Privacy and Data Protection Policy
For competition terms and conditions, see section 11
1. Introduction
At Destination Trekantområdet, we prioritise the protection of your personal data. This policy outlines how we collect, use, and protect your information, as well as your rights as a data subject.
2. Data Controller
Destination Trekantområdet
Åstvej 10B
DK-7190 Billund
CVR no.: 41887583
+45 88 44 08 50
info@tdto.dk
We are the data controller for the processing of your personal data.
3. Purpose of Processing
We process your personal data for the following purposes:
- Managing inquiries and requests
- Sending newsletters and marketing communications
- Participation in competitions, events, and conferences
- Coordination with relevant partners in relation to your participation
- Improving our services and user experience
- Compliance with legal obligations
- Photos and video from events
When participating in events organized by Destination Trekantområdet, situational photos and video recordings may be taken and later used for marketing purposes – for example, on our website, social media platforms, and in printed materials. The aim is to document and share authentic impressions and experiences from our activities. We always strive to respect the privacy of participants. If you do not wish to appear in any photos, you are welcome to let us know at any time – before, during, or after the event.
4. Types of Personal Data
We may collect the following types of information:
- Name, address, e-mail and phone number
- Organisation and job title (in connection with professional events)
- IP address and browser information
- Information submitted via forms or registrations
- Preferences, feedback, and any dietary requirements (for events)
5. Legal Basis for Processing
We process your personal data on the following legal grounds:
- Your consent (e.g., for newsletters or competition entries)
- Fulfilment of a contract (e.g., event or conference registrations)
- Legal obligation (e.g., documentation for funding or accounting)
- Legitimate interest (e.g., to ensure correct event management or improve our communication)
6. Data Retention
We store your personal data only for as long as necessary to fulfil the purposes stated above – and always in compliance with applicable legislation.
Typical retention periods:
- Newsletters and marketing: Until you withdraw your consent
- Competitions: Up to 6 months after the end of the competition, unless legal requirements dictate otherwise
- Events and conferences: Up to 12 months after the event for evaluation and documentation
- Contact via form or email: Up to 12 months after the last contact
- Accounting and prize-related data: Up to 5 years in accordance with Danish bookkeeping law
Once the retention period has expired or the purpose no longer applies, we ensure your data is deleted, anonymised, or archived in accordance with regulations.
6A. Deletion Policy
Destination Trekantområdet maintains an internal deletion policy that outlines when and how personal data is deleted.
We have defined retention periods for different data types as described in point 6 – e.g., data collected in connection with registrations, newsletters, competitions and partnerships. Deletion is performed regularly, either manually or automatically.
We conduct regular reviews to ensure that data is not stored longer than necessary. All deletions are performed in accordance with documented procedures and data protection regulations.
7. Your Rights
You have the right to:
- Access the data we hold about you
- Rectify inaccurate or outdated information
- Have your data erased
- Restrict processing of your data
- Data portability
- Object to data processing
- Withdraw your consent at any time
To exercise your rights, please contact us using the contact details listed above.
8. Sharing of Personal Data
We do not share your personal data with unauthorised third parties. However, we may share data with trusted partners and service providers (data processors and independent data controllers) in the following cases:
- Participation in events, conferences or study tours:
Necessary information (e.g., name, e-mail, organisation and preferences) may be shared with hosts, speakers or logistical partners to facilitate your participation. - Competitions and campaigns:
If prizes are provided by external partners, we may share relevant contact information with the partner to ensure proper delivery and communication. - Use of third-party systems:
We use data processors for newsletters, registration systems, and website analytics. These parties act solely on our instructions and under a data processing agreement.
All sharing of data is conducted in compliance with current data protection legislation.
9. Cookies
We use cookies to improve your experience on our website.
9A. Cookie Policy
We use cookies and similar technologies on our website to enhance user experience, analyse traffic, and tailor content. Cookies are small text files stored on your device when you visit our site.
Why we use cookies
We use cookies for the following purposes:
- Necessary cookies: Ensure proper functionality of the website, e.g., remembering your preferences. These do not require consent.
- Statistical cookies: Collect anonymised data about how visitors interact with the website.
- Marketing cookies: Used to track visitors across websites to deliver relevant advertising.
Cookie storage
Cookies are stored for varying periods depending on type:
- Session cookies: Deleted automatically when you close your browser
- Persistent cookies: Stored for a specified duration or until deleted manually
You can delete or manage cookies at any time via your browser settings. You can also change or withdraw your consent at any time via [insert cookie settings link].
10. Changes to This Policy
We reserve the right to update this policy. All changes will be published on this page.
11. Competition Terms and Conditions
11.1 General terms
By entering our competitions, you accept the following:
- Participants must be 18 years or older unless otherwise stated
- One entry per person unless otherwise specified
- Prizes are non-transferable and cannot be exchanged for cash
- Any suspected misuse or breach of rules may lead to disqualification
11.2 Processing and sharing of personal data
When you participate in a competition, we process your data (name, e-mail, address, phone number if relevant) for:
- Managing the competition and drawing winners
- Contacting you if you win
- Meeting legal obligations for documentation and accounting
If the prize is delivered by a third-party partner (e.g., hotel, attraction, restaurant, or experience provider), we may share relevant information to ensure proper communication and delivery. See also point 8 and 6A for more details.
Data is stored for a maximum of 6 months after the competition ends, unless longer storage is required by law (e.g., accounting regulations).
11.3 Publication
By accepting a prize, you consent to your name and – if you have explicitly agreed – an image being published on our website, social media, or in newsletters as part of our marketing.
You can withdraw this consent at any time.
11.4 Amendments and reservations
Destination Trekantområdet reserves the right to:
- Change or cancel the competition without notice in case of force majeure or similar circumstances
- Modify the terms and conditions. Updates will be posted on our website.
12. Disclaimer
We aim to provide accurate and up-to-date information on our website and in our communications, including in relation to events and competitions. However, we disclaim responsibility for:
- Errors, inaccuracies or technical issues
- Website or form accessibility issues
- Changes to programmes, events or prizes caused by third parties
- Force majeure or unforeseen circumstances beyond our control
We are not liable for any loss, damages or consequences arising from use of our information or participation in our activities – unless required by non-derogable provisions of Danish law.