Privacy Policy - ver. Sep. 2026

We’re Via Design, an organisational design consultancy helping organisations navigate change, develop their culture and turn strategic ambition into new ways of working, leading and collaborating.

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At Via Design, we're committed to protecting and respecting your privacy.

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This policy explains why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

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Any questions regarding this policy and our privacy practices should be sent by email to sk@viadesign.dk Alternatively, you can telephone +45 2627 9392.

We process personal data only where it is relevant to our professional activities and the services we provide.

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We may process personal data in connection with consultancy and organisational development projects, interviews, workshops, surveys, user research, analysis and other activities carried out for or together with our clients.

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We may also process personal data for the purposes of managing client and supplier relationships, responding to enquiries, fulfilling contractual obligations, administering payments and invoicing, complying with legal and regulatory requirements, and managing our business.

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We do not sell personal data or provide personal data to third parties for their own marketing purposes.

Depending on the circumstances, our legal basis for processing Personal Data may be:

1. your consent;

2. the performance of a contract or steps taken prior to entering into a contract;

3. our legitimate interests in operating our business and providing our services, where those interests are not overridden by your rights and interests; and/or

4. compliance with applicable legal obligations.

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Where Via Design processes Personal Data on behalf of a client, we act as a data processor and process the data in accordance with the client’s instructions and our data processing agreement with the client.

Via Design does not use automated decision-making to make decisions about individuals that produce legal effects or similarly significantly affect them.

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We may use digital and AI-based tools to support research, analysis, synthesis and the development of working material. Outputs from such tools are treated as working material and are subject to human judgement and review.

Via Design retains Personal Data only for as long as necessary for the purpose for which it was collected, taking into account our contractual obligations, client requirements, applicable legislation and legitimate documentation needs.

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Unless otherwise agreed with our client, personal data collected directly as part of interviews, research or similar project activities will normally be retained for no longer than 12 months following completion of the relevant activity or project.

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Where possible and appropriate, project material may subsequently be retained in anonymised or aggregated form.

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We may retain certain information for longer where necessary to comply with legal obligations, resolve disputes, document our work or enforce agreements.

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To discuss our policy toward retention, please do e-mail: sk@viadesign.dk

The Personal Data we collect depends on the nature of your relationship with Via Design and the activity in which you participate.

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In connection with consultancy projects, organisational development, interviews, workshops, surveys or research activities, we may collect information directly from you or, where relevant, receive basic contact information from the organisation commissioning the work.

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Where we recruit participants for a specific user or market research study, we or our sub-contractors may ask screening questions to determine whether you are appropriate for the study. Where applicable, you may receive an honorarium for your participation.

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We only collect Personal Data that is relevant and necessary for the purpose of the activity.

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Such information may include your name; contact details, including email address and telephone number; job title and organisation; professional role or area of responsibility; information you choose to share during interviews, workshops, surveys or other project activities; and, where relevant to a specific research project, demographic, professional, health-related or payment information.

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Where we process special categories of Personal Data, such as health information, we do so only where this is necessary for the specific activity and where an appropriate legal basis applies.

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Where appropriate, we pseudonymise or anonymise information collected through our work.

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Pseudonymisation means replacing names or other direct identifiers with alternative references in order to reduce the likelihood of individuals being identified. Pseudonymised data may still constitute Personal Data.

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Where information has been fully anonymised so that individuals can no longer reasonably be identified, it is no longer considered Personal Data.

Depending on the nature of the project, we may use a range of methods including individual and group interviews, workshops, focus groups, surveys, observation, ethnographic research and online or telephone-based sessions.

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Before collecting Personal Data, we will provide relevant information about the purpose of the activity, how the information will be used and any choices available to you.

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Where consent is required for a particular activity, such as certain forms of recording, we will ask for it explicitly.

On occasion the interviews may be audio and video recorded. You will be made aware if this is the case at the time of recruitment, and why it is proposed. Recordings will only be shared with clients or other third parties where this has been explained to you and where an appropriate legal basis applies. Where possible and appropriate, material shared for analysis or reporting purposes will be anonymised or pseudonymised.

Occasionally your research interview will be directly observed either in person via a one-way mirror or video link, or via audio-video conferencing or teleconference. We will obtain your consent for this to happen, at the pre-screening process of each project. Those viewing the session must observe the confidentiality of all information exchanged, and client observers will be introduced openly and honestly to you. 

On occasion during a study or interview, proprietary information regarding products, services and their development may be disclosed. In participating, all such information must be kept confidential, and not disclosed to third parties, or used for any other purpose. Acceptance of this requirement for confidentiality is required to participate in the research process. 

Research with Persons under 18 years of age Research with persons under 18 will only take place with the explicit, written consent of the parent or legal guardian.

In certain circumstances your information may be disclosed to others who are assisting us in undertaking the research study. In such situations we take reasonable precautions to ensure that the privacy protections afforded by this Notice are echoed by the recipient of the disclosed information. 

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ADVERSE EVENT AND PRODUCT COMPLAINT REPORTING
In certain healthcare or life-science research projects, Via Design or our client may have a legal or regulatory obligation to report Adverse Events or Product Complaints that arise during a study and will inform you at the point of recruitment if your consent is required to waive the confidentiality afforded you under this policy. Everything else you contribute during the interview will remain confidential. 

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SUB-CONTRACTORS AND SERVICE PROVIDERS 

We use external suppliers and service providers where necessary to deliver our services and operate our business.

These may include providers of IT infrastructure, hosting, email, cloud storage, transcription, analysis, research recruitment, AI-based tools and other professional services.

Only the Personal Data necessary for the relevant task will be shared or made available.

Where a supplier processes Personal Data on our behalf, we require appropriate contractual and data protection safeguards, including a Data Processing Agreement where required.

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USE OF AI AND DIGITAL TOOLS

Via Design uses digital tools, including artificial intelligence, as part of our professional work.

These tools may be used to support research, analysis, structuring and summarising text, identifying patterns and themes, and developing working material, concepts and client deliverables.

We use, among other services, ChatGPT Business from OpenAI.

Where Personal Data is processed using AI-based tools, we seek to limit the information to what is necessary for the task and, where appropriate, pseudonymise or anonymise the material before processing it.

OpenAI processes data used within our ChatGPT Business workspace on our behalf under its Data Processing Addendum. Data from ChatGPT Business is not used by OpenAI to train its general models by default.

Where Via Design acts as a data processor on behalf of a client, AI tools are used in accordance with our agreement with and instructions from that client.

AI-generated output is treated as working material and is subject to human review and professional judgement by Via Design.

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INTERNATIONAL DATA TRANSFERS

Some of our technology providers are international organisations or use service providers located outside the EU/EEA.

Where Personal Data is transferred outside the EU/EEA, we ensure that an appropriate lawful transfer mechanism is in place, such as an adequacy decision by the European Commission, the European Commission’s Standard Contractual Clauses or another lawful mechanism under applicable data protection legislation.

Where required, we also consider whether additional safeguards are appropriate.

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CLIENTS AND PROJECT SPONSORS 

In client projects, Via Design may need to share relevant Personal Data with the organisation commissioning the work for purposes of conducting the interview. In such cases, your confidential information will only be used for the purpose of conducting an interview and will be kept confidential by agreement. How we use your contribution for a particular client study will be explained fully during the screening process. We shall obtain your written consent to the key aspects of the research process before you participate. 

Via Design recognizes that EU individuals have the right to limit the use and disclosure of their Personal Data, and we are committed to respecting those rights. 

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At any point you can ask to withdraw, request access to the information we currently hold, amend or rectify that information and request that we no longer contact you or retain your information, without cost to you.

Via Design will maintain, monitor, test, and upgrade information security policies, practices, and systems to assist in protecting the Personal Data that it collects. Via Design personnel will receive training, as applicable, to effectively implement this Policy. Access to Personal Data is limited to Via Design personnel and authorised service providers who need access for the relevant purpose.

Adequate precautions are taken to protect personal data, any sensitive data and confidential information against unauthorized access including but not limited to user identification and password only access, pseudonymizing, encryption and firewall protection.

RIGHT TO ACCESS 
You have the right to obtain confirmation about whether Personal Data is included about you in our databases. 
Upon request, Via Design will provide an individual access to his or her Personal Data within a reasonable time frame. 
Via Design will permit an individual to know what Personal Data about them is included in our databases and to ensure that such Personal Data is accurate and relevant for the purposes for which Via Design collected the Personal Data. 
You may access and modify your Personal Data by contacting Via Design by phone, post or email. In making modifications to your Personal Data, you must provide only truthful, complete, and accurate information. 
 
RECTIFICATION AND ERASURE 
You may request that we rectify or delete any of your personal data that is incomplete, incorrect, unnecessary or outdated.
 
OBJECTION 
You may object to the processing of your Personal Data where the processing is based on our legitimate interests, subject to the conditions set out in applicable data protection legislation.
 
RESTRICTION OF PROCESSING 
You may restrict processing of your personal data for certain reasons, such as, for example if you consider your personal data collected by us to be inaccurate or you have objected to the processing and the existence of legitimate grounds for processing is still under consideration.
 
DATA PORTABILITY 
You may request the data you provided to us in a commonly used and machine-readable form. 
 
RIGHT TO WITHDRAW CONSENT 
You have the right to withdraw your consent at any time, without affecting the lawfulness of our processing based on such consent before it was withdrawn, including processing related to existing contracts for our products and services. 
To exercise any of the above mentioned rights, please contact us as set forth below. We will process any requests in accordance with applicable law and within a reasonable period. 
We recommend that you include documents that prove your identity and a clear and precise description of your request. Please note that in some cases, especially if you wish us to delete or cease the processing of your personal data, we may no longer be able to provide our services to you. 
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Via Email: sk@viadesign.dk Via Postal Mail: Via Design, Rørmosevej 28, 3460 Birkerød, Denmark, Via Phone: +45 2627 9392

Via Design will track each of the following and will provide notice to the appropriate parties under law and contract when either of the following circumstances arise: 

(a) legally binding request for disclosure of the Personal Data by a law enforcement authority unless prohibited by law or regulation; or (b) requests received from Research participants. 

This Policy may be amended from time to time, consistent with applicable data protection and privacy laws and principles. We will notify you if we make changes that materially affect the way we handle Personal Data previously collected, and we will allow you to choose whether your Personal Data may be used in any materially different manner.

If you have any questions or complaints about this Privacy Policy or our data collection practices, please contact us at the details listed below and specify your country of residence and the nature of your question or complaint. 

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Via Email: sk@viadesign.dk Via Postal Mail: Via Design, Rørmosevej 28, 3460 Birkerød, Denmark, Via Phone: +45 2627 9392

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If you consider our processing activities of your personal data to be inconsistent with the applicable data protection laws, you may lodge a complaint with your local supervisory authority responsible for data protection matters.