Privacy Policy

Personal data is information that can identify you directly or indirectly. This can include name, email, phone, IP address, purchase history, class attendance, video/photo where you can be recognized, etc.

The policy applies to all our brands/services when Hot Yoga Copenhagen ApS is the data controller — including hotyogacph.dk as well as our sub-brands (Hot Yoga Copenhagen, Vibro Yoga, Namaste Studios, and Namaste Online).

If a third party (e.g. an external partner) is the data controller for a specific activity, you will be informed separately.

A) Contact and account information

• Name, email, phone
• Address (if relevant for invoice/contract)
• Login/account details (if you have access to a platform)

B) Purchase and payment

• Purchase history, invoice details, payment status, installment plans and fees
• We typically do not receive your full card details — they are handled by the payment provider

C) Participation, training and certification

• Sign-ups, attendance, class/workshop participation
• Training progression, assignments, feedback, certificate status
• Information necessary to issue certificates and documentation (incl. Yoga Alliance-related documentation where applicable)

D) Communication

• Emails, messages, form submissions and customer service history
• Marketing opt-in/opt-out (newsletters, campaigns)

E) Photo, video and audio (if relevant)

• Recordings from classes, events and Namaste Online (see section 5)
• Photo production (Yoga Photography): images, deliveries and any selection/approval workflow

F) Technical data (website)

• IP address, device/browser, sessions, error logs
• Cookies and similar technologies (see section 10)

Health information: We do not generally ask for health data. If you voluntarily share information about injuries/pregnancy/health to get safe adjustments in class, we only process it to the extent necessary and with appropriate protection.

Gift-card QR and barcode scanning starts only when you choose Scan and allow camera access. Images are decoded on your device; the scanner does not upload or retain camera images or record audio. Closing the scanner or leaving it stops the camera. Scanning fills the code field only. Checking or redeeming a gift is a separate action that sends the code to our existing Booking Bible gift-card service. You can type or paste the code without using a camera.

We typically process data for these purposes

• To deliver services (classes, courses, YTT, mentorship, digital products) — basis: contract.
• Administration (bookings, attendance, program flow, certification, support) — basis: contract and legitimate interest.
• Payment, invoicing and accounting — basis: contract and legal obligation.
• Communication (practical info, changes, service messages) — basis: contract/legitimate interest.
• Marketing (newsletter, offers) — basis: consent or legitimate interest where lawful, always with easy unsubscribe.
• Security and abuse prevention — basis: legitimate interest.
• Service improvement (quality, feedback, statistics) — basis: legitimate interest and/or consent depending on method.
• Recruitment (Careers) — basis: legitimate interest and/or consent (see also section 8 on retention).

Consent can be withdrawn: If processing is based on consent (e.g. marketing), you can withdraw your consent at any time. This does not affect the lawfulness of prior processing.

Standard: In our environment, photo/video/audio recordings may occur in connection with teaching, training, and events. This means you may be visible or audible in material.

Why do we record?

• Teaching and development of training material
• Documentation and quality assurance
• Marketing and sales of future trainings/courses

Namaste Online (live-only)

• Namaste Online is live streaming, and participants may be visible/audible in the stream.
• You may not record, copy, re-upload or redistribute our stream or teaching material.

If you do not wish to be included

• Give early notice: Write to info@hotyogacph.dk (preferably ≥ 24 hours before).
• We try to accommodate: "Camera-free" placement / angle adjustments.
• Limitation: In group activities, we cannot always guarantee full exclusion from all angles.

Yoga Photography: We typically deliver 15–20 high-resolution, edited images. Delivery can take up to 30 days. Payment is made before delivery. Usage rights follow the specific agreement (typically personal, business and commercial online use), and crediting may be part of the agreement.

We only share data when necessary to deliver our services, comply with legal requirements, or protect our legitimate interests. When we use data processors, we put appropriate agreements in place where required.

Our typical systems and vendors

• Booking and membership: Booking Bible.
• Online payments: Stripe.
• Invoicing and finance: e-conomic.
• In-person payments: Zettle.
• Website and forms: Vercel and Resend.
• Email: Google Workspace/Gmail.
• Analytics: Google Analytics, only after consent.
• Advertising measurement: Meta Pixel, only after consent.

We do not sell personal data. You may ask us for a current list of significant data processors.

Some vendors (e.g. tech and analytics providers) may have operations or sub-processors outside the EU/EEA. If we transfer personal data outside the EU/EEA, we ensure a lawful transfer basis and appropriate safeguards (typically standard contractual clauses and supplementary measures where relevant).

We retain personal data as long as necessary for the purpose, and delete or anonymize thereafter — unless we are obligated to retain data longer (e.g. accounting).

Typical retention periods (adjusted as needed)

• Accounting/invoicing/payment: typically 5 years from the end of the fiscal year (legal requirement).
• Training administration: as long as necessary to administer and document training/certification.
• Customer service and dialogue: typically 12–24 months depending on case type.
• Marketing list: until you unsubscribe, or if we no longer have a lawful basis.
• Careers (applicants): typically up to 6 months after completed recruitment, unless longer retention is agreed.
• Recordings: retained as long as relevant for the purpose (teaching/production/marketing) and with appropriate access control.

Note: We cannot always delete invoice/accounting-related data before legally required periods expire.

You have rights under GDPR. Depending on the situation, you can request:

• Access to your data
• Rectification of incorrect data
• Erasure (where we have no legal requirement/basis for retention)
• Restriction of processing
• Data portability (in relevant cases)
• Objection to processing based on legitimate interest
• Withdrawal of consent (e.g. marketing)

Write to info@hotyogacph.dk with your request. For security purposes, we may ask for appropriate identification.

Necessary cookies support security, sign-in, booking and payment. With your consent, we use Google Analytics for statistics and Meta Pixel for advertising measurement and audiences.

Analytics and marketing technologies load only after you accept the relevant category. You can change or withdraw your choice through the Cookie settings button. On withdrawal, we delete the measurement cookies the site can remove directly.

We protect your data with appropriate technical and organizational measures. This includes access control, need-to-know restrictions, system updates, and secure data handling with vendors.

No systems are 100% secure, but we work seriously and professionally with data security.

Contact us

info@hotyogacph.dk

+45 53 88 12 09

Torvegade 66, 1400 København K, Denmark

Complaints

If you are dissatisfied with our processing of your personal data, we would like to try to resolve it first. You also have the right to complain to the Danish Data Protection Agency (Datatilsynet).

Changes

We may update this privacy policy as needed (e.g. changes in vendors or legislation). The latest version is always available on our website.