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Privacy Policy

Last updated: 2026-09-03

At Scantra AB we value your privacy and are committed to protecting your personal data. This Privacy Policy explains what personal data we collect, why we collect it, who we share it with and what rights you have. It covers our website, our customer portal, our order tracking pages and any contact you have with us by email, phone or form.

1. Who we are

Scantra AB is the controller of the personal data described in this policy.

Scantra AB
Company registration number: 556421-7767
Virkesvägen 26 A, 120 30 Stockholm, Sweden
Phone: +46 8 558 055 00
Email: info@scantra.se
Website: https://scantra.se

We sell to companies and organisations. The personal data we process about our customers is therefore mainly business contact data – the names, work email addresses and phone numbers of the people who work at our customers, suppliers and partners.

2. What data we collect

Account and profile data
Name, email address, phone number, password (always stored in encrypted form), profile picture, preferred language and currency, notification settings, your role in the account and – where a company account has several users – which parts of the account each user may access.

Company and billing data
Company name, company registration number, VAT number, company phone number, billing and delivery addresses, and the contact person for each address.

Order and quote data
Products, quantities, colours, sizes and print options; quotes and drafts; order and shipment references; delivery details; invoices and payment status; any discount codes used; and the messages, comments and files exchanged with your account manager about an order.

Artwork and design data
Logos, images and other files you upload, the designs you create in our design tool, saved designs in your design library, and the design proofs we produce and you approve or reject – including file name, file type, file size and the time of upload or approval.

Guest order data
If you order without creating an account, we store the email address, contact details and delivery details you provide with the order. The email address is also used to generate the secure link that lets you follow your order and approve your design without logging in.

Stock service data
If we store goods for you, we register what is held in stock, your call-offs from it and the related contact details.

Technical data
IP address, browser and device information, login sessions and log data about how our services are used.

Communication data
Contact, consultation, sample request and newsletter forms, and email or phone correspondence with us.

3. How we use your data and our legal basis

To create and administer your account and the customer portal – approving a business account, login, user access within a company account and support. Legal basis: performance of a contract, and our legitimate interest in administering the relationship with the company you represent.
To handle quotes, orders, design proofs, production and delivery – including passing on what our suppliers need to make and ship your goods. Legal basis: performance of a contract, and legitimate interest.
To send service messages – order confirmations, status updates, design approval requests, delivery notices and invoices. These are needed to complete your order and cannot be switched off while an order is in progress. Legal basis: performance of a contract.
To invoice and keep our accounts – legal basis: legal obligation, and performance of a contract.
To send marketing – newsletters, offers and product news. Legal basis: your consent, or our legitimate interest in marketing to existing business customers. You can unsubscribe at any time.
To secure and improve our services – troubleshooting, statistics, fraud prevention, rate limiting and protection against misuse. Legal basis: legitimate interest.
To measure and advertise on our website – analytics and marketing cookies. Legal basis: your consent.
To establish, exercise or defend legal claims – legal basis: legitimate interest.

We do not use automated decision-making or profiling that produces legal effects for you.

4. Who we share your data with

We never sell your personal data. We share it only where it is needed to run our business, with:

Suppliers and print partners who manufacture, print and pack your order. They receive the order details, artwork and delivery details needed to produce and ship it.
Shipping and logistics companies, which receive the recipient’s name, address, email and phone number in order to deliver the goods and notify you.
IT and hosting providers. Our website, portal and databases run on servers operated by DigitalOcean.
Email and communication providers used to send our service messages and newsletters.
Analytics and advertising providers – Google (Google Analytics) and Meta (Meta Pixel) – but only if you accept analytics and marketing cookies.
Accountants, auditors, banks, insurers and legal advisers, and public authorities where the law requires it.

Providers that process personal data on our behalf do so under a data processing agreement and may only use the data for our purposes.

5. Transfers outside the EU/EEA

We aim to keep your data within the EU/EEA. Some providers – in particular analytics and advertising providers – may transfer data to countries outside the EU/EEA. Where that happens, the transfer is protected by the European Commission’s standard contractual clauses, an adequacy decision (such as the EU–US Data Privacy Framework) or another lawful transfer mechanism. Contact us if you would like more information about a specific transfer.

6. How long we keep your data

Account and profile data – for as long as your account is active, and up to 24 months after your last activity, after which an inactive account may be deleted or anonymised.
Order, invoice and accounting data – seven years after the end of the financial year, as required by the Swedish Accounting Act (1999:1078).
Artwork, designs and design proofs – for as long as your account is active, so that you can reorder. Approved proofs are kept with the order documentation.
Guest orders – the accounting parts for seven years as above; tracking links stop working once the order is closed.
Marketing consents and newsletter subscriptions – until you withdraw them.
Technical logs and login sessions – normally up to 12 months.

We may keep data longer where a legal claim, dispute or legal obligation requires it.

7. How we protect your data

Traffic to and from our website and portal is encrypted (TLS), passwords are stored only in hashed form, and access to customer data is role-based and limited to the staff who need it to serve you. Uploaded files are stored on access-controlled storage, we take regular backups, and we assess the security of the providers we work with.

8. Your rights

You have the right to:

Access the personal data we hold about you
Have inaccurate data corrected
Have your data erased, where we have no continuing legal ground to keep it
Restrict or object to our processing
Object to direct marketing at any time
Receive the data you have given us in a machine-readable format (data portability)
Withdraw a consent you have given, without affecting processing carried out before the withdrawal

Much of your data can be viewed and updated directly in your account. For anything else, contact us at info@scantra.se and we will respond within one month.

If you are unhappy with how we handle your personal data, you can lodge a complaint with the Swedish Authority for Privacy Protection (IMY), Box 8114, 104 20 Stockholm, imy@imy.se, or with the supervisory authority in the country where you live or work.

9. Cookies

We use cookies and similar technologies to keep the site working, to remember your choices and – with your consent – to measure use and show relevant advertising. Read more in our Cookie Policy.

10. Changes to this policy

We may update this Privacy Policy from time to time. The current version is always published here with the date of the latest update. If we make a significant change, we will inform you by email or through the portal.