Opscom Systems AS
Privacy and Data Protection Policy

Ver. 002.O1
Modified date: 10.10.2022

Opscom Systems as
Olav V. gate 56-60
8004 Bodø

1 Scope

Your privacy is very important to us. Opscom Systems therefor carefully considers the
protection of your personal data during the different personal data processing activities.

This policy aims to tell you which personal data we collect from you, why we collect this data
and how your data will be used. In addition, you can find information about your rights as a
Data Subject.

2 What is personal data and data protection?

The applicable data protection legislation uses specific language and in order to help you to
better understand the terminology and this policy, we will explain the most important
elements below. If you want more information, you can check out the website of the European
Commission at https://ec.europa.eu/info/law/law-topic/data-protection/reform/rights-citizens_en

2.1 Which data protection regulation is applicable?

The basic principles and obligations are documented in the General Data Protection
Regulation (GDPR or in legalese Regulation (EU) 2016/679 of the European Parliament and
of the Council of 27 April 2016 on the protection of natural persons with regard to the
processing of personal data and on the free movement of such data). Next, the Privacy
Directive (Directive 2002/58/EC of the European Parliament and of the Council of 12 July
2002 concerning the processing of personal data and the protection of privacy in the
electronic communications sector) is applicable in specific cases, such as the use of cookies.

In addition to the European regulations, the national data protection legislation still applies to
the processing of your personal data.

2.2 What is personal data?

Personal data is all the information about an identified or identifiable natural person, also
known as the data subject (a.k.a. you). A person is considered ‘identifiable’ when a natural
person can be directly or indirectly identified, in particular by reference to an identifier such

  • a name;
  • an identification number;
  • location data;
  • an online identifier;
  • or one or more elements that are characteristic of the physical, physiological, genetic,
    psychological, economic, cultural or social identity of that natural person (article 4, §1 GDPR).

Data relating to race or ethnic origin, political opinions, religious or philosophical beliefs, or
trade union membership and processing of genetic data, biometric data for the unique
identification of a person, or data about health, sexual behaviour or sexual orientation,
criminal offences or convictions are considered sensitive data. Unless an organization can
refer to one of the exceptions, the processing of these data is forbidden pursuant article 9 of
the GDPR.

We at Opscom Systems do process sensitive personal data, but only in the capacity as

2.3 What does processing of personal data mean?

This means any operation or set of operations which is performed on personal data (whether
or not by automatic means), such as the:

  • collection, recording, organization, storage, consultation, use, etc (art.4, §2 GDPR)

2.4 Controller vs. processor

The controller is a natural or legal person that determines the purposes and means for the
processing of personal data. In our context, the controller is the owner of the site and the data
connected to this unique site.

The processor on the other hand, processes this data on behalf of and only on request and with
instructions from the controller (art. 4, §7 and §8 GDPR).

Opscom Systems as controller Opscom Systems as processor
for the processing of data in the context of:

  • the Opscom Systems App
  • the Opscom Systems website

In this context the customer is the data
controller on all Opscom customer sites.

Opscom Systems work with several Airports,
Air Operators, ATC
organizations, 145 stakeholders and other
entities within Police, Military and Shipping.
Each customer has a unique database,
accessed through their own secure log on.
Their employees have access to this database,
based on their user rights.

3 What are the basic principles of data protection?

3.1 Lawfulness

Personal data must be processed fairly and lawfully with respect to you. In order to process
personal data lawfully, a legal basis must exist.

Pursuant article 6 of the GDPR, these legal bases are:

  • consent;
  • performance and preparation of a contract;
  • compliance with a legal obligation;
  • protection of vital interests;
  • performance of a task carried out in the public interest or in the exercise of official authority;
  • legitimate interest.

Opscom Systems ensures that it always refers to at least one of the above-mentioned legal
bases when it processes personal data. More about our processing activities and their legal
ground can be found below.

3.2 Fairness

The fairness of processing obliges us to only process your accurate (updated) data for specific,
explicit and legitimate purposes. Processing incompatible with the initial purpose for which
the data were collected, is not allowed.

Data minimization is also a key principle and limits the processing to what is necessary for
the purposes for which the data were collected. This also implies the processing must be
limited in time.

3.3 Transparency

You as a data subject must be made aware of the following matters in clear and plain

  • Identity and contact details of the controller.
  • If a Data Protection Officer is appointed all contact details.
  • Processing purposes and legal basis.
  • If the personal data processing is supported by a legitimate interest and an explanation of this
  • Categories of receivers of the personal data.
  • Transfer of personal data to third countries (outside the EU) or international organizations (and
    on what basis)
  • Time limit for the storage of personal data or the criteria used to determine the time limit.
  • Your rights (including the right to revoke consent);
  • The right to lodge a complaint with the supervisory authority;
  • Explanation when the transmission of personal data is a contractual or legal obligation;
  • If the personal data is received from a third party, the categories of personal data received and
    identification of the third party.

Specific legislation may contain exceptions or set additional requirements which the
organization must comply with, with respect to the provision of information to data subjects.
These mandatory legal provisions take precedence over this policy.

3.4 Confidentiality and integrity

Technical and organizational measures must be taken to ensure the processing of personal
data can take place with the appropriate guarantees, so that the data are protected against
accidental loss and against unlawful processing, destruction or damage.

4 What personal data do we process?

4.1 The data you actively and knowingly provide us

In principle we at Opscom Systems only process data we have received directly from you or
from your employer in their daily use of the designated Opscom site.

4.2 The data you provide to us by the use of our service

You might not be aware of it but by using the designated Opscom site, you provide us with
some data that might be personal (‘Observed data’), such as IP address, metadata (data that
provides information about other data) and login time.

4.3 Who are registered?

Data Subjects affected by this DPP (Data Protection Policy) are users defined by the Data

5 Why do we process your personal data?

5.1 Proportionate processing

Opscom Systems only processes personal data if necessary to achieve a certain objective. That
is why we use your personal data when necessary for:

  • The compliance with a legal obligation which is imposed upon the organization;
  • The purposes of the legitimate interests of our company in conducting and managing our
    business to enable us to give you the best service/products and the best and most secure

Otherwise, we will make sure to obtain your explicit consent.

If you have given your consent for a specific processing purpose to Opscom Systems in order
to process your data for that purpose, you can withdraw this consent at any time. We will then
stop any further processing of your data for which you gave consent and will inform you of
the possible consequences of your withdrawal of consent. If Opscom Systems processes your
personal data for other purposes and in order to do so it refers to other legal bases, we will
still be allowed to process your personal data.

5.2 Processing activities

Opscom Systems tries via its current privacy and data protection policy to provide you with
this information in order to be as transparent as possible with respect to the processing of your
personal data. This general policy must be read together with more specific
information notes which give additional information concerning about the organization’s
specific processing purposes.

We process your personal data for the following:

  • To enhance security
    We may use your personal data to enhance the security of our networks and information systems
    based on our legitimate interest. This means we can monitor your access to our networks and
    systems and collect some metadata.
  • To improve our products
    In order for Opscom Systems to improve our products and to understand how people interact
    with them, we may process your data on the use of our products based on our legitimate interest.
    For example, we collect data on how many times you have accessed your account.

If we wish to use your data for statistics, we will anonymize this data first.

6 How do we process your personal data?

6.1 Principles

We at Opscom Systems ensure that your personal data shall be processed

  • For specific, explicit and legitimate purposes and may not be processed further in a way
    incompatible with the initial purposes for which the data were collected. Therefore, we shall
    clearly communicate the purposes before starting the processing.
  • Limited to what is necessary for the purposes for which the data were collected. If possible,
    Opscom Systems will anonymize the data or use pseudonyms in order to limit the impact for the
    data subject as much as possible.
  • Limited in time and only as necessary for the specific purpose.
  • Opscom Systems has defined a retention policy based on current legal requirements from EASA.
  • Accurately, and the data shall be updated when necessary. Opscom Systems shall take all
    reasonable measures to erase or update the personal data, taking into account the purposes for
    which they are processed.
  • Transparently, therefore Opscom Systems shall provide you the required information in a clear
    and plain language. Depending on the concrete case, we can disclose the information both on a
    collective and/or individual basis.

6.2 Technical and organizational measures

Opscom Systems is committed to keeping your information as secure as possible. Therefor we
have implemented various technical and organizational measures (art. 25, §2 GDPR) to
protect your personal data from accidental or unlawful destruction, loss, alteration,
unauthorized disclosure of, or access to, etc. We have, when choosing the proper security
measures, considered the nature, context, purpose and scope of the processing, the possible
risks when processing the personal data, the costs for the implementation of the measures and
the state of the art. It is however important to remember that the internet is an open system
and we cannot guarantee that unauthorized third parties will never be able to defeat those
measures or use your personal data for improper purposes. Nevertheless, we at Opscom
Systems commit ourselves to keep updating and reviewing these measures so that we can
offer your personal data an appropriate safety level.

You can help us with this by regularly updating the Opscom Systems APP, as well as other
software installed on your devices.

These measures are applicable to the physical access to personal data, access to the personal
data via computers, servers, networks or other IT hardware and software applications and
databases. Examples of these measures include but are not limited to: the appointment of a
Data Protection Officer, Data protection policy and management, retention policy, incident
response plan, processor management, regular evaluations of policies, storage of data in
controlled facilities with limited access (by e.g. physical access control), confidentiality
obligations and awareness trainings for employees, role-based access control systems.

The organization shall ensure that the third parties that receive personal data from the
organization will comply with the applicable data protection legislation and this policy.

7 Your rights as a data subject

Opscom Systems adheres great importance to your privacy rights and therefor complies with
reasonable effort with these rights, considering the legal limitations in exercising them.

7.1 Right of access

Pursuant article 15 of the GDPR, you have the right to obtain confirmation from the
organization of whether or not your personal data are being processed. If your data are being
processed, you may request the right to consult your personal data as used/stored by the

Opscom Systems shall inform the data subject about the following:

  • the processing purposes;
  • the categories of personal data concerned;
  • the receivers or categories of receivers to which the personal data are supplied;
  • transfer to receivers in third countries or international organizations;
  • if possible, the period during which it is expected that the personal data will be retained, or if
    is not possible, the criteria used to determine this period;
  • that the data subject has the right to ask the organization to correct or erase personal data, or to
    limit the processing of his or her personal data, as well as the right to object to this processing;
  • that the data subject has the right to lodge a complaint with a supervisory authority;
  • if the personal data are not collected from the data subject, all available information about the
    source of the data;
  • the existence of automated decision-making, including profiling, and meaningful information
    about the logic involved, as well as the significance and the envisaged consequences of such
    processing for the data subject.

Opscom Systems shall also supply a copy of the relevant personal data that are being
processed. For any further copies requested by the data subject, the processor may charge a
reasonable fee.

7.2 Right to rectification

When you establish that Opscom Systems has incorrect or incomplete data about you, you
always have the right to inform us of this fact so that appropriate action can be taken to rectify
or supplement these data. It is the data subject’s responsibility to provide correct personal data
to the organisation (article 16 GDPR)

7.3 Right to be forgotten

You as a data subject can ask to have your personal data erased pursuant article 17 of the
GDPR if the processing of this data is not in accordance with the data protection legislation
and within the limits of the law.

7.4 Right to the restriction of processing

You may ask to have the processing restricted (article 18 GDPR) if:

  • The accuracy of the personal data is contested by the data subject, for a period enabling the
    controller to check their accuracy;
  • The processing is unlawful and you oppose the erasure of the data;
  • The organization no longer needs the data, but you request that your data are not be removed,
    given that you might need them for the exercise or defense of legal claims;
  • You have objected to processing, pending the verification whether the legitimate grounds of the
    controller override those of the data subject.

7.5 Right to data portability

You have the right to obtain your personal data which you provided to the organization in a
structured, commonly-used and machine-readable format pursuant article 20 of the GDPR.
You have the right to have those personal data transmitted to another controller (directly by
the organization).

This is possible if you have consented to the processing and if the processing is carried out via
an automated process.

7.6 Right to object

When personal data are processed for direct marketing purposes (including profiling), you can
always object to this processing.

You can also object to processing due to a specific situation regarding yourself as the data
subject. Opscom Systems shall stop processing the personal data unless we demonstrate
compelling legitimate grounds for the processing which overrides the interests of the data
subject or for the exercise or defence of legal claims (article 21 GDPR).

7.7 Automated individual decision-making

Since Opscom Systems does not make automated individual decisions, this paragraph is only
meant to inform data subjects of the full range of actions that can be taken under article 22 of
the GDPR.

You as a data subject shall have the right not to be subject to a decision based solely on
automated processing, including profiling, which produces legal effects concerning you or
similarly significantly affects you such as by evaluating personal aspects with respect to the
performance of work, reliability, creditworthiness, etc.

This right not to be subjected to such automated decision-making does not exist when the
decision is permitted by a mandatory legal provision.

Nor may you invoke this right when the decision is necessary for entering into, or the
performance of, a contract between the data subject and the organization or is based on the
data subject’s explicit consent. In these last two cases, you do have the right to obtain human
intervention from someone at the organization and you have the right to make your point of
view known and to challenge the automated decision process.

7.8 The right to withdraw consent

If you have given your consent for a specific processing purpose to Opscom Systems in order
to process your data, you can withdraw this consent at any time by adjusting your privacy
settings or by sending an e-mail to: support@opscomsystems.com

7.9 Procedure for exercising your rights

You may exercise your rights by:

  • Adjusting your privacy settings in the app or on the website; or
  • Sending an e-mail to the Data Protection Officer via support@opscomsystems.com

Since we want to make sure you are really you, we can ask you to identify yourself. That way
we can ensure that it is indeed the data subject requesting to exercise his or her rights.

If you have any questions about the application of the principles or the organization’s (legal)
obligations, you can always contact the Data Protection Officer via

In principle Opscom Systems shall respond to the data subject’s request within one month. If
not, we shall inform you why the request received no response or why it did not receive a
response in good time. Opscom Systems shall take the necessary measures to inform the
receivers of the data subject’s personal data about exercising the right to correction, right to
erasure or the limitation of processing by the data subject.

Exercising your rights is in principle free, but in the event you exercise of multiple and/or
unreasonable requests, we can ask a reasonable fee.

7.10 Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the competent supervisory (data protection)
authority. If you like to log a complain on behalf of a company, use the web address. This will
lead you to Altinn as the Norwegian reporting interface.

Norwegian Data Protection Authority (Datatilsynet)
Postboks 458 Sentrum,
0105 Oslo, Norway
Tel: 22 39 69 00


You can also report/make a complaint outside Altinn, by sending a standard form to:

Please fill in all relevant fields (1-9)

8 Do we share your personal data?

In some cases, it may be necessary to transfer your personal data to third party receivers. This
will only be done if your company is participating in a safety related study or safety related

We can share your personal data, based on our legitimate interest, to third party providers who
help us with our products and services. Examples include third parties hosting our web
servers, providing marketing assistance, and providing customer service. These processors
will have access to your personal data but only when strictly necessary to perform their
functions on instructions from Opscom Systems and they may not use that data for any other
purpose. Our Processor Management implies that we make sure these processors also comply
with the legal requirements pursuant data protection legislation and observe the necessary
security measures when transferring the data and with respect to the receivers, in order to
guarantee the confidentiality and integrity of the personal data. Processing agreements
containing obligatory clauses are conducted with our processors.

We may disclose your personal data to enforce our policies, to comply with our legal
obligations or in the interests of security, public interest or law enforcement in any country
where we have entities or affiliates. For example, we may respond to a request by a law
enforcement agency or regulatory or governmental authority. We may also disclose data in
connection with actual or proposed litigation, or to protect our property, security, people and
other rights or interests.

In the event that the business of Opscom Systems is sold or integrated with another business,
your details will be disclosed to any prospective purchaser’s adviser and will be transferred to
the new owners of the business. In this case, we will implement the appropriate safeguards to
ensure the integrity and confidentiality of your personal data. However, use of your personal
information will remain subject to this Policy.

8.1 Transfer to third countries

It is also possible for the organization to transfer your personal data to parties (processors)
that are based in third countries, these are countries outside the European Economic Area (i.e.
The European Union, Norway, Iceland and Liechtenstein).

Such a transfer is possible if the country where the receiver offers sufficient legal guarantees
to protect your personal data and which the European Commission has assessed as being
adequate. In other cases, the organization has concluded a standard contract with
the receiver so that equivalent or similar protection to that offered in Europe is offered.
Opscom Systems ensures to have such safeguards in place when transferring your data to
third countries.

9 Website and apps

We use cookies to process data such as your IP address, the type and language of your
browser, the brand and type of equipment you are using, the time and duration of our
website/app use, the webpage from which you reached our website, the actions you undertake
such as clicking on links and so on. We use these data to improve and personalize our
products, services and website, to provide services, to communicate with you and to provide
you with information based on our legitimate interests.

We monitor traffic patterns on the website and gather broad demographic information for
aggregate use to analyse trends and administer the website. This enables us to improve its
layout and design and permits for website personalization and streamlining to create the best
experience we can for our users. In order to perform analysis permitting such personalization
and improvement of site design and user experience, we may employ suitable third parties
with whom we share the information necessary to accomplish these objectives. Where
appropriate, we share aggregated statistical information with our business partners. These
statistics, however, include no personally identifying information.

10 Cookies

10.1 What are cookies?

Cookies are text files which contain small pieces of information, sent by a web server to a
web browser which allows the server to store different types of information on the web
browser’s device. They will be stored on your computer, tablet or phone when you visit a
website. Cookies may contain identifying information.

Opscom requires the use of Strictly Necessary Cookies to give you access to the Opscom site.
If you choose to reject these cookies, the Opscom site will not allow you access.

10.2 Categories of used cookies

We use the following categories of cookies on our website:

  • Strictly Necessary Cookies:
    These cookies are essential in order to help you to move around the website and use its
    features. Without these cookies, services you have asked for such as remembering your
    login details cannot be provided.

11 More information and Data Protection Officer

Opscom Systems has not appointed a Data Protection Officer (‘DPO’). Opscom does not
process largescale sensitive personal information.

The responsibilities defined to the role DPO are in Opscom Systems handled by our Chief
Information Security Officer (CISO). Our CISO is independent in the performance of his or
her tasks with respect to the protection of personal data. This means that he or she is not
bound by instructions from managers in the performance of his or her tasks. Our CISO will, in
addition to advising the company, also supervise the company’s compliance with data
protection legislation, this policy and any other related policies.

If you wish to obtain more information regarding the processing of your personal data or your
rights, please contact our CISO.

Opscom Systems AS
E-mail: post@opscomsystems.com
Telephone: +47 47 77 55 10

12 Audit and review

The organization reserves the right to adjust and review this policy when it deems necessary
and to remain coherent with the legal obligations and/or recommendations of the competent
supervisory authority for data protection.

The organization shall inform the data subject when it is impossible for it to comply with this
policy due to mandatory legal provisions which are imposed upon the organization.

13 Entry into force

This policy applies as of May 25th, 2018.

14 Policy duration

This policy is in effect until one of the parties terminates the agreement.

All personal data will be deleted or transferred in agreement with the Data Controller.