PRIVACY POLICY

Your personal privacy is important to us at HF Agency Group. Therefore, we are committed to ensuring that the processing of personal data takes place in a correct and secure manner in compliance with applicable laws and regulations. HF Agency Group complies with, among others, the General Data Protection Regulation, better known as GDPR. HF Agency Group is responsible for all processing of personal data within our operations. This page describes how we process your personal data, what rights you have, and how you can exercise them.

If you have any questions regarding how your personal data is processed, you as a customer, contact person, supplier, or external stakeholder are welcome to primarily contact our customer service or your local contact at HF Agency Group.

Handling of Personal Data

HF Agency Group only processes personal data for the purpose of executing our ordered assignments, conducting an appropriate business operation, and complying with laws and regulations. HF Agency Group only processes data about you if you have consented to it, or if it is necessary to execute an assignment ordered by you, or if it follows from law or the fulfillment of an agreement. The most common reason for HF Agency Group to process data about you is that you are either the orderer or the contact person for an ordered photography assignment or visualization project.

What Personal Data Do We Process and Why?

In this section, we review how we handle the personal data we process both as a data controller and as a data processor. HF Agency Group acts as a data processor for personal data relating to contact persons collected in connection with orders, but is also the data controller for data relating to the physical persons who place orders in the order system.

The following categories of data subjects are affected by the processing of personal data:

Users
Contact persons
The following categories of personal data are processed:
Identity data, e.g., name, customer number.
Contact details, e.g., address, email address, telephone number.
Customer engagement, e.g., details about which services have been ordered and delivered, as well as any contact with support or customer service.
Transaction data, e.g., amounts and timing of transactions.

Personal data is processed for the following purposes:

To provide the services and to fulfill other obligations under this agreement.

Personal data will be processed in the following ways:

Collection in connection with user registration or when ordering (collection of contact persons).
Used for user authentication.
Used to send out information in connection with orders.
Used during the execution of orders.
Used for sending out general information or information of a marketing nature.
Automatically collected data may be used for troubleshooting, etc.

How Long Do We Keep Your Personal Data?

Personal data will be stored for the following time periods for the above purposes:

Data is stored for as long as the service agreement is valid and for as long as required by statutory retention periods, particularly regarding accounting requirements.
Where HF Agency Group acts as a data controller for personal data linked to users, these are deleted 12 months after the customer relationship ends.
Where HF Agency Group acts as a data processor for personal data originating from contact persons (name, email address, and telephone number) for orders, these are deleted 12 months after the order has been executed.

Who Receives Your Personal Data?

As a rule, only HF Agency Group employees who need your personal data for their work will have access to the data. In addition to this, administrative staff may have access to your data and may access it when necessary, for example, during troubleshooting and support. Furthermore, your personal data may be shared with suppliers, partners, and other third parties who need access to it. HF Agency Group only shares your personal data if it is necessary or if we are permitted to do so by law. When personal data is transferred to another party, HF Agency Group takes appropriate measures to protect your personal data.

Where Do We Process Your Personal Data?

Your personal data is normally processed within the EU/EEA. In some cases, however, the data may be processed outside the EU/EEA, for example, by our suppliers. Regardless of the country in which the data is processed, HF Agency Group takes measures to protect it in accordance with the requirements applicable within the EU/EEA. Personal data may only be processed outside the EU/EEA if the European Commission has decided that the country in question has an adequate level of protection or after appropriate safeguards have been taken. Examples of appropriate safeguards include binding corporate rules, standard contractual clauses, and the EU-US Data Privacy Framework.