Eikonice – Terms of Use

Last updated: Nov. 7.th 2025

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

1. About Eikonice

Eikonice ApS (“Eikonice”, “we”, “us”) operates a digital platform and mobile application (the “Service”) that enables companies to upload, capture, manage, edit and deliver employee portraits to employees and company systems. The Service includes all web-based and mobile components offered by Eikonice.

By using Eikonice, you agree to these Terms of Use.

2. Who May Use the Service

The Service is intended for business customers and their employees.
Administrators are appointed by the company and get full access to the system and data.
Employees who receive a photo-review link may view, crop, and select their portraits. Links are personal.
Users must follow applicable laws and may not misuse the platform (for example, by uploading unlawful or offensive content).
Users must be at least 18 years old or the minimum legal age required to consent to data processing in their country of residence.

3. Ownership of Photos

All photos and image files created or uploaded through Eikonice belong to the company under contract with Eikonice.
Eikonice only stores, processes, and delivers the photos to provide the agreed service.
Eikonice does not use, sell, or share the photos for advertising, AI-training, or any other purpose.
If you are an employee being photographed, your company decides how your portraits are used internally.

4. Your Account and Security

Company administrators are responsible for managing access and user accounts.
Login details belong to one user and must not be shared with others.
You are responsible for any activity under your account and for keeping your credentials secure.
Eikonice may suspend or deactivate accounts that violate these Terms or compromise security.

5. Data Protection (GDPR)

Eikonice complies with the EU General Data Protection Regulation (GDPR).
The customer company is the data controller; Eikonice acts as data processor.
Personal data (such as names, e-mails, and portraits) are processed only for the purpose of providing the service.
All data are stored securely within the European Union and deleted when no longer required.
A separate Data Processing Agreement (DPA) is available for business customers on request.

6. Acceptable Use

Users agree not to upload, capture, or share any content through the Service that:

Violates any applicable law or regulation;
Contains nudity, explicit sexual or violent material;
Promotes hate, discrimination, harassment, or abuse of any individual or group;
Infringes any intellectual property, privacy, or data rights of others;
Contains malware, viruses, or other harmful code;
Is fraudulent, deceptive, or intended to mislead others; or
Threatens or undermines public safety or democratic processes.

Eikonice reserves the right to determine, at its sole discretion, whether content violates this clause and may remove or restrict such content without notice.

7. Prohibited Conduct & Restrictions

Users and companies shall not:

Rent, lease, sell, sublicense, or otherwise make the Service available to third parties;
Reverse-engineer, decompile, or attempt to derive source code from the Service;
Access the Service for the purpose of building or promoting a competing product;
Use automated means (including scraping, bots, or data mining) to collect or extract content from the Service; or
Attempt to bypass any technical measures that restrict access or usage.

8. Content Moderation & Complaints

If a user uploads content, the user is solely responsible for that content. Eikonice may, but is not obligated to, review or moderate uploaded material.
Reports of illegal or prohibited content can be submitted via info@eikonice.com with a description of the issue, the relevant URL (if applicable), and the reason for the report.
Eikonice will review all reports promptly, fairly, and in good faith. If necessary, Eikonice may remove the content or suspend access to affected accounts.
Users may appeal moderation decisions by contacting info@eikonice.com within six months of notification.

9. Service Availability

We aim to keep Eikonice online and functional at all times, but we cannot guarantee uninterrupted service. Temporary downtime may occur due to maintenance or technical issues. Eikonice is not responsible for data loss or other damages caused by interruptions.

10. Warranty and Limitation of Liability

The Service and all content provided through it are offered “as is”.
Eikonice makes no warranties, express or implied, regarding accuracy, performance, or availability.
To the extent permitted by law, Eikonice is not liable for indirect or consequential losses, including loss of data, profit, or business opportunities.
The total liability of Eikonice shall not exceed the amount paid for the Service during the previous three (3) months.
This limitation does not apply in cases of personal injury or gross negligence.

11. Indemnity

Users agree to indemnify and hold harmless Eikonice, its affiliates, and employees from any claims, damages, or expenses resulting from their violation of these Terms or misuse of the Service.

12. Termination

A company may stop using Eikonice at any time. Eikonice may suspend or terminate access in cases of misuse, unpaid accounts, or security concerns. When an account is closed, related data and photos will be deleted after 3 months or according to the data-retention policy agreed upon.

13. Governing Law

These Terms are governed by Danish law. Any disputes shall be handled by the competent court in Copenhagen, Denmark. If these Terms are translated into other languages, the English version shall prevail.