Privacy Policy
How Voltumachine ApS handles personal data when you visit our website, contact us or work with us, and the rights you have under the GDPR.
Last updated 30 September 2026
Who we are
Voltumachine ApS is the data controller for the personal data described in this policy.
Voltumachine ApS · CVR 44010836Speditørvej 5, Building 3
2450 Copenhagen SV, Denmark
info@voltumachine.com
We provide engineering, safety, maintenance and emissions services for coffee roasteries worldwide. We are not required to appoint a Data Protection Officer. Questions about this policy can be sent to info@voltumachine.com.
What data we collect
We collect business contact data, not sensitive data. Depending on how you interact with us, this can include:
- Contact form: your name, email address, company and message.
- Technical questionnaires: your contact details and information about your roastery and equipment, such as machine brand, model, serial number, gas and power configuration and maintenance history.
- Customer and project data: contact persons, site addresses, service reports, inspection results, CO₂ reports, quotes, contracts and invoices.
- Correspondence: emails, phone calls and meeting notes.
- Website data: your IP address and technical log data recorded by our hosting provider. Our pages load the Inter typeface from Google Fonts, which means your browser sends your IP address to Google.
- Website statistics: only if you accept cookies, Google Analytics records how you use the site, such as pages visited, device and browser type, approximate location and how you found us. See our Cookie Policy.
Where the data comes from
Most data comes directly from you. We may also collect business contact details from public sources, such as a roastery's own website or business registers, when contacting companies that may need our services. When we do, we tell you where we found your details in our first message, and you can object at any time.
Why we use your data
| Purpose | Legal basis (GDPR) |
|---|---|
| Answering enquiries and preparing quotes | Art. 6(1)(b) steps before a contract; Art. 6(1)(f) legitimate interest in responding to business enquiries |
| Delivering services: installation, maintenance, restoration, inspections and CO₂ reporting | Art. 6(1)(b) performance of a contract |
| Preparing statutory documents and reports to authorities, such as the Danish Working Environment Authority | Art. 6(1)(c) legal obligation, and Art. 6(1)(b) contract with you |
| Invoicing and bookkeeping | Art. 6(1)(c) legal obligation under the Danish Bookkeeping Act |
| Sending information about our services to business contacts | Art. 6(1)(a) consent where the law requires it; otherwise Art. 6(1)(f) legitimate interest, always with an easy opt-out |
| Running a secure website, including loading fonts | Art. 6(1)(f) legitimate interest |
| Website statistics with Google Analytics | Art. 6(1)(a) consent, given in our cookie banner |
Where we rely on legitimate interest, we have weighed our interest against your rights. You can object at any time, as described under Your rights.
Who we share data with
We do not sell personal data. We share it only with:
- Service providers acting on our behalf (data processors): HubSpot (customer relationship management), Hostinger (website hosting, email and form delivery), Make (workflow automation) and Google (Google Analytics, only if you accept cookies). They process data only on our instructions under data processing agreements.
- Google Fonts, which receives your IP address to deliver the typeface used on our pages.
- Our accountant and legal advisers, where needed.
- Public authorities, when the law requires it or when you ask us to report on your behalf.
- Equipment manufacturers or subcontractors, only when needed to carry out a job for you, such as ordering spare parts or coordinating an installation.
Transfers outside the EU/EEA
HubSpot, Inc. and Google LLC are based in the United States. Transfers to them rely on the EU–US Data Privacy Framework, to which both are certified, and on the EU Standard Contractual Clauses. If we transfer data to other countries outside the EU/EEA, for example when working on projects abroad, we use the Standard Contractual Clauses or another legal transfer basis.
How long we keep data
| Data | Retention |
|---|---|
| Enquiries that do not lead to a customer relationship | 24 months after the last contact |
| Customer and project records | For the duration of the relationship and 5 years after it ends |
| Accounting material and invoices | 5 years from the end of the financial year, as required by the Danish Bookkeeping Act |
| Service reports, inspection and safety documentation | 10 years, as documentation of compliance for the equipment |
| Website server logs | Per our hosting provider, normally no more than 90 days |
| Google Analytics data | No more than 14 months |
Your rights
You have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have data erased, where we have no legal reason to keep it;
- restrict our processing;
- object to processing based on legitimate interest, and object at any time to marketing, in which case we stop;
- receive your data in a portable format;
- withdraw consent at any time, without affecting processing already carried out. For cookies, use .
To use your rights, email info@voltumachine.com. We reply within one month.
Complaints
You can complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark, dt@datatilsynet.dk, www.datatilsynet.dk. We would appreciate the chance to resolve the matter with you first.
Security
We use access controls, encrypted connections (HTTPS) and trusted providers to protect your data. Access is limited to staff who need it for their work.
Automated decisions
We do not make decisions about you based solely on automated processing, including profiling.
Changes to this policy
We may update this policy when our services or the law change. The date at the top of this page shows the latest version.