledge and practical experience that enables them to adjust and balance their own stress levels. They will gain insight into what factors can trigger stress and what consequences it can have for themselves and their teams. The workshop creates a common frame of reference that fosters a deeper understanding and the opportunity for new insights, which strengthens leaders' ability to navigate stressful situations.

Concrete tools

Participants will get experience with specific stress prevention exercises based on the latest research, such as breathing exercises, body scanning and techniques to identify and change unhelpful thought patterns. To ensure effective implementation, we provide flyers with key points from the workshop and QR codes for stress reduction exercises. Participants can take these flyers with them as a daily reminder and support to apply the techniques learned.

Reflection

Managers are encouraged to reflect on their own habits, thought patterns and management strategies. This reflection will help them identify areas where they can improve their own wellbeing and effectively prevent stress, both for themselves and their team.

Sparring

The workshop includes both individual reflection and sparring in small groups and plenary sessions. This feedback allows leaders to share experiences and insights, which promotes collective learning and development.

Recommendations

To maximize the benefits of the workshop, we also recommend purchasing the poster og The Pressure Scale, which can be hung up in the department to visualize and support stress prevention efforts in daily work.

Contact for workshop

Stress prevention for the employee

  • 2,5 hour
  • < 30
  • 14.000 kr.

The price is stated in DKK and is exclusive of VAT and mileage.

The body as a resource

This workshop focuses on strengthening employees' ability to prevent overstrain through concrete strategies and knowledge. By starting with the body as an important resource, participants will gain practical tools to manage stress in everyday life.

Outcome

Participants will gain insight into the different stages and symptoms of stress and an understanding of how stress can affect both job satisfaction and work efficiency. We create a common frame of reference to help distinguish between busyness and stress and highlight why stress prevention is essential for both the individual and the team.

Concrete tools

Participants will get experience with specific stress prevention exercises based on the latest research, such as breathing exercises, body scanning and techniques to identify and change unhelpful thought patterns. To ensure effective implementation, we provide flyers with key points from the workshop and QR codes for stress reduction exercises. Participants can take these flyers with them as a daily reminder and support to apply the techniques learned.

Outcome

Participants will gain insight into the different stages and symptoms of stress and an understanding of how stress can affect both job satisfaction and work efficiency. We create a common frame of reference to help distinguish between busyness and stress and highlight why stress prevention is essential for both the individual and the team.

Reflection

Employees are invited to reflect on their own habits, thoughts and behavior patterns. This reflection helps them identify personal risk factors and areas where they can implement the learned strategies.

Sparring

The workshop includes both individual reflection and group sparring. Participants will have the opportunity to spar in small groups as well as in plenary, giving them different perspectives and strengthening collective learning.

Recommendations

To maximize the benefits of the workshop, we also recommend purchasing the poster og The Pressure Scale, which can be hung up in the department to visualize and support stress prevention efforts in daily work.

Contact for workshop

Thank you for your inquiry!

We have received your interest in our workshop and will follow up via email within 1-3 business days. We look forward to taking the next steps together with you.

If you have any questions or need further assistance, you are always welcome to contact us.

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