Privacy Policy
Saifion ApS
Last updated: 7 October 2026
CVR: 46208145
This Privacy Policy explains how Saifion ApS (“Saifion”, “we”, “us”) collects, uses, stores and shares personal data on saifion.com and in the Saifion platform (“Platform”). We process personal data under the EU General Data Protection Regulation (GDPR) and the Danish Data Protection Act (databeskyttelsesloven).
1. Who is responsible
1.1 Saifion as controller
Saifion is the controller for personal data we process for our own purposes: user accounts, customer relationships, invoicing, support, our website, security, research on prospective business customers, and our network of Forwarders.
1.2 Saifion as processor
When a customer uses the Platform for its imports, for example by uploading documents, connecting its mailbox or webshop, or entering its Suppliers' contact details, the customer is the controller for that data and Saifion processes it on the customer's behalf. That processing is governed by our Data Processing Agreement, which customers accept together with the Terms of Service.
1.3 Forwarders
When a customer books freight through the Platform, we share the data needed for the shipment with the chosen Forwarder. The Forwarder processes that data as an independent controller under its own privacy policy.
1.4 Contact
We have not appointed a Data Protection Officer, as we are not required to. Questions about personal data are handled by the management and can be sent to contact@saifion.com.
Saifion ApS
CVR: 46208145
Porcelænshaven 26, 2000 Frederiksberg, Denmark
contact@saifion.com
2. The personal data we process
| Whose data | Data | Source |
|---|---|---|
| Users of the Platform | Name, email address, phone number, company, role, login and activity data | The user, the user’s organisation, our login provider |
| Customer contacts | Name, email address, phone number, company, correspondence, invoicing details | The customer, public company registers |
| Contacts at Suppliers and Forwarders | Name, email address, phone number, company, role, messages and replies, documents they upload | The customer, the Supplier or Forwarder, documents and emails |
| People named in documents and emails | Names and contact details in invoices, packing lists, bills of lading and emails | Documents uploaded and mailboxes connected by the customer |
| Prospective business customers | Company information and names of management and contact persons | Public sources: the Danish business register (CVR) and company websites |
| Website visitors | IP address, browser type, pages requested, contact form entries, and, only with consent, how our public pages are used (Section 13) | The visitor’s browser, the visitor |
| People who book a demo | Name, work email address, company, phone number if given, the time booked, time zone, a reason if the demo is cancelled, and how they found us (the website or campaign link they came from) | The person booking, their browser |
Payments are made by bank transfer. We do not receive card details. We do not intentionally process special categories of personal data (GDPR Article 9) or data about consumers who buy from our customers' webshops. The Platform is not directed at children.
3. Purposes and legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Providing the Platform and our customer relationship | Art. 6(1)(b) contract, and for contacts of business customers Art. 6(1)(f) legitimate interest |
| Arranging freight and sharing shipment data with the chosen Forwarder | Art. 6(1)(b) contract and Art. 6(1)(f) legitimate interest |
| Invoicing and bookkeeping | Art. 6(1)(c) legal obligation (the Danish Bookkeeping Act) |
| Support and communication | Art. 6(1)(b) and Art. 6(1)(f) |
| Security, preventing misuse and checking against sanctions lists | Art. 6(1)(f) legitimate interest and Art. 6(1)(c) legal obligation |
| Researching prospective business customers from public sources | Art. 6(1)(f) legitimate interest in B2B sales |
| Booking a demo, sending its confirmation and reminders, and following up | Art. 6(1)(b) steps taken at your request before a contract, and Art. 6(1)(f) legitimate interest in B2B sales |
| Improving the Platform and building aggregated statistics (Section 5) | Art. 6(1)(f) legitimate interest |
| B2B marketing emails | Art. 6(1)(f) for existing customers, otherwise Art. 6(1)(a) consent |
| Statistics on how our public pages are used, with Google Analytics and Microsoft Clarity (Section 13) | Art. 6(1)(a) consent |
| Seeing what kinds of companies visit our public pages, and measuring LinkedIn ads, with the LinkedIn Insight Tag (Section 13) | Art. 6(1)(a) consent |
Where we rely on legitimate interest, we have weighed our interest against yours. You can ask us for the details of that assessment.
4. Artificial intelligence
4.1 What we use it for
The Platform uses AI models from Anthropic to:
- read invoices, packing lists, bills of lading and other documents and extract their data
- read emails from connected mailboxes and find information about orders and shipments
- match lines in documents to products and orders
- suggest customs (HS) codes and estimate duties, which are always shown as estimates
- draft messages that a user reviews before they are sent
- summarise public information about prospective business customers
4.2 Human control
AI output is shown as a suggestion or draft. Nothing that affects a customer or other person is sent, approved or booked without a user acting on it. We do not make decisions based solely on automated processing that have legal or similarly significant effects on anyone (GDPR Article 22).
4.3 How the AI provider handles the data
Only the data needed for a task is sent to Anthropic. Anthropic does not use data sent through its API to train its models. Anthropic keeps API inputs and outputs for a limited period, currently up to 30 days, for abuse monitoring and legal compliance, and longer only where content is flagged for violating its usage policy or where the law requires it.
5. Aggregated statistics
The value of the Platform grows with experience across shipments. We therefore combine data from shipments handled through the Platform, such as freight prices per route, transit times against promised times, and delivery performance of Suppliers and Forwarders, into statistics and benchmarks. The statistics do not identify any customer or person. The content of email conversations never goes into them, and neither does data received from Google or Microsoft mailboxes. The legal basis is our legitimate interest in improving the Platform (Art. 6(1)(f)), and where data is used for statistical purposes we apply the safeguards of GDPR Article 89. You can object under Section 10.
6. Who we share data with
6.1 Sub-processors
We use the following providers to run the Platform. Each processes data only on our instructions under data processing terms.
| Sub-processor | Purpose | Data processed | Location |
|---|---|---|---|
| Clerk, Inc. | Sign-in, user accounts and organisations | Name, email address, login and device data | USA |
| Convex, Inc. | Database, file storage and backend functions | All data stored in the Platform | USA |
| Vercel Inc. | Hosting of the website and web application | IP addresses, requests and technical logs | USA and global edge network |
| Anthropic PBC | AI processing: reading documents and emails, extracting data, drafting text and suggestions | The content of the documents, emails and records sent for each task | USA |
| Railway Corporation | Hosting of the document-reading services | Documents while they are being processed | EU (Netherlands) |
| Resend, Inc. | Sending emails from the Platform | Recipient addresses and email content | USA |
| Mapbox, Inc. | Address search in forms | The address text typed, IP address | USA |
We will give customers at least 30 days' notice before adding or replacing a sub-processor.
6.2 Other recipients
- Forwarders chosen by the customer for a shipment (Section 1.3).
- Suppliers who receive a purchase order the customer sends through the Platform.
- Our bank and payment provider, including Airwallex (Netherlands), for payments.
- Our accountant and authorities, such as the Danish Tax Agency, where the law requires it.
6.3 Services that receive limited data
- Shipment tracking: ShipsGo receives container, booking and air waybill numbers, and DHL receives waybill numbers for DHL Express shipments, to return tracking events. No personal data is sent. Tracking information from DHL is deleted 30 days after delivery.
- Maps: When a map is shown, your browser loads map images from CARTO, and place names may be looked up with OpenStreetMap's Nominatim service. These services see your IP address.
- Demo booking: A demo booked on saifion.com is created as a meeting in Saifion's Google Workspace calendar (Google, USA), and Google sends you the invitation with the Google Meet link.
- Website statistics: If you consent to statistics, Google Analytics (Google) and Microsoft Clarity (Microsoft) receive information about your visit to our public pages, as described in our Cookie Policy. Both process it on our behalf under their data processing terms. Neither is used inside the Platform.
- LinkedIn: If you consent to marketing, the LinkedIn Insight Tag sends LinkedIn Ireland Unlimited Company information about your visit to our public pages. LinkedIn and Saifion are jointly responsible for that collection; LinkedIn alone decides what it does with the data afterwards. We only see totals, never who you are.
- Company research: For research on prospective business customers we look up companies in the Danish business register through cvrapi.dk and search the web through Exa (USA). This research runs on a server in Singapore.
We do not sell personal data.
6.4 Transfers outside the EU/EEA
Several providers are in the USA, and the research service mentioned in Section 6.3 runs in Singapore. For transfers to the USA we rely on the EU-U.S. Data Privacy Framework where the provider is certified under it, and otherwise on the EU Commission's Standard Contractual Clauses in the provider's data processing terms. For Singapore we rely on the Standard Contractual Clauses. You can ask us for a copy of the relevant safeguards.
When a customer sends a purchase order to a Supplier or books freight with a Forwarder outside the EU/EEA, for example in China, the data is sent at the customer's instruction and only the data needed for the order or shipment is shared.
7. Gmail and Outlook
A customer can connect a Gmail or Outlook mailbox to the Platform. We then access the mailbox with the permissions the user grants, strictly as described here.
7.1 What we access and why
- Gmail: read access (gmail.readonly) to find emails and attachments from Suppliers and Forwarders about orders and shipments, such as order confirmations, invoices, packing lists, bills of lading and arrival notices, and send access (gmail.send) to send messages the user has written or approved in the Platform.
- Outlook: read and send access (Mail.Read, Mail.ReadWrite, Mail.Send) for the same purposes.
7.2 How we use, store and share it
Mailbox data is used only to provide features the user sees in the Platform: turning shipment-related emails into suggestions the user reviews, attaching documents to orders and shipments, and sending messages the user has approved. We do not use mailbox data for advertising, we do not sell it, and we do not use it to develop, improve or train AI models. Where email content is processed by Anthropic (Section 4) to extract shipment data, this is only to provide those features.
Relevant emails and attachments are stored in our database, which our provider encrypts at rest. Access tokens for the mailbox are also encrypted with AES-256-GCM before they are stored. Mailbox data is not shared with anyone except the sub-processors in Section 6.1, as needed for these features. No one at Saifion reads your emails unless you ask us to, for example in a support case, or where needed for security or to comply with the law.
7.3 Disconnecting
You can disconnect the mailbox in the Platform at any time, or remove Saifion's access in your Google account (myaccount.google.com/permissions) or Microsoft account. When you disconnect, we delete the stored access tokens and stop accessing the mailbox.
7.4 Google API Services User Data Policy
Saifion's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
8. Shopify
A customer can connect its Shopify store to the Platform by installing the Saifion app. We then access the store with the permissions the store approves during installation, strictly as described here.
8.1 What we access and why
- Products and stock (read_products, read_inventory): product names, variants, SKUs, barcodes, prices, unit cost, weight, customs code, country of origin and stock level, so the customer can see its products, stock and landed cost in the Platform.
- Orders (read_orders, read_all_orders): the number of units sold of each product variant per day, from up to 24 months of order history, to show how fast each product sells and when to reorder. We read only the date of each order and the product and quantity on each order line. We do not read the buyer's name, email address, phone number or address.
- Product fields (write_products): when the customer has turned it on, we save landed cost per unit, freight per unit, duty rate, customs code and country of origin as fields on the product in Shopify.
8.2 How we use and store it
Store data is used only to provide features the user sees in the Platform. We do not store individual orders. We store only the number of units sold per product per day, and a sales rate calculated from it. Sales figures are shown only to the customer and are not used in the aggregated statistics in Section 5. We do not sell store data or use it for advertising. Access tokens for the store are encrypted with AES-256-GCM before they are stored.
8.3 Removing the app
The customer can remove the Saifion app from its Shopify store at any time. We then stop accessing the store. Shopify asks us to delete the store's data 48 hours later, and we then delete the products, sales history, stock readings and access token we hold for that store.
9. How long we keep data
| Data | How long |
|---|---|
| Account and Platform data, including the history of orders, shipments, documents and costs | While the account is active. After termination the customer can request an export for 30 days, and we delete the data within 90 days. |
| Tracking information retrieved from DHL | 30 days after the shipment is delivered, then deleted automatically |
| Invoices and bookkeeping records | 5 years from the end of the financial year, as required by the Danish Bookkeeping Act |
| Mailbox access tokens | Until the mailbox is disconnected |
| Shopify access tokens and store data, including units sold per product per day | Until the app is removed from the store, then deleted when Shopify asks us to, 48 hours later |
| Support correspondence | 2 years after the case is closed |
| Research on prospective customers | Up to 2 years after our last contact, unless they become a customer |
| Technical logs at our hosting providers | For the providers’ standard retention periods, typically days to weeks |
| Website statistics in Google Analytics | 14 months, then deleted automatically |
| Recordings and heatmaps in Microsoft Clarity | Recordings 30 days, heatmaps 13 months |
| Data from the LinkedIn Insight Tag | LinkedIn removes direct identifiers within 7 days and deletes the rest within 180 days |
| Marketing consent | Until withdrawn, and a record of it for as long as we need to document it |
Aggregated statistics under Section 5 do not identify anyone and are kept without a time limit.
10. Your rights
Under the GDPR you have the right to:
- get access to the personal data we hold about you (Art. 15)
- have incorrect data corrected (Art. 16)
- have data deleted, unless we must keep it (Art. 17)
- have processing restricted (Art. 18)
- receive your data in a structured, machine-readable format (Art. 20)
- object to processing based on legitimate interest, and always to direct marketing (Art. 21)
- withdraw consent at any time, without affecting earlier processing
Write to contact@saifion.com. We verify your identity and answer within one month. In complex cases this can be extended by two further months, and we will tell you if it is. It is free, unless a request is manifestly unfounded or excessive (Art. 12(5)).
Where we process data on behalf of a customer (Section 1.2), we pass your request to that customer and help it answer.
You can complain to the Danish Data Protection Agency: Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, dt@datatilsynet.dk, datatilsynet.dk.
11. Security
We protect personal data with technical and organisational measures, including:
- encryption in transit (TLS) for all traffic to the Platform and between our providers
- encryption at rest at our database provider, and AES-256-GCM encryption of access tokens for connected systems
- separation of each customer's data by organisation
- roles that limit what each user can see and do
- access to production systems limited to the people who need it
12. Personal data breaches
If a breach occurs, we notify Datatilsynet within 72 hours where required (Art. 33), and the people affected without undue delay if the breach is likely to result in a high risk to them (Art. 34). Where we process data for a customer, we notify the customer as described in the Data Processing Agreement. We record all breaches.
13. Cookies
We use the cookies that are needed for the website and Platform to work. On our public pages we also use Google Analytics, Microsoft Clarity and the LinkedIn Insight Tag, but only if you say yes in the cookie notice; you can withdraw that under Cookie settings at any time. See our Cookie Policy.
14. Changes
We update this policy when our processing changes. We notify customers by email at least 30 days before material changes take effect, such as new purposes, new categories of data or recipients, or new transfers outside the EU/EEA.
15. Language
This policy is available in English and Danish. If the versions differ, the English version prevails.