Privacy notice

01Who is responsible

The data controller is N4H4, CVR 46145542, Borgmestervangen 13, 2. 12, 2200 Copenhagen N, Denmark, trading as Copenhagen Speakers Rent. Email: cph@speakersrent.com. You can also reach us on WhatsApp.

02What we collect

• Contact details. Your name and the phone number you write to us from on WhatsApp.
• Booking details. Delivery address, date, delivery and pickup times, approximate number of guests, access information such as floor and lift, and any add-ons.
• Messages. The content of our WhatsApp conversation with you.
• Payment details. The amount, date and reference of your payment. With bank transfers we see the name on your account. With payment links the payment provider handles your card details; we never see them.
• Invoice details. For companies and institutions: company name, CVR number, EAN number and the name of a contact person.
• Equipment photos. Photos of the equipment at delivery and pickup, taken to document its condition. We avoid photographing people.

03Why we use it and on what basis

• To deliver the rental: answer your enquiry, confirm the booking, deliver, set up and collect the equipment, and take payment. Legal basis: performance of a contract with you (GDPR article 6(1)(b)).
• To keep accounts: store invoices and payment records as required by the Danish Bookkeeping Act. Legal basis: a legal obligation (article 6(1)(c)).
• To handle damage, loss and complaints: document the condition of the equipment and settle any claim. Legal basis: our legitimate interest in protecting our equipment and resolving disputes (article 6(1)(f)).
• To understand how the website is used: see aggregate visitor numbers without identifying anyone. Legal basis: our legitimate interest in running the website (article 6(1)(f)).

We do not use your data for marketing and we do not sell it.

04Who receives it

• Meta Platforms Ireland Limited (WhatsApp). Our conversation runs through WhatsApp Business. Messages are end-to-end encrypted. Meta processes account and usage data under its own privacy policy.
• Our bank and the payment provider named on the payment link, to process your payment.
• Cloudflare, Inc., which hosts this website and provides cookieless visitor statistics.
• Google LLC (Google Fonts), which serves the fonts on this website and receives your IP address when they load.
• Our accountant, for bookkeeping, and public authorities where the law requires it.

Meta, Cloudflare and Google may transfer data to the United States. All three rely on the EU-US Data Privacy Framework and the European Commission's standard contractual clauses.

05How long we keep it

• Invoices, confirmations and payment records: 5 years from the end of the financial year in which the rental took place, as required by the Danish Bookkeeping Act.
• WhatsApp conversations: deleted 12 months after the rental, unless a claim or complaint is still open.
• Equipment photos: deleted 3 months after pickup, unless a damage claim is still open.
• Enquiries that do not lead to a booking: deleted 3 months after our last message.

06Cookies and analytics

This website sets no cookies and stores nothing in your browser. We use Cloudflare Web Analytics, which counts page views without cookies, without local storage and without fingerprinting visitors. Fonts are loaded from Google Fonts, which receives your IP address when the font file is fetched.

07Your rights

You have the right to access the data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive the data you have given us in a portable format. Where we rely on legitimate interest, you can object at any time. Write to us by email or on WhatsApp and we will respond within a month.

If you are unhappy with how we handle your data, you can complain to Datatilsynet, the Danish Data Protection Agency, at datatilsynet.dk.

08Changes to this notice

We may update this notice from time to time. The current version is always published here with the date it was last updated.