Privacy Policy

Professional Moments is based in Copenhagen, Denmark. Depending on the service, Professional Moments may act as a data controller or process personal data on behalf of an organisational client. Where an organisation determines why a Snapshot, diagnostic or survey is carried out and how participant data is used, that organisation may be the controller and Professional Moments may act as its processor.

• Identity and contact information, such as name and email address.
• Professional information, such as organisation, role, team or relationship to the person or team being assessed.
• Invitation and participation information, such as invitation status, completion status and timestamps.
• Responses submitted through Snapshots, diagnostics, surveys, forms and assessments.
• Information you provide when contacting us, purchasing a service, attending a session or working with Professional Moments.
• Technical and security information generated when you use our website or digital services, such as browser, device, IP address and logs where applicable.

Professional Moments uses digital questionnaires to collect perspectives that support professional and organisational development. Participants may receive a personal secure link to complete a questionnaire. The link is used to manage participation and prevent duplicate submissions.

Professional Moments administrators may need to know who was invited and whether participation has been completed. This administrative information is separate from the reporting of questionnaire responses.

For team Snapshots designed for confidential reporting, results are aggregated and are only reported when the applicable minimum-response rules are met. Individual participant responses are not shown in the client report. Participants do not receive access to the Professional Moments administration dashboard or to other participants’ data.

After a one-time questionnaire is submitted, the participant journey is complete unless Professional Moments or the commissioning organisation explicitly communicates otherwise.

• To deliver Professional Moments services and administer client engagements.
• To invite participants and operate Snapshots, diagnostics, surveys and assessments.
• To calculate, interpret, quality-check and produce agreed reports and deliverables.
• To communicate about services, participation, appointments and support.
• To maintain security, prevent misuse and troubleshoot our digital services.
• To improve our services and digital experience using information that is appropriate for that purpose.
• To meet legal, accounting and regulatory obligations.
• To send marketing communications where permitted and, where required, with consent.

The legal basis depends on the context and our role. Processing may be necessary to perform a contract, to take steps requested before entering a contract, to pursue legitimate interests that are not overridden by your rights, to comply with a legal obligation, or to act on your consent where consent is the appropriate basis. When Professional Moments processes data solely on behalf of an organisational client, the client determines the applicable lawful basis for that processing.

Access is limited to people and service providers who need the information for the relevant purpose. This may include authorised Professional Moments personnel and technology providers supporting hosting, communications, administration, analytics, payments or other operational services.

For commissioned Snapshots and diagnostics, the agreed deliverable is provided to the authorised recipient designated for the engagement. Where the methodology requires aggregated or confidential reporting, the deliverable does not identify individual responses. We do not sell personal data.

Some service providers may process data outside Denmark or the European Economic Area. Where this occurs, Professional Moments uses the safeguards required by applicable data-protection law, as relevant to the service and transfer.

We retain personal data only for as long as it is needed for the purpose for which it was collected, for the duration of the relevant client or service relationship, and for any additional period required by law or necessary to establish, exercise or defend legal claims. Different categories of data may therefore have different retention periods. Where Professional Moments acts as a processor, retention and deletion may also be governed by the agreement with the data controller.

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or misuse. Access to administrative Snapshot and reporting functionality is restricted to authorised Professional Moments administrators. No internet-based service can guarantee absolute security.

Our website may use cookies and similar technologies needed for operation, security, preferences, analytics and performance. Where consent is legally required for non-essential technologies, we request it through the applicable consent mechanism.

• Request access to personal data about you.
• Request correction of inaccurate data.
• Request deletion where the legal conditions are met.
• Request restriction of processing where applicable.
• Object to certain processing based on legitimate interests.
• Request data portability where applicable.
• Withdraw consent at any time where processing relies on consent, without affecting earlier lawful processing.
• Lodge a complaint with a competent data protection supervisory authority.

If you participated because your employer or another organisation commissioned the service, that organisation may be the data controller. In that case, we may direct your request to the controller or assist the controller in responding, depending on our role.

Professional Moments services are intended primarily for professional and organisational contexts. We do not knowingly design our standard Snapshot services for children unless a specific service explicitly states otherwise and appropriate safeguards have been established.

We may update this policy when our services, technology or legal obligations change. The current version and effective date will be published on this page.

For privacy questions or requests concerning personal data, contact Professional Moments at wecare@professionalmoments.com.