Privacy Policy
This is the privacy policy of the sole proprietorship Lene Kottal Professional Genealogy, owned by Lene Dræby Kottal.
Lene Kottal Professional Genealogy is the data controller for the personal information, that is processed, when you use our services. You can reach out to us at any time via the contact information listed below.
Lene Kottal Professional Genealogy
Rulkedalen 9
5260 Odense S
Denmark
Mail: contact@genealogistkottal.com
Business Registration No. (in Danish: CVR): 34845298
We collect various personal information depending on how you interact with us. Below you can read about the data processing for each type of interaction and your rights related to the data processing. You can jump to a specific section by clicking the section name in the table of contents below.
Table of Contents
When You Submit the Contact Form at Our Website
When You Are a Client in Our Research Business
When You Subscribe to Our Newsletter
When You Submit a Response to a Survey Organized by Us
When You Take Part in a Sweepstakes, Giveaway, or Similar Event Organized by Us
When You Visit Our Facebook Page
When You Visit Our Website
We process no personal information when you visit our website without contacting us in any way. We do not use any cookies at our website.
Our website contains links to external websites. If you open such a link, beware that the external website may process personal information about you. We do not take any responsibility for data processing done by others.
When You Submit the Contact Form at Our Website
Lene Kottal Professional Genealogy and our domain and email host Simply.com are joint data processors of the personal information, that is processed, when you submit the contact form at the website of Lene Kottal Professional Genealogy.
Simply.com processes your personal information in accordance with our instructions. Simply.com does not have a right to use the personal information collected for Lene Kottal Professional Genealogy for its own purposes.
When you submit the contact form at our website, we collect the following personal information:
- General contact information, such as your name, email address, phone number, etc. This information is provided by you.
- A message detailing your request. This information is provided by you.
- Your IP address at that time of the submission of the form. Your IP address can be used to reveal your location at the time of the submission of the form. This information is collected automatically by Simply.com.
We process your personal information to be able to respond to and handle your inquiry.
The legal basis for our processing of your personal information is that you have consented to the data processing for the specified purposes (the General Data Protection Regulation, point (a) of article 6(1)).
We do not share your personal information with anyone without your explicit consent unless we are compelled to do so by law.
If your inquiry involves processing of personal information about other living persons than you, we may be obligated by law to inform them about the data processing. In such cases, you will be informed about it, as well as about any additional processing of your personal information due to that.
The data may be processed outside the EU.
A copy of your inquiry is stored by Simply.com in the cloud storage for our website. In any case, that copy will be deleted at the end of the first month after your inquiry was received; that deletion does not affect the storage in our mailbox. If your request results in a business relationship between us, your personal information will continue to be processed in accordance with that relationship; see the section When You Are a Client in Our Research Business. If no business relationship is established, your personal information will be deleted from our mailbox at the end of the third month after our last correspondence.
When You Are a Client in Our Research Business
Lene Kottal Professional Genealogy is the data processor of the personal information, that is processed, when you are a client in our research business.
When you are a client in our research business, we collect the following personal information about you:
- General contact information, such as your name, email address, and postal address. This information is provided by you.
- Genealogical information about you to be able to perform the requested research. This information is provided by you or found in public or archived sources as part of the research project.
- Account information, such as purchase history.
We use the person information to perform the requested research services and to send you invoices.
The legal basis for our processing of your personal data is that you have entered or are taking steps at entering a contract with us and that we must abide by the bookkeeping laws (the General Data Protection Regulation, points (b) and (c) of article 6(1)).
If you pay an invoice via credit card, your contact and payment information is processed by the payment portal Stripe with the purpose of processing the payment. Stripe cannot use the personal information collected on our behalf for their own purposes, but only act per our instructions.
We use various systems to perform the services and our bookkeeping, including, but not limited to, Microsoft Office, Airtable, the bookkeeping system Visma Dinero, various Google services, and genealogical databases to search for information related to your project, for instance MyHeritage, Ancestry.com, FamilySearch, and Danish Family Search.
We do not share your personal information with anyone without your explicit consent unless we are compelled to do so by law.
If your inquiry involves processing of personal information about other living persons than you, we may be obligated by law to inform them about the data processing. In such cases, you will be informed about it, as well as about any additional processing of your personal information due to that.
The data may be processed outside the EU.
In accordance with Danish bookkeeping laws, the personal information is stored for 5 years after the end of the accounting year when your most recent project is completed. Thereafter, the information is deleted.
When You Subscribe to Our Newsletter
Lene Kottal Professional Genealogy and Mailchimp are joint data processors of the personal information, that is processed, when you subscribe to the newsletter of Lene Kottal Professional Genealogy.
Mailchimp processes your personal information in accordance with the instructions of Lene Kottal Professional Genealogy, and Mailchimp does not have a right to use the personal information collected for Lene Kottal Professional Genealogy for its own purposes.
When you sign up for and subscribe to our newsletter, we collect the following personal information about you:
- General contact information, such as your name and email address. This information is provided by you.
- Your IP address at the time you sign up. Your IP address can be used to reveal your location at the time of the data collection. This is collected automatically by the Mailchimp system.
- Your activity related to our newsletter, such as when and which newsletters you open and when and which links you click in the newsletters. This is collected automatically by the Mailchimp system.
The purposes of the data processing when you sign up for and subscribe to our newsletter are as follows:
- To send you the newsletters via email.
- To evaluate the popularity of the topics covered by each newsletter.
We do not use the information about your location because it is irrelevant to our purpose with the newsletter.
The legal basis for our processing of your personal information is that you have consented to the data processing for the specified purposes (the General Data Protection Regulation, point (a) of article 6(1)).
We do not share your personal information with anyone without your explicit consent unless we are compelled to do so by law.
The data may be processed outside the EU.
We process your personal information, until you unsubscribe or withdraw your consent. Additionally, your personal information is deleted if email receipt is technically denied, for instance if your email account is closed.
When You Submit a Response to a Survey Organized by Us
Lene Kottal Professional Genealogy and Google are joint data processors of the personal information, that is processed, when you submit a survey organized by Lene Kottal Professional Genealogy.
Google does not have a right to use the personal information collected for Lene Kottal Professional Genealogy for its own purposes. However, for its own purposes, Google collects statistical data about visitors of the Google Forms page, including, but not limited to, age, gender, interests, and location. Google collects the information through cookies and via information on your Google account if you have one and you are logged in to it.
When you submit a response to a survey organized by us, we collect the following types of personal information about you:
- General contact information, such as your e-mail address.
- Demographic information, such as your age and place and type of residence.
- Other identifying information such as your occupation, your hobbies, and affiliations (only in the non-sensitive category).
All the collected personal information is provided by you. We do not ask for any personal information under the sensitive category.
We do not share your personal information with anyone without your explicit consent unless we are compelled to do so by law.
The data may be processed outside the EU.
We only collect your email address to minimize the risk of receiving more than one response from the same person. This is to ensure a more reliable result of the survey. We will not contact you because you have completed a survey, but for your reference, you will automatically receive a copy of the data you have submitted to us.
The legal basis for our processing of your personal information is our legitimate interest in the data processing for the specified purposes (the General Data Protection Regulation, point (f) of article 6(1)).
We take measures to limit the processing of personal information as much as possible. Within a week after the survey ends, we export the collected data from Google Forms to Microsoft Excel and replace each email address with a unique number in random order. Thereafter, we delete all the collected data from Google Forms. Through that process, the data is completely and irrevocably anonymized. If a survey is submitted to take part in a sweepstakes, giveaway, or similar event, we may keep processing your email address separately from your other responses; please refer to the section When You Take Part in a Sweepstakes, Giveaway, or Similar Event Organized by Us.
Once the data is anonymized – within a week after the survey ends – the processing of personal information ends.
The purpose of our surveys is profiling, meaning we will try to define our target group based on the collected data. The profiling will be done on the anonymized data only, so personal information is not processed during the profiling because each respondent can no longer be identified from the data. The results of the profiling may be used for various purposes, including but not limited to improvement of our services, blog, marketing, etc.
When You Take Part in a Sweepstakes, Giveaway, or Similar Event Organized by Us
Lene Kottal Professional Genealogy is the data processor of the personal information, that is processed, when you take part in a sweepstakes, giveaway, or similar event organized by us.
When you participate in such events, we collect general contact information, such as your name, your address of residence, and your email address. Depending on the rules for the event, we may ask for proof of your age. The information is provided by you.
The purposes of the data processing when you participate in such events are:
- To draw the winner and contact the winner about the prize.
- To market our products and services.
The legal basis for our processing of your personal information is that you have consented to the data processing for the specified purposes (the General Data Protection Regulation, point (a) of article 6(1)).
When contact has been made with a winner, the list of email addresses of the participants will be deleted. We will public the name and residence (city, state, country) of the winner at our website and our Facebook page. If the prize is research services, the processing of the winner's personal information may continue; please refer to the section When You Are a Client in Our Research Business.
When You Visit Our Facebook Page
Lene Kottal Professional Genealogy and Facebook are joint data processors of the personal information, that is processed, when you visit the Facebook page of Lene Kottal Professional Genealogy.
Facebook does not have a right to use the personal information collected for Lene Kottal Professional Genealogy for its own purposes. However, for its own purposes, Facebook collects statistical data about visitors of the Facebook page, including, but not limited to, age, gender, interests, and location. Facebook collects the information through cookies and via information on your Facebook account if you have one and you are logged in to it.
Depending on your activity at our Facebook page, we collect the following personal information about you:
- That you have visited our Facebook page.
- If you "like" and maybe also follow the Facebook page.
- If you comment and react to the posts at our Facebook page.
- Information from Facebook's cookies.
The purposes of the data processing when you interact with our Facebook page are as follows:
- To respond to any requests made by you at our Facebook page.
- To evaluate the popularity of the topics of our Facebook posts.
The legal basis for our processing of your personal information is our legitimate interest in the data processing for the specified purposes (the General Data Protection Regulation, point (f) of article 6(1)).
We do not share your personal information with anyone without your explicit consent unless we are compelled to do so by law.
The data may be processed outside the EU.
We retain the right to delete from our Facebook page offensive or unlawful comments, comments with marketing of other products or services than ours, as well as comments that could damage our business, for instance by offering pro bono services to our visitors. Personal information collected via cookies is deleted after two years. Other personal information is not deleted unless you request it.
Your rights
Under the General Data Protection Regulation, you have several rights in relation to our processing of your personal information:
- Right to see information (right of access): You have a right to gain access to the personal information that we process about you and some further information.
- Right to rectification (correction): You have a right to have rectified incorrect personal information about you.
- Right to erasure: In certain cases, you have the right to have personal information about you erased before the time of our ordinary general erasure.
- Right to restriction of processing: In certain cases, you have a right to have the processing of your personal information restricted.
- Right to object: In certain cases, you have a right to object to our otherwise lawful processing of your personal information.
- The right to data portability: In certain cases, you have the right to request that we transfer your personal information to another organization or directly to you.
Questions and Complaints
If you have questions about your privacy policy or want to exercise one of your rights, you must contact us at the contact information listed at the top of this page. If you disagree with a resolution made by use, you can file a complaint with the Danish Data Protection Agency or contact your local data protection agency for assistance.
Changes
We may change this policy at any time by posting a revised version on our website.
This version of our privacy policy was posted on 6 January 2023 and is effective from that day.