Bottlehero Privacy Policy


At Bottle Hero ApS, CVR no. 43483986, we prioritize confidentiality and data security. Unless otherwise stated, Bottle Hero ApS is the data controller for the processing activities described below.

This privacy policy applies to our processing of personal data collected from you when you make a purchase from us, use our website or social media pages, apply for a job, or interact with us as a contact person for our B2B customers, suppliers, and other partners.

The policy outlines Bottle Hero’s approach to handling your personal data and provides the information you are entitled to receive under applicable data protection laws.


If You Visit or Make a Purchase via the Website


The following section describes how Bottle Hero handles personal data about visitors to www.bottlehero.com as well as customers who make purchases through the website.


Collection of Personal Data


Bottle Hero may collect, process, and store personal data about you in the following cases:

  • When you visit and browse our website
  • When you purchase products from the Bottle Hero webshop
  • When you sign up for the Bottle Hero newsletter
  • When you participate in one of Bottle Hero’s competitions or events
  • When you communicate with Bottle Hero
  • When you use other features and services offered by Bottle Hero


Types of Personal Data


Bottle Hero may collect, process, and store the following personal data about you:

  • Name
  • Address
  • Email address
  • Information about your orders
  • Phone number
  • Information you provide when creating a user account
  • IP address
  • Information about your use of the website
  • Interests, including which products and services you have shown interest in

When making purchases via the website (e.g., payment for orders), you provide your card details. Bottle Hero does not store these card details but uses third-party payment providers to process transactions. Therefore, payment information is stored and handled by the payment processor.


Purpose of Processing


Your personal data may be processed for the following purposes:

  • Administration of your user account
  • Fulfillment of orders
  • Invoicing and collection of payments
  • Management and fulfillment of agreements between you and Bottle Hero
  • Distribution of newsletters and other advertising/marketing materials
  • Administration of competitions and other events
  • General marketing activities
  • Customer service and general communication
  • Sending of service notifications
  • Distribution of customer satisfaction surveys
  • Handling of requests from you
  • Development of products and services
  • Statistics and analysis
  • Compliance with applicable laws
  • Establishment, exercise, or defense of legal claims
  • Prevention, detection, investigation, and combatting of security breaches, fraud, and other potentially unlawful activities


Legal Basis for Processing


Bottle Hero processes personal data on one or more of the following legal grounds:

  • Performance of a contract: Processing of personal data may be necessary to fulfill an agreement between you and Bottle Hero, for example, when you make a purchase via the website (Article 6(1)(b) of the General Data Protection Regulation).
  • Legitimate interests: Processing is based on our legitimate interests, for instance when we conduct statistics, analyses, marketing activities (that do not require consent), send customer satisfaction surveys, provide support, and improve or develop our products and services (Article 6(1)(f) GDPR).
  • Consent: Bottle Hero will only use your personal data to send you product information, newsletters, and other marketing materials by email if you have given your prior and explicit consent, unless applicable law allows us to contact you without such consent (Article 6(1)(a) GDPR).
  • Legal obligation: In some cases, processing may be necessary to comply with legal obligations, such as those required under accounting laws (Article 6(1)(c) GDPR).
  • Legal claims and fraud prevention: Processing may also be necessary to prevent fraud or to establish, exercise, or defend legal claims (Article 6(1)(f) and Article 9(2)(f) GDPR).


Retention Period


Personal data collected in connection with your purchases is generally stored for 3 years from the date of your last purchase.

Personal data that forms part of accounting records is stored for 5 years from the end of the relevant financial year, after which it will be deleted.

Documentation of your marketing consent is stored for 2 years from the date you withdraw your consent to receive direct marketing materials.

We may, however, retain personal data for a longer period if required by law or if necessary for the establishment, exercise, or defense of legal claims. Data may also be processed and stored for longer in anonymized form.


If You Visit or Use Our Social Media Pages


The following section describes how Bottle Hero processes personal data you provide or leave behind when visiting our social media pages, such as Bottle Hero’s Facebook page (including Instagram) and LinkedIn (“social media”). This section supplements the general privacy policies provided by each respective social media platform.

Bottle Hero and the social media platforms act as joint data controllers for the processing of your personal data. Along with other companies, we strive to maintain ongoing dialogue with the platforms regarding the shared responsibility for data processing. Facebook and LinkedIn have each published a joint controller addendum, which you can access here:

Depending on your activity on social media, Bottle Hero and the platforms may collect the following personal data about you:

  • Your "likes" or other reactions on our pages
  • Comments you post on our pages
  • Your visits to our pages

Bottle Hero uses your personal data to improve our products and services and to compile statistics. In this regard, we use aggregated social media data collected via cookies, including information such as age, gender, marital status, occupation, lifestyle, interests, and purchasing/geographical behavior.

Bottle Hero processes this personal data based on our legitimate interest in improving our products and services, in accordance with Article 6(1)(f) of the General Data Protection Regulation (GDPR).

You can read more about how social media platforms process personal data by visiting their respective privacy and cookie policies:

Under the GDPR, you have various rights. However, due to the structure of the platforms and the agreements between Bottle Hero and the social media providers, you must generally contact the platform directly to exercise your rights, as only they are functionally able to fulfill most of such requests.

If you are a Facebook user, you can manage your privacy settings and influence how your personal data is collected and processed by visiting:

If you are a LinkedIn user, you can manage your settings or exercise your rights by visiting:

However, if you believe your request can be handled directly by Bottle Hero, you are always welcome to contact us.


If You Are a Job Applicant


We process the personal data contained in your application, CV, and any attached documents in order to assess your application. If you are invited to an interview, we will collect and evaluate the information you provide during the recruitment process. The basis for processing your personal data is your request to enter into an employment contract with Bottle Hero (Article 6(1)(b) of the General Data Protection Regulation), as well as our legitimate interests in processing the data you have voluntarily provided (Article 6(1)(f) GDPR).

Additionally, we may search publicly available sources online for relevant information, including social media content. Typically, we will look for information regarding your previous employment, activity, qualifications, and professional performance.

If the position requires a personality test or similar assessments, you will be informed of this once we have reviewed your application. The results of such tests will be treated confidentially but will be included in the evaluation process. These results will be deleted once the assessment is complete. The basis for such processing is Article 6(1)(b) GDPR.

In certain cases, you may be asked to submit a copy of your criminal record, depending on the position in question. Such data will be handled with strict confidentiality and processed on the basis of Section 8(3) of the Danish Data Protection Act.

As part of the assessment process, we may contact references from your current or previous employers. We will only collect references from individuals you have listed in your application or have otherwise approved. The legal basis for this processing is either our legitimate interests under Article 6(1)(f) GDPR or your prior consent under Article 6(1)(a) GDPR.

We recommend that your application does not include sensitive personal data, such as information revealing racial or ethnic origin, religion, trade union membership, sexuality, health data, etc. If the position requires specific health-related information, we will request your explicit consent for processing such data based on a concrete assessment (Article 6(1)(a) and Article 9(2)(a) GDPR).

If you are offered a position at Bottle Hero, your application and any other relevant personal data collected during the recruitment process will be stored in your personnel file.

If you are not offered a position, we will retain your application and any related personal data collected during the recruitment process for a period of 12 months after rejection, unless you have consented to a longer retention period.


If You Are a Contact Person for Bottle Hero’s B2B Customers, Suppliers, or Other Business Partners


This section outlines Bottle Hero’s policy for processing personal data collected from contact persons representing Bottle Hero’s B2B customers, suppliers, and other business partners who collaborate with Bottle Hero.


Collection of Personal Data


Personal data about you may be collected in one or more of the following situations:

  • When your company, or the company you work for, enters into an agreement with Bottle Hero, including the purchase of products or services offered by Bottle Hero
  • When you express interest in Bottle Hero’s products or services, for example by providing your business card
  • When you consent to receive Bottle Hero’s newsletter
  • When you collaborate or communicate with Bottle Hero


Types of Personal Data


Bottle Hero may collect, process, and store the following types of personal data:

  • Names, email addresses, phone numbers, and similar identifying information
  • Individual details such as preferred language
  • Organizational information such as company name, business address, job title, business area, primary workplace, and country
  • Contractual information such as purchase orders, invoices, contracts, and similar agreements between your company (or employer) and Bottle Hero, which may include your contact details
  • Financial information such as payment terms, bank account details, and creditworthiness

This information may be provided directly by you (primarily through emails and other correspondence) or by third parties such as your employer.


Purpose of Processing


Personal data is collected for the following purposes:

  • General planning, fulfillment, and management of the business relationship, including any contracts
  • Administration, such as processing of payments (including collection of outstanding invoices), credit assessments, accounting, auditing, invoicing, shipping and delivery, and support services
  • Newsletters and similar marketing communications
  • Handling of requests from you
  • General communication
  • Development of products and services
  • Statistics and analysis
  • Compliance and regulatory purposes, such as fulfilling our legal and compliance obligations and preventing unlawful activities
  • Dispute resolution


Legal Basis for Processing


Bottle Hero processes your personal data on one or more of the following legal bases:

  • Performance of a contract: In some cases, processing of personal data is necessary to fulfill a contract entered into between your company (or employer) and Bottle Hero – for example, in relation to order handling, management of the partnership, or administration of user accounts and profiles (Article 6(1)(b) of the General Data Protection Regulation).
  • Legitimate interests: We may process personal data based on our legitimate interests in managing daily operations, including planning, execution, and administration of our collaboration, as well as our legitimate interest in carrying out statistics, analyses, marketing activities (that do not require consent), providing support, and improving and developing our products and services (Article 6(1)(f) GDPR).
  • Legal claims and fraud prevention: Processing may also be necessary to prevent fraud or to establish, exercise, or defend legal claims (Article 6(1)(f) and Article 9(2)(f) GDPR).
  • Legal obligation: In some cases, the processing of personal data is required to comply with legal obligations, such as safety regulations or obligations to prevent unlawful activity (Article 6(1)(c) GDPR).
  • Consent: Bottle Hero will only use your personal data to send you product information, newsletters, or other marketing materials by email if you have given your prior and explicit consent, unless applicable law permits us to contact you without such consent (Article 6(1)(a) GDPR).


Retention Period


Your personal data will be stored for 3 years from the end of the business relationship. However, the data may be retained for a longer period in anonymized form.

Personal data included in accounting records, including order documentation, will be stored for 5 years from the end of the relevant financial year, after which the data will be deleted.

Documentation of your marketing consent will be retained for 2 years from the date you withdrew your consent to receive direct marketing communications.


General Information for All Individuals Covered by This Privacy Policy


Disclosure to Other Data Controllers and Data Processors


To fulfill the purposes mentioned above, we may grant access to your personal data to data processors that, under agreement with Bottle Hero, provide relevant services. These include providers of IT services, CRM systems, invoicing platforms, marketing services, customer satisfaction surveys, newsletter distribution, website analytics, IT support, hosting, payment processing, logistics providers, and other systems or service providers. These service providers process personal data only in accordance with our instructions and the data processing agreements in place.

At Bottle Hero, you can shop online from physical stores directly through our platform www.bottlehero.com. In order for these stores to process and ship your order, your personal data is shared with the respective partner stores/webshops responsible for fulfilling your order. These stores act as independent data controllers, as they process your data for their own purposes.

In certain circumstances, it may also be necessary to share your personal data with the following other data controllers: for example, distributors such as GLS (Article 6(1)(b) of the General Data Protection Regulation). In some cases, Bottle Hero may be required—or entitled—to disclose your data to public authorities (Article 6(1)(c) GDPR). We may also disclose your personal data to establish, exercise, or defend legal claims (Article 6(1)(f) and Article 9(2)(f) GDPR), and to external auditors to comply with legal audit requirements (Article 6(1)(c) GDPR).

In the event of a business restructure or development of Bottle Hero, such as a full or partial sale of the company, personal data may be transferred as part of the affected assets. The legal basis for such transfer will typically be our legitimate interest in completing the transaction and related commercial changes (Article 6(1)(f) GDPR).

If your personal data is transferred to data processors or controllers located in countries outside the EU/EEA that do not provide an adequate level of data protection, such transfers will generally be based on the European Commission’s Standard Contractual Clauses.


Cookies


Our website uses cookies. You can read more about our use of cookies in our Cookie Policy, which is available on every page of the website.


Security


We protect the confidentiality, integrity, and availability of your personal data and have implemented security measures to ensure that our internal procedures comply with established security standards and applicable legal requirements.

We have internal information security policies in place, which include guidelines and measures designed to protect your personal data from being destroyed, lost, altered, disclosed without authorization, or accessed by unauthorized individuals.


Your Rights


You have the following rights regarding the personal data we process about you:

  • The right to access the personal data we hold about you
  • The right to object to our collection and further processing of your personal data
  • The right to request correction or deletion of your personal data, subject to certain legal exceptions
  • The right to request that we restrict the processing of your personal data
  • In certain circumstances, the right to receive a copy of your personal data and to request the transfer of data you have provided to another data controller (data portability)
  • The right to withdraw any consent you have given at any time. You can unsubscribe from our newsletter by clicking the unsubscribe link at the bottom of the newsletter


Links to Other Websites


Our website may contain links to other websites or embedded sites. We are not responsible for the content of other companies’ websites or their practices regarding the collection of personal data. When you visit other websites, we encourage you to read the site owner’s privacy policy and any other relevant policies.


Questions or Complaints


If you have any questions about this privacy policy, or if you wish to file a complaint regarding our processing of your personal data, you are welcome to contact us by email at info@bottlehero.com.

If your complaint is not resolved by us and you wish to take the matter further, you may submit a complaint to the Danish Data Protection Agency:


Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
Phone: +45 33 19 32 00
Email: dt@datatilsynet.dk


Changes to This Privacy Policy


We reserve the right to make changes to this privacy policy at any time. If changes are made, the date at the bottom of the policy will be updated accordingly.


Last updated: 25 August 2021