Effective date: 19 March 2026
Last updated: 15 April 2026
1. Data Controller
The data controller is:
Hybird-Systems ApS
CVR: 43 82 12 88
Gammel Kongevej 115, 4. th
1850 Frederiksberg C, Denmark
Email: [email protected]
If you have questions about how we process your personal data, or wish to exercise your rights under applicable data protection law, please contact us at the email address above.
2. Scope of this Policy
This privacy policy applies to all products, services, and digital properties provided by Hybird-Systems ApS, including but not limited to:
The Hybird website (hybird.energy) and associated subdomains
Hybird Connect — the platform activation product that brings Hybird controllers and breakers online
Hybird Optimisation — AI-driven energy cost reduction for commercial sites
Hybird Service — modular monitoring and maintenance contracts
The Hybird “Build a Panel” mobile application (iOS and Android)
Installer and partner resource portals (installers.hybird.energy, partners.hybird.energy)
The Hybird webshop
The Hybird savings calculator
Hybird support channels, including AI-assisted support
Any other Hybird-operated platform, tool, or communication channel
This policy describes what personal data we collect, why we collect it, how we use and protect it, and your rights in relation to that data.
Where a specific product or service has additional privacy requirements (for example, mobile app store disclosures), these are covered in a separate addendum that should be read alongside this policy.
3. Personal Data We Collect
We collect the following categories of personal data depending on which products and services you use:
Data category | Specific data | Purpose |
Account information | Email address, full name, password (hashed) | To authenticate your identity and provide access to our products and services. |
Organisation information | Company or employer name, CVR/VAT number | To associate your account with the correct business entity and determine your access permissions. |
Contact and communication data | Email correspondence, support requests, form submissions, enquiries submitted via our website or savings calculator | To respond to enquiries, provide support, and manage our commercial relationships. Where you have given consent, to contact you about our products and services. |
Panel and device data | Panel names, device serial numbers, Modbus addresses, circuit labels, panel status, timestamps | To provide the core functionality of our hardware products: registering, commissioning, monitoring, and managing electrical panels and controllers. |
Energy and operational data | Energy consumption data, electricity bill figures, optimisation parameters, performance metrics, savings estimates | To deliver the Hybird Connect, Hybird Service, and Hybird Optimisation offerings, including AI-driven analysis, reporting, and savings estimates. |
Commercial data | Order history, invoices, commission records, contract details | To process orders, manage contracts, and administer partner and installer programmes. |
Server logs | IP address, request timestamps, user agent | To maintain the security and operational integrity of our systems. Logs are used solely for error diagnosis and abuse prevention. |
Support interaction data | Messages and queries submitted to our support channels, including AI-assisted support | To provide and improve customer support. Conversations with our AI support agent may be reviewed to ensure quality and accuracy of responses. |
Savings calculator
The Hybird savings calculator is a web tool that allows prospective customers to estimate potential energy savings. When you use the calculator, we collect:
The electricity bill figures and site information you enter (to generate your estimate)
Your email address and company name, only if you choose to submit the contact form by ticking the consent checkbox and clicking “Get in touch”
If you do not submit the contact form, we do not capture or store your email address or company name. Calculator input data (electricity figures and savings estimates) is retained for a maximum of 30 days and then automatically deleted. Contact details submitted via the form are processed as marketing communications under Section 6 of this policy, subject to your consent via the Hybird Marketing and Communication Consent form.
AI-assisted support
We may use an AI-powered support agent on our help centre and other support channels to assist with common enquiries. When you interact with the AI support agent:
Your messages are processed by the AI agent in real time to generate a response.
Your conversations may be reviewed by Hybird staff to monitor quality, improve accuracy, and train the agent on our published support content.
The AI agent is trained on Hybird’s own published help centre articles and product documentation. It is not trained on your personal data or the content of your individual conversations.
You may request that a human agent handle your enquiry at any time.
Video support content
We provide support and training videos through a third-party video hosting platform (Loom). When you watch these videos, the hosting platform may record anonymised viewing analytics (such as the number of views and watch duration). We are able to see that a video has been viewed, but we cannot identify the specific individual who viewed it. The video platform’s own privacy policy governs the data it collects directly from you.
Data we do NOT collect
We do not collect your physical location or GPS coordinates.
We do not collect any biometric data.
We do not use any third-party advertising or tracking services.
We do not sell your personal data to any third party.
3A. Data Ownership
Raw consumption data collected from your installation belongs to you, the customer. You may request export of your data at any time during the term of your service agreement, and upon termination.
Hybird retains a perpetual, irrevocable, worldwide, royalty-free right to anonymise and aggregate consumption data for analytics, benchmarking, research, product development, and commercialisation. Anonymised data cannot be used to identify any individual customer or person.
4. Cookies and Website Tracking
Our website and web-based tools may use strictly necessary cookies to enable core functionality such as authentication and session management. We do not use cookies for advertising, profiling, or third-party tracking.
Where any analytics tools are used, they are configured to respect user privacy and do not collect personally identifiable information without your consent. We will update this section if our use of cookies changes.
5. Camera Access (Mobile App)
The Hybird “Build a Panel” mobile application requests access to your device’s camera for one purpose only: to scan QR codes printed on Hybird devices during the panel commissioning process.
The camera feed is processed in real time, on your device, to detect and decode QR codes. The decoded value (a device serial number) is transmitted to our server to look up the corresponding device record. No image or video data is captured, stored, or transmitted at any time.
If you deny camera permission, the App will continue to function, but you will not be able to scan QR codes. Devices can still be registered manually.
Camera access is never used for:
Taking photographs or recording video
Facial recognition or any biometric analysis
Accessing your photo library or camera roll
Any purpose other than QR code scanning as described above
6. Legal Basis for Processing
We process your personal data under the following legal bases as defined by the General Data Protection Regulation (GDPR):
Data | Legal basis | GDPR Article |
Account and organisation information | Performance of a contract — necessary to provide you with access to our products and services. | Article 6(1)(b) |
Panel, device, and energy data | Performance of a contract — this is the core service we provide. | Article 6(1)(b) |
Commercial data | Performance of a contract — necessary to fulfil orders and manage business relationships. | Article 6(1)(b) |
Contact and communication data | Legitimate interest — to respond to enquiries and provide support; or performance of a contract where applicable. | Article 6(1)(b) / (f) |
Savings calculator input data | Legitimate interest — to provide an indicative savings estimate you have requested. | Article 6(1)(f) |
Contact form submissions (savings calculator and website) | Consent — processed only where you have actively opted in via the consent checkbox. | Article 6(1)(a) |
Support interaction data (including AI-assisted support) | Legitimate interest — to provide and improve customer support. | Article 6(1)(f) |
Server logs (IP, timestamps) | Legitimate interest — ensuring the security and integrity of our systems. | Article 6(1)(f) |
Marketing communications | Consent — where you have opted in via the Hybird Marketing and Communication Consent form. You may withdraw consent at any time. | Article 6(1)(a) |
7. Data Storage and Security
Personal data is stored on servers located within the European Union wherever possible. Our primary infrastructure is hosted in Denmark and the EU.
Some of the third-party service providers we use (see Section 8) may process or store data outside the EU/EEA. Where this is the case, we ensure that appropriate safeguards are in place, including the European Commission’s Standard Contractual Clauses (SCCs) or an adequacy decision, to protect your data to the same standard required by the GDPR.
We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These include encrypted data transmission (TLS), access controls, and regular security reviews.
8. Data Sharing and Service Providers
We do not sell your personal data to any third party. We do not share your personal data with any third party for marketing or advertising purposes.
Your personal data may be accessible to:
Other users in your organisation: Users with appropriate access rights within your business account may see panel data, device data, and activity history associated with your account. This is necessary for the collaborative nature of our products.
Hybird-Systems ApS employees: Our team may access your data to provide technical support, diagnose issues, or fulfil our contractual obligations. Access is limited to authorised personnel on a need-to-know basis.
Third-party service providers
We use a limited number of third-party service providers who process data on our behalf under strict data processing agreements. These providers do not have independent rights to use your data:
Provider | Purpose | Data involved | Data location |
Shopify | Order processing, payment handling, webshop operation | Order, payment, and customer data | May process data outside EU/EEA under SCCs |
Google Workspace | Business email, internal communication, file storage | Email correspondence and support requests | May process data outside EU/EEA under SCCs |
Intercom | Help centre hosting, ticket management, AI-assisted support | Support queries, messages, email address | EU/EEA |
Supabase | Database and hosting for web applications including savings calculator and resource portals | Application data, calculator inputs, account data | May process data outside EU/EEA under SCCs |
Loom | Hosting support and training videos | Anonymised viewing analytics only (individual viewers not identifiable) | May process data outside EU/EEA under SCCs |
We may also disclose personal data if required to do so by law, regulation, or valid legal process.
9. Data Retention and Deletion
We retain your personal data for as long as your account is active and as necessary to provide the services described in this policy.
Account information: Retained for the duration of your account. Deleted within 30 days of account closure, unless retention is required by law.
Panel and device data: Retained for as long as the panel is active on the Hybird platform. Decommissioned panel data is archived and retained for a minimum of 5 years to support audit, warranty, and compliance requirements.
Energy and operational data: Retained for the duration of the relevant service contract, plus any period required for reporting, audit, or legal compliance.
Savings calculator data: Electricity bill figures and savings estimates are retained for a maximum of 30 days, then automatically deleted. Contact details submitted via the calculator’s consent form are retained as marketing communications data (see below).
Contact and communication data: Retained for as long as necessary to manage the enquiry or commercial relationship, and in accordance with applicable law.
Marketing communications data: Retained for as long as your consent is active. Removed from marketing lists within 30 days of consent withdrawal.
Support interaction data: Retained for as long as necessary to resolve your enquiry and improve our support services.
Commercial data: Retained in accordance with Danish bookkeeping law (bogføringsloven), typically 5 years from the end of the financial year in which the transaction occurred.
Server logs: Retained for a maximum of 90 days, then automatically deleted.
Requesting deletion of your data
You may request deletion of your personal data at any time by contacting us at [email protected] with the subject line “Data Deletion Request.” Upon receiving a verified request, we will:
Delete your account information (email, name) within 30 days.
Remove your association with any panel or device data. Records may be retained in anonymised form where required for operational continuity, audit, or legal compliance.
Confirm completion of the deletion by email.
If you wish to delete your account in the Build a Panel app, you may do so through the App’s profile settings, or by contacting us at the email address above.
10. Your Rights
Under the GDPR, you have the following rights in relation to your personal data:
Right of access (Article 15): You may request a copy of the personal data we hold about you.
Right to rectification (Article 16): You may request correction of inaccurate or incomplete personal data.
Right to erasure (Article 17): You may request deletion of your personal data, subject to legal retention obligations.
Right to restriction (Article 18): You may request that we restrict the processing of your personal data in certain circumstances.
Right to data portability (Article 20): You may request your personal data in a structured, commonly used, machine-readable format.
Right to object (Article 21): You may object to processing based on legitimate interest. We will cease processing unless we demonstrate compelling legitimate grounds.
Right to withdraw consent (Article 7): Where processing is based on consent (e.g. marketing communications, contact form submissions), you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
You also have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet):
Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, Denmark
11. IoT Device Telemetry
Hybird smart breakers and Edge Controllers transmit operational telemetry data (such as energy readings, device status, and connectivity information) to our servers. This telemetry is associated with the device and the site where it is installed, and is not directly identifying of any individual person.
Connectivity is provided via a Hybird partner-supplied SIM card installed in the controller. The SIM and associated network data are managed by Hybird and are not linked to any individual’s personal identity or mobile phone account.
12. Data Processing Agreements
Hybird acts as the data controller for personal data collected through its own products and digital properties, including the Build a Panel mobile application, the Hybird website and savings calculator, direct customer enquiries, and platform operations.
Where Hybird processes personal data on behalf of a business customer (for example, energy consumption data collected under a Hybird Service contract), Hybird acts as a data processor. In such cases, processing is governed by a separate Data Processing Agreement (DPA) between Hybird and the customer, in accordance with Article 28 of the GDPR.
If you require a DPA or have questions about our data processing arrangements, please contact us at [email protected].
13. Children
Our products and services are not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete it promptly.
14. Changes to this Policy
We may update this privacy policy from time to time to reflect changes in our practices or applicable law. If we make material changes, we will notify you through our products or by email before the changes take effect. The “Last updated” date at the top of this policy indicates when it was most recently revised.
15. Contact
For any questions, concerns, or requests regarding this privacy policy or your personal data, please contact:
Hybird-Systems ApS