Eikonice – Privacy Policy

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Company: Eikonice ApS
Address: Rabalderstræde 7, 4000 Roskilde, Denmark
CVR: 36082909
Email: info@eikonice.com

1. Introduction

This Privacy Policy explains how Eikonice ApS (“Eikonice”, “we”, “us”) collects and processes personal data when you use our website (www.eikonice.com, www.eikonice.io and www.eikonice.app), our Eikonice mobile App, or otherwise interact with us as a customer, administrator, or employee portrait subject.

We respect your privacy and process all personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Danish data-protection law.

2. What Data We Collect

We may collect and process the following categories of personal data:

Contact information: name, email address, company name, role, employee number and phone number.
User account data: login credentials, preferences, and usage history.
Portrait data: photos captured or uploaded through the Eikonice platform.
Technical information: IP address, device type, browser version, and log data.
Communication data: messages or inquiries you send to our support or sales team.

We collect the data directly from your company (our customer) or from you, when Eikonice is used to manage employee portraits.

3. Why We Process Your Data

We process your personal data for the following purposes:

To provide and operate the Eikonice platform and mobile app.
To create and manage user accounts and customer relationships.
To communicate with customers, administrators, and employees about photo sessions, access links, and updates.
To deliver customer support and respond to inquiries.
To send information or marketing communications (only with consent).
To improve and maintain our website, application, and user experience.
To comply with legal obligations such as accounting and data-protection requirements.

4. Legal Basis for Processing

We process personal data on the following legal bases:

Performance of contract (Art. 6(1)(b) GDPR): to deliver our services to customers and users.
Legitimate interest (Art. 6(1)(f) GDPR): to maintain, secure, and improve our platform and manage customer relations.
Consent (Art. 6(1)(a) GDPR): when you subscribe to marketing emails or accept optional cookies.
Legal obligation (Art. 6(1)(c) GDPR): to comply with bookkeeping, accounting, and regulatory requirements.

5. Data Ownership and Responsibility

For business accounts, the customer company is the data controller for portrait and user data.
Eikonice acts as a data processor, handling data only on behalf of and under instruction from the customer.
For inquiries or website visits not linked to a customer account, Eikonice acts as the data controller.

6. How We Store and Share Data

All data are stored securely on servers within the European Union.
We use trusted, GDPR-compliant service providers for hosting, email, and system monitoring.
We do not sell or share personal data with third parties for advertising or profiling.
Access to personal data within Eikonice is limited to authorized employees and contractors who need it to perform their duties.

A separate Data Processing Agreement (DPA) is available to all business customers.

7. Data Retention

We keep personal data only as long as necessary for the purposes described in this policy:

Account and portrait data: retained while the account is active and deleted upon termination or request.
Contact and communication data: kept for up to two (2) years after last interaction.
Billing and accounting data: stored for seven (7) years in accordance with Danish bookkeeping law.
After these periods, data are securely deleted or anonymized.

8. Your Rights

Under the GDPR, you have the right to:

Access your personal data and receive a copy.
Rectify inaccurate or incomplete data.
Erase your data (“right to be forgotten”) when legally possible.
Restrict or object to processing in certain cases.
Data portability: obtain your data in a structured, machine-readable format.
Withdraw consent at any time (for example, unsubscribe from marketing emails).

If you are an employee whose data is processed through Eikonice, please contact your employer (the company that uses Eikonice) to exercise any of these rights.
Your employer will then communicate with Eikonice to process your request.

Requests from companies regarding their employees’ data can be sent to info@eikonice.com.
If you are dissatisfied with how you

9. Cookies and Analytics

We use essential cookies to operate the website and may use optional analytics cookies to understand how our site is used.
Where required, we ask for your consent before placing non-essential cookies.
More details are available in our Cookie Policy.

10. Data Security

We have implemented appropriate technical and organizational measures to protect personal data from loss, misuse, unauthorized access, alteration, or disclosure.
Only authorized personnel have access to personal data, and all are bound by confidentiality obligations.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes.
The latest version will always be available at www.eikonice.com/privacy.
Continued use of our services after updates means you accept the revised version.