Privacy policy
Data protection privacy policy for processing guest, customer and supplier information*
* This is a Danish to English translation. In the event of any discrepancies between the two versions, the Danish version shall prevail.
1. Data Controller
KolleKolle is the data controller.
KolleKolle's contact information is:
Frederiksborgvej 105, 3500 Værløse, Denmark
Email: info@kollekolle.dk - Phone: +4544984222
KolleKolle handles all personal information in accordance with applicable data protection legislation.
KolleKolle enters into agreements with guests, customers, and suppliers for the delivery, purchase, and sale of various services and products.
When a guest/customer orders and purchases one or more of KolleKolle's services and, in connection with this, provides their personal information to KolleKolle, the company processes the personal information to fulfill the agreement with the guest/customer.
The same applies to any personal information that suppliers to KolleKolle provide to KolleKolle in connection with submitting offers or entering into agreements with KolleKolle.
2. KolleKolle's Collection of Personal Information
Personal information is collected by KolleKolle in the following ways:
• When a guest/customer - or a representative of them - chooses to request an offer for and/or purchase one of KolleKolle's services/products, or when a supplier submits offers or sells products or services to KolleKolle.
• From the B2B market.
• Through browser cookies and web beacons.
• In connection with the use of KolleKolle's digital services.
• By participating in KolleKolle's customer/loyalty program and subscribing to KolleKolle's newsletter.
• From social media, advertising, and analytics providers, as well as public registers.
• Via video and TV surveillance.
• When suppliers enter into agreements with KolleKolle or submit offers to KolleKolle.
The collection and processing of personal information, as mentioned above, will always be in accordance with applicable data protection legislation.
Video surveillance is conducted as part of crime prevention and also serves as a security measure for employees and guests.
3. Information Collected by KolleKolle
KolleKolle collects the following personal information:
• Name, address, phone number, email address, date of birth, and other general non-sensitive personal information.
• Payment card information – typically as a guarantee for a reservation and for payment of stays.
• Demographic information.
• Purchase history, including the use of the KolleKolle app and/or other digital services.
• Use of KolleKolle's customer/loyalty program.
• Information from KolleKolle's customer surveys.
• Information from any competitions offered.
• Information from KolleKolle's social media and other digital platforms belonging to KolleKolle.
• Browser information.
• Information about the guest's/customer's company and relevant contact persons.
• Information about suppliers' companies and information about relevant contact persons and key persons, including key accounts.
A guest/customer/supplier can, voluntarily and at their own discretion, provide KolleKolle with additional personal information that they believe may be relevant for KolleKolle's service/handling of the guest/customer/supplier, or that they believe should be provided.
This may include information about:
Disability
Allergy
Special food preferences
Religious beliefs
Other health or medication information
If a guest/customer/supplier or their representative voluntarily and at their own discretion chooses to provide such information, KolleKolle considers this as consent to register and store this sensitive information about the individual.
In addition to the information that KolleKolle receives directly from guests/customers/suppliers, KolleKolle may in some cases obtain or process additional information that KolleKolle has received from third parties, such as a travel agency, another intermediary, or an employee in the company where the registered person is employed.
In such cases, the third party is obliged to inform the relevant guests/customers/suppliers about KolleKolle's terms and conditions as well as KolleKolle's privacy policy. It is also the responsibility of the third party to ensure that there is the necessary legal basis for the collection and processing of the relevant information, including obtaining any necessary consent for the processing of any sensitive information.
4. Payment by Credit Card
KolleKolle uses Nets.eu for processing payments with debit and credit cards. Nets and KolleKolle are approved and certified by the Payment Systems of Financial Institutions (www.pbs.dk).
For orders and bookings, KolleKolle stores the information provided by the guest/customer/supplier for up to 2 years, after which the information is anonymized.
Apart from handling the order, the provided information is only used if a guest/customer/supplier, for example, contacts us with questions or if there are errors in the order.
5. What is the Purpose of Collection and Processing?
KolleKolle only collects personal information that is necessary to fulfill the agreements made with guests/customers/suppliers for the delivery of services, such as accommodation, or the purchase/sale of products or services.
The content of the individual agreement/service determines which personal information KolleKolle collects and processes, and determines the purpose of the collection.
The primary purposes of collecting and processing personal information are:
• Processing guests'/customers' bookings and purchases of KolleKolle's services.
• Processing suppliers' offers and sales of products and services.
• Contacting the guest/customer before, during, and/or after their stay.
• Fulfilling the guest's/customer's request for offers or purchases of services.
• Improving and developing KolleKolle's services.
• Customizing KolleKolle's marketing and other communication.
• Analyzing guests'/customers'/suppliers' user behavior and marketing to them.
• Customizing communication and marketing from KolleKolle's partners to guests/customers/suppliers.
• Administration of guests'/customers'/suppliers' relationship with KolleKolle, including possible participation in KolleKolle's customer/loyalty program.
• Compliance with legal requirements, such as the requirement to register overnight guests according to immigration laws and passport regulations.
6. Legal Basis for Processing
KolleKolle will most often process personal information because it is necessary to fulfill an agreement with KolleKolle, in which a guest/customer or supplier is a party. This can be, for example, in connection with hotel stays, meeting arrangements, and/or handling and fulfilling cooperation and supplier agreements according to Article 6.1.b.
Additionally, KolleKolle will process personal information in connection with booking prior to an overnight stay, arranging meetings, parties, conferences, etc., and prior to entering into supplier agreements.
In some cases, KolleKolle's processing of personal information will take place as part of KolleKolle pursuing a legitimate interest that precedes the guest's/customer's/supplier's (the data subject's) interests according to Article 6.1.f.
Such a legitimate interest may, for example, be the preparation of statistics, customer surveys, marketing, and analysis of general guest/customer behavior, which aims to generally improve the experience at KolleKolle and the quality of KolleKolle's services and products.
If a guest/customer, in connection with their stay/visit at KolleKolle, provides special personal preferences or considerations, including, for example, health information, disability, religious beliefs, or similar, KolleKolle will only use the information to ensure that the guest's/customer's personal preferences, health, etc., are taken into account.
Furthermore, personal information is collected and processed with consent in connection with, for example, customer surveys and newsletters according to Article 6.1.a.
In some situations, KolleKolle receives personal information from third parties, such as a travel agency, an agent, or similar, including in connection with group bookings. When this happens, the third party is required to inform the relevant guests/customers/suppliers about KolleKolle's terms and conditions as well as the content of this privacy policy.
Additionally, KolleKolle is legally required, as mentioned above in section 5, to register various information about overnight guests. This information must be stored for at least one year and at most two years according to Article 6.1.c.
7. Rights of the Data Subject
According to the rules in the General Data Protection Regulation, the data subjects (customers/guests/suppliers) have various rights.
• A data subject has the right at any time to gain insight into which personal information KolleKolle processes about them.
• A data subject has the right at any time to have the personal information that KolleKolle has about them corrected and updated.
• A data subject has the right at any time to have the personal information that KolleKolle has about them deleted. If a data subject requests deletion, all information that KolleKolle is not legally required to retain will be deleted. Deleting the data subject's information may, in some cases, mean that KolleKolle cannot fulfill any agreements or provide certain services to the data subject.
If some of the information that KolleKolle has about the data subject is provided based on the data subject's consent, they have the right at any time to withdraw the consent, which means that the information is deleted or no longer used by KolleKolle. This does not apply to information that KolleKolle is legally required to retain.
The possibility to request deletion, etc., may be limited by the need to protect other people's privacy, business secrets, and intellectual property rights, as well as, for example, the ability to enforce or defend against potential legal claims.
The data subject can at any time request in writing that KolleKolle provide an overview and a copy of the personal information that KolleKolle possesses about them.
A written request must be signed by the data subject and include their name, address, phone number, and email address.
The data subject can also contact KolleKolle if they believe that their personal data is being processed in violation of the law or in violation of other legal obligations, such as the agreement/contract that the data subject has with KolleKolle.
A written request should be sent to KolleKolle, see contact information above in section 1. KolleKolle will, as far as possible, send this to the data subject's postal address within one month of receiving the data subject's written request.
If the data subject requests correction and/or deletion of their personal information, KolleKolle will assess whether the conditions for the request are met, and if so, will make the changes or deletion as quickly as possible.
The data subject can at any time withdraw their consent by sending an email to info@kollekolle.dk or alternatively by letter to the address listed in section 1.
KolleKolle reserves the right to reject requests that are of a harassing nature or that require disproportionate technical measures (e.g., development of a new IT system) or that affect the protection of other data subjects' personal information, or in other situations where it would be disproportionately resource-intensive or very complicated to comply with the request.
8. Security and Sharing of Personal Information
KolleKolle protects the data subject's personal information and has established guidelines that protect the data subject's personal information from unauthorized disclosure and from unauthorized access or knowledge.
Only those persons/employees at KolleKolle who, by virtue of their job function, need access to the data subject's personal information have access to it.
KolleKolle continuously monitors to ensure that there is no unauthorized access to the data subject's personal information.
KolleKolle regularly backs up the registered personal information.
In the event of a security breach where there is a high risk of misuse of the data subject's personal information, including, for example, identity theft, financial loss, loss of reputation, or other forms of misuse, KolleKolle will notify the data subjects of the security breach as soon as possible.
KolleKolle's security procedures are continuously reviewed and updated in relation to technological developments.
KolleKolle uses a number of external providers of IT services, IT systems, payment solutions, etc.
KolleKolle continuously enters into data processing agreements with all of KolleKolle's data processors, thereby ensuring that these external data processors maintain a necessary and high level of protection for the data subject's personal information.
To fulfill agreements with the data subjects and to meet the needs of guests and customers, KolleKolle shares selected personal information with external providers such as restaurants, hotels, etc. This occurs either in the event of overbooking at the hotel, at the guest's request for booking a restaurant, or when booking a partner, e.g., a team-building activity.
KolleKolle also shares and discloses the data subject's personal information internally within the group, including to sister companies. The purpose of this sharing is to provide the guest/customer with the best service and care, regardless of which hotel or department in the Landbrug & Fødevarer F.m.b.A. group the guest/customer uses.
In some cases, KolleKolle is legally required to disclose personal information or is required to do so as a result of a decision by a public authority.
KolleKolle deletes your personal information when KolleKolle's legal obligation ceases, or when the purpose of collecting and processing the information is no longer present. As a general rule, financial data is stored for 5 years and other data for 2 years from the last visit.
9. Cookies
KolleKolle uses cookies. Further information about KolleKolle's cookie policy can be obtained here:
https://uk.kollekolle.dk/cookie-policy
10. Complaint
Complaints about KolleKolle's processing of personal information can be made to the Danish Data Protection Agency, PHONE 3319 3200 or electronically on the Data Protection Agency's website - Sådan klager du.
11. Update
This document will be continuously updated.
Last updated in March 2025.
*This is a Danish to English translation. In the event of any discrepancies between the two versions, the Danish version shall prevail.