OUR Policy on Privacy

At HKAARSHOLM, we take the protection of your personal data seriously. This privacy policy explains how we collect, use, store, and protect personal data in connection with photography, delivery of images, and our customer collaborations.

Data Controller

HKAARSHOLM v/ Henrik Majdal Kaarsholm
Nordrupvej 40
4100 Ringsted
Denmark
CVR: 35790977
Email: kontakt@hkaarsholm.dk
Phone: +45 30 51 69 30

Categories of Personal Data We Process

Depending on the nature of the assignment, we may process the following categories of personal data:

• Contact details (name, email address, phone number, postal address).

• Information contained in contracts, agreements, and invoices.

• Photographic recordings where individuals may be identified.

We do not process sensitive personal data unless this is strictly necessary and based on explicit consent.

Purposes of Processing

We process personal data for the following purposes:

• To enter into and fulfil agreements with customers and partners.

• To issue invoices and comply with accounting obligations.

• To carry out photographic work and deliver the agreed images.

• To use images for marketing and presentation purposes (only with the consent of identifiable individuals).

Legal Basis

Our processing of personal data is based on the following legal grounds in accordance with the General Data Protection Regulation (GDPR) - Regulation (EU) 2016/679.:

• Article 6(1)(b): Processing is necessary for the performance of a contract with the data subject.

• Article 6(1)(c): Processing is necessary for compliance with a legal obligation (e.g. bookkeeping legislation).

• Article 6(1)(a): Processing is based on the consent of the data subject (e.g. for the use of identifiable images in marketing).

Retention and Deletion

• Contact and invoice information will be stored for up to 5 years in compliance with the Danish Bookkeeping Act.

• Photographic files and images will be stored for as long as they are relevant for the collaboration, or until consent is withdrawn.

• Consent forms will be kept as long as the images are in use.

When data is no longer needed for the purposes described above, it will be deleted or anonymized.

Disclosure of Personal Data

We only share personal data when necessary and relevant:

• With trusted third-party service providers, such as IT suppliers, hosting providers, and printing companies.

• All third parties are bound by data processing agreements or act as independent data controllers.

• We do not sell, rent, or otherwise disclose personal data to unrelated third parties without consent.

Security Measures

We implement appropriate technical and organizational measures to ensure that personal data is protected against unauthorized access, alteration, disclosure, or destruction. These include secure storage solutions, access control, encryption, and regular review of our data handling practices.

Your Rights as a Data Subject

Under GDPR, you have the following rights:

• Right of access: To know what personal data we hold about you.

• Right to rectification: To have inaccurate data corrected.

• Right to erasure (“right to be forgotten”): To request deletion of your data when legally permissible.

• Right to restriction of processing: To limit how we process your data in certain circumstances.

• Right to data portability: To receive your data in a structured, commonly used format.

• Right to object: To object to processing based on legitimate interest or for marketing purposes.

• Right to withdraw consent: If processing is based on your consent, you may withdraw it at any time.

Requests to exercise these rights should be sent to: kontakt@hkaarsholm.dk.

Complaints

If you believe that our processing of your personal data is unlawful, you have the right to file a complaint with the Danish Data Protection Agency (Datatilsynet) via www.datatilsynet.dk, or with your local supervisory authority within the EU.

Changes to This Privacy Policy

We may update this privacy policy from time to time. Any changes will be published on our website, and the updated version will be effective from the date of publication.

Contact Information

If you have any questions about this privacy policy or how we process your personal data, you may contact:

Henrik Majdal Kaarsholm
HKAARSHOLM
Email: kontakt@hkaarsholm.dk
Phone: +45 30 51 69 30