MXP – Privacy statement

Last updated: 24/06/2025 

Introduction 

When using MXP, personal data about you is processed. This Privacy Statement helps you understand what personal data Mobilexpense collects and why we collect it, and how we handle, protect, store, export, and delete your personal data. 

Personal data is any information relating to an identified or identifiable natural person, such as an email address, street address, phone number, etc. 

Contact us 

If you have any comments or questions about this Statement, or any privacy concerns, including regarding a possible breach of your privacy, please contact your company administrator. 

Mobilexpense as Processor 

For the personal data processed in the MXP your employer is the Controller. Mobilexpense does in such cases act as a Processor and processes the personal data on behalf of and according to instructions given by your employer. For more information regarding this, please contact customer support for the specific service.  

If you want to invoke your rights in relation to the processing of your personal data in MXP, you should direct this to your employer. 

Processing activities 

Mobilexpense processes your personal data in MXP in accordance with the data processing agreement signed with your employer, the Controller. These processing activities include collection, transfer, storage, consultation, alteration, and deletion of your personal data for the purposes of providing you an travel and expense management service through our application. Purposes of processing are, among others, customer support, application and data hosting, various application functionalities, and other activities related  to our services (project management, implementation, application improvement etc.). To be able to deliver you our services, we use sub-processors. We are making sure all of your data remains in the EU/EEA. In some cases, transfers to third countries are inevitable, and we are making sure to have work with sub-processors who are compliant with the provisions laid out in Chapter V of GDPR.  

Collection of feedback and satisfaction surveys 

Mobilexpense continuously strives to improve and develop the quality, functionality, and user experience of our products and services. Through feedback collection, we process your personal data, which includes your name, email address, user and web traffic information such as login ID, username, and IP address. Additionally, we process statistics that indicate how you use our software. 

Our legal basis for processing your personal data is our legitimate interest, cf. GDPR article 6 nr. 1 f). The legitimate interest is to ensure that we meet our customers' expectations and fulfills all contractual commitments. 

We will process your personal data only as long as necessary to fulfill the purpose. After three years, the personal data is deleted or anonymized for statistical use. 

For this purpose, we are using the following sub-processors: 

• Pendo – We use Pendo to collect user feedback and satisfaction ratings directly within our application. This helps us understand how our features are used and identify areas for improvement. Pendo may process: in-app usage metadata (e.g. button clicks, feature adoption); survey responses submitted by users; user profile information (e.g. email) for segmentation. Pendo does not collect sensitive personal data. The data is processed on our behalf in accordance with their security and privacy practices. You can learn more on Privacy Policy and Trust Centre.  

• Gartner - We may invite selected users who responded to feedback surveys further engage through Gartner Peer Insights. Gartner conducts the campaign on our behalf by sending emails from their domain. The campaign includes an initial invitation and limited follow-up emails if no response is received. Once a review is submitted, or upon our request, the email campaign stops. Gartner deletes contact lists after the campaign ends, and may follow up only with users who submit a review, in line with their Community Guidelines. 

Security 

Mobilexpense processes personal data in order to detect, mitigate, and prevent security threats and abuse, as well as perform necessary maintenance and debugging. The personal data involved includes your name, email address, user and web traffic data such as login ID, username, IP address, and device information. 

Our legal basis for this processing of personal data is our legitimate interests, cf. GDPR article 6 nr. 1 f). The legitimate interest is to maintain a secure environment for our customers and operations.  

 We will only store your personal information for as long as necessary to fulfil the purpose of processing, and your personal data will normally be deleted after 3 years.  

Your rights 

You can invoke the following rights in relation to our processing of your personal data: 

• Access. You have the right to request a copy of personal data we process about you.  

• Rectification. You also have the right to request rectification of inaccurate personal data concerning you. If you have an account for our sites or services, this can usually be done through the appropriate "your account" or "your profile" sections on the applicable site or service. 

• Deletion. You can request deletion of personal data relating to you.  

• Restriction. You may ask us to restrict the processing of your personal data 

• Portability.  You may ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format. 

• Object. You have the right to object to our processing of your personal data on the basis of legitimate interests or for direct marketing purposes. You also have the right to object to our processing of your personal data for the performance of tasks carried out in the public interests or in the exercise of official authority.  

Please note that there may be certain exceptions or limitations to the abovementioned rights which could apply depending on the specific circumstances of your situation. If you have any concerns about how your data is being processed and used, please contact your employer’s administrator.  

Changes 

We encourage you to review the Privacy Statement regularly. If we make significant changes to the Privacy Statement that materially alter our privacy practices, we will notify you of this.  

The Privacy Statement was last updated on 24 June 2025.