PRIVACY NOTICE
Hood Agency ApS (hereinafter “HOOD”, “we,” “us”) is committed to protecting the privacy and security when processing your personal data. This Privacy Notice describes how we collect and use your personal data.
This Privacy Notice is intended for any former, current, potential client and user of a product or service offered by HOOD or just as a visitor to our website.
It is important that you read this Privacy Notice so you are aware of how and why we are using your data and what your rights are under the relevant data protection legislation.
1. DATA CONTROLLER
HOOD is responsible for the processing of personal data we have obtained from you or about you and making sure it’s processed in accordance with the data protection legislation. In accordance with the applicable regulations on the protection of personal data, HOOD is the “data controller”.
Hood Agency ApS
VAT: DK39332574
Aaboulevarden 52, 2. floor
8000 Aarhus C
Denmark
1.1 Contact
Should you have any questions or concerns regarding the processing of your personal data, you are more than welcome to contact us at [email protected].
You are welcome to contact us using one of the following languages: Danish, English, Swedish, or German.
We will respond to your inquiry as quickly as possible. We strive to answer all inquiries as quickly as possible and no later than within 1 month.
We request that, in connection with inquiries regarding your rights as described in section 6, you provide us with sufficient information to process your inquiry, including your full name and email address, so that we can identify you and respond to your inquiry.
2. HOOD AS DATA PROCESSOR
In certain cases, HOOD acts as a data processor on behalf of our clients. In cases where HOOD is the data processor, HOOD acts according to the instructions of the data controller and in accordance with a data processing agreement. In these cases, this privacy policy does not apply to the processing.
3. INFORMATION COLLECTED, THE PURPOSE OF DATA PROCESSING AND THE LEGAL BASIS
We collect personal data directly provided by you or made public by you. This may include publicly available information, including data we obtain from commonly accessible sources. Furthermore, we also receive technical data from analytical third-party providers, regarding your visit to our website.
We process personal information about you in a variety of different situations. Please read below for further details on our processing in these various situations.
3.1 Visitors to our website
When you visit our website, we may process information about your IP address as well as information about your computer, device, and browser. We may also process information about your visit (e.g., information about how you accessed our website, how you navigate it, which pages you visit, content you view, your searches, advertisements you have seen, etc.). This information is collected through cookies, log files, google analytics and other technologies.
We may also process data that you provide to us in connection with your use of the website, such as when you fill out a form or register online, including your name and/or company name, address and/or company address, work phone number/mobile number, email address, title, product interest, and any other information you provide to us.
We use the information to make relevant services and products available to you and to improve your experience of our websites and online services, as well as the services and products we offer. We also use data to show you content on our and others’ pages based on your activities and preferences, and to limit the number of times you see the same content.
Failure to provide the requested information may impact the functionality of our website for you.
You can read more about the use of cookies in our cookie polic .
Our legal basis for processing is our legitimate interests, cf. GDPR Article 6.1.f or your consent, cf. GDPR Article 6.1.a.
3.2 Clients and client prospects
When you are a client/potential client of ours or a contact person at one of our clients/potential clients, we process personal information such as your name, company name, company address, work phone number, work email address, title, payment information, as well as information from publicly available sources and any other information you provide to us.
We process personal information for the purpose of fulfilling the agreement with our
clients, including delivering services, invoicing, conducting statistics and quality management, as well as maintaining our client records and providing general service, marketing, and sales to our clients and potential clients.
Due to the purpose of the individual agreement, it is therefore a requirement that the client provides the personal data specified above. If the client does not wish to provide this information, an agreement cannot be finalized, and our services cannot be provided.
Our legal basis for processing is the agreement with you, cf. GDPR Article 6.1.b and/or our legitimate interests, cf. Article 6.1.f.
3.3 Talents
HOOD occasionally identify and engage with talents, hereinunder influencers and models, for various tasks related to our services. To manage communication and fulfill agreements, we process necessary and relevant data, including name, email, and address.
For influencers, we also process publicly available content from your social media profiles to promote and market our brand and clients in accordance with our agreement.
For models booked for jobs, we handle data such as your name and photos to fulfill the terms of the agreements.
Given the purpose of the individual agreement, it is necessary to provide the specified personal data. If the required information is not provided, the agreement cannot be completed, and in certain instances, payment may not be processed.
Our legal basis for processing is the agreement with you, cf. GDPR Article 6.1.b and/or our legitimate interests, cf. Article 6.1.f. Furthermore, our legal basis can be that personal data has already been published by yourself, cf. Article 9.1.e.
3.4 Partners and/or suppliers
If you are a partner or supplier to us, or a contact person at a partner/supplier, we process information about your name, company name, business address, work phone number, email address, and job title, as well as publicly available information and other information that you provide to us.
We process this information for contract management purposes and to receive goods and services from our suppliers and partners, and, where relevant, to fulfill agreements with our clients.
Due to the purpose of the individual agreement, it is therefore a requirement that the partner/supplier provide the personal data specified above. If the partner/supplier does not wish to provide this information, the agreement cannot be finalized, and in some cases, the payment may not be issued.
Our basis for processing this information is the agreement with you, cf. GDPR Article 6.1.b or our legitimate interests, cf. GDPR Article 6.1.f.
3.5 Events
If you choose to participate in our events, we process personal data in order to manage and hold the event.
We process your name, email, and phone number to organize and administrate the event.
Including but not limited to; contacting you to confirm if you have obtained a spot or if the spots are filled, informing you about changes in the event, and being able to maintain a participant list. Additionally, your name and email address will be processed in connection with a follow-up survey about the event.
Specifically for presenters, information about their name, title, and their associated organization/company will be processed. This is to be able to inform potential participants about their participation in order to promote the event.
If you do not provide such information, you may not be able to participate in the event.
Furthermore, any photos and videos taken during the event will be used for marketing purposes on HOOD’s website and social medias in order to showcase and promote our events. Naturally, no offensive, exploitative, or revealing images will be used.
If you do not wish to have your picture taken, please approach the photographer during the event. If you appear in any photos after the event that you do not wish to be included in, please contact through the provided contact information to specify which images you would like deleted and the reason for this request.
Our legal basis for processing is the agreement with you, cf. GDPR Article 6.1.b and/or our legitimate interests, cf. Article 6.1.f, or your consent, cf. GDPR Article 6.1.a.
3.6 Job application and job agent
If you apply for a job at HOOD, we collect personal data provided by you, such as address, phone number, email, pictures, video, application, and CV in order to assess whether you match a current hiring need in our company.
If you choose not to provide the requested information, we will be unable to consider your application for our positions, as it is necessary for us to assess your suitability for the role.
If you sign up for our job agent, we register the data you provide, including name and email, to send you relevant job postings.
Without providing the requested information, you won’t be able to sign up for our job agent and receive automatic notifications about job openings that match your profile.
Our basis for processing this information is our legitimate interests, cf. GDPR Article 6.1.f.
If you are part of a recruitment process and/or hired for the job, we will give you separate information about how we process your personal data.
3.7 Other situations
In connection with woods_ development, the company structure may change, for example, through a complete or partial sale of the business. In the event of a partial transfer of assets that include personal data, the legal basis for the associated disclosure of personal data is primarily GDPR Article 6.1.f, as HOOD has a legitimate interest in transferring parts of its assets and making commercial changes.
Personal data that we have collected for the purposes described above may also be processed to comply with laws and regulations to which we are subject in connection with the operation of our business, or to fulfill various reporting or disclosure obligations under applicable laws and regulations, cf. GDPR Article 6.1.c.
We are required to retain all accounting records in accordance with the Danish Bookkeeping Act for a period of time. This means that we store orders, invoices and similar documents for accounting purposes. These records may contain personal data such as name, address, and service description.
For certain data processing activities in HOOD, there are independent specific privacy notices:
4. TRANSFER OF DATA
In certain cases, we may share your personal data with third parties, including:
- Internal Third Parties:
Your personal data may be shared within our organization, including with our affiliated companies, departments, or employees who require access to your data for the purpose of providing our services.
- External Third Parties:
We may also disclose your personal data to external third parties, if required by law or as part of the services we provide to you. This includes authorized third-party service providers who need your personal information in order to contact and transact with you pursuant to your use of our services (such as banks or payment systems); service providers acting as processors who provide IT and system administration services such as newsletter service providers or customer satisfaction survey providers; respective authorities and/or professional advisers acting as sub-operators including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services as required.
In some cases, we might transfer your personal data to third parties in countries outside the EU/EEA, where necessary.
Transfer of personal data to third countries takes place within the framework of chapter 5 in the General Data Protection Regulation, meaning that such transfers will only happen:
- towards third countries, one or more specific sectors within a third country, or international organizations for which the European Commission deems that an adequate level of protection of personal data is in place; or
- if the recipient of the data obtained an appropriate certification or adhered to a specific code of conduct ensuring that the processing of personal data is appropriate and equal to those provided under EU law; or
- if the recipient implemented appropriate standard contractual clauses, prepared by the European Commission or prepared by the national Data Protection Agency and approved by the European Commission.
- in accordance with Article 49.1.b-e.
5. STORAGE OF YOUR PERSONAL DATA
We store your data, for the above purposes, securely and in compliance with the provisions of the applicable laws.
We limit access to your personal data to those employees, agents, contractors and other third parties who have a strict business need to know your data.
We only store your data for the duration necessary to fulfill the purposes for which it was collected or to comply with the contractual, legal, accounting or reporting obligations and observing the retention periods stated by the applicable laws.
Accordingly, we anonymize and/or delete your personal data once it’s no longer necessary to achieve the purpose for which it was collected.
Information collected in connection with the development of existing or potential customer relationships is retained as long as it is relevant to the existing or potential customer relationship, and for an additional period of up to six months.
Personal data included in accounting records is retained for five years from the end of the financial year, after which the data is deleted. The retention period is established based on the retention requirements of Section 10 of the Danish Bookkeeping Act and is therefore intended to comply with applicable legislation.
6. YOUR RIGHTS
According to the General Data Protection Regulation (GDPR), and the relevant data protection law you are entitled to exercise the rights as applicable to the specific processing situation. If you wish to exercise your rights, please contact us.
Your rights include the following:
- The right to request access to your personal data: You have the right to access the personal data we process about you.
- The right to rectify your personal data: You have the right to have incorrect personal data about you rectified and incomplete personal data completed.
- The right to erasure of your personal data: In certain circumstances, you have the right to have personal data about you deleted before the time we normally delete your information.
- The right to restriction of processing: In certain circumstances, you have the right to restrict the processing of your personal data. If you have the right to restrict processing, we may only process the data – except for storage – with your consent, or for the establishment, exercise, or defense of legal claims, or to protect a person or important public interests.
- The right to data portability: In certain circumstances, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to have these personal data transferred from one data controller to another.
- The right to object against the processing of your personal data: In certain circumstances, you have the right to object to our processing of your personal data, and always if the processing is for direct marketing purposes.
If the processing is based on your consent, you have the right to withdraw your consent at any time. This can be done by contacting us at the above email address. Withdrawal of your consent will not have any negative impact. However, it may mean that we can no longer fulfill specific requests from you in the future. Withdrawal of your consent will not affect the lawfulness of processing based on consent before its withdrawal. Furthermore, it will not affect any processing carried out on another legal basis.
You have the right to file a complaint with the competent supervisory authority, which in Denmark is “The Danish Data Protection Authority” (Datatilsynet). More information can be found here: www.datatilsynet.dk.
7. REVISION OF OUR PRIVACY NOTICE
We keep our Privacy Notice under regular review and thus, the notice may be subject to changes from time to time. The date of the latest revision of the Privacy Notice can be found on the bottom of this page. Any new, modified, or amended Privacy Notice will apply as per the revision date. Therefore, we encourage you to periodically review this statement to be informed about how we are protecting your information.
Revision date: 30.10.2024