Privacy Policy
Last updated: [06-07-2026]
1. Introduction
This privacy policy explains how DGI Byen ("we" or "us") process your personal data when you are a guest, customer, supplier, etc., or a visitor to our websites. We take the protection of your data seriously and ensure that your data is processed legally, fairly, and transparently.
2. Data Controller
The legal entity responsible for processing your personal data is:
DGI Byen
CVR no.: 19 47 65 02
Address: Tietgensgade 65, 1704 Copenhagen V
E-mail: [email protected]
Phone: +45 33 29 80 00
3. Processing of your personal data
Below we describe how we process your information in various situations.
3.1 When you purchase access to and use our sports facilities
This section applies when you use our sports facilities such as the swimming pool, bowling, or halls.
Purpose and legal basis
Administration of your booking: In order to provide the service you have purchased or booked, we process information such as your name and contact information, as well as your booking and purchase history and payment details. Your information is stored in your customer profile. The legal basis is our contract with you (GDPR art. 6.1.b).
Customer service: In order to provide support and answer inquiries about your bookings, purchases, or general questions, we process your name and contact details. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Access control to facilities: To ensure that only authorized persons have access to our facilities, we process information linked to your access card, wristband, or key fob (e.g., a membership or ticket ID). The legal basis is our legitimate interest in maintaining security (GDPR art. 6.1.f).
Gift card administration: In order to issue, manage, and redeem gift cards, we process the name, email, and phone number of the purchaser and any recipient, as well as information about the gift card ID, balance, and transaction history. The legal basis is our contract with you (GDPR art. 6.1.b).
Satisfaction survey: To ensure that we meet your expectations and to further develop our service quality, we process your information to send you our satisfaction survey, process your responses and possibly contact you for follow-up. The legal basis is our legitimate interest in improving customer satisfaction, service quality, and customer experience (GDPR art. 6.1.f).
Bookkeeping and accounting: In order to comply with accounting obligations, we process purchase and payment information. The legal basis is our legal obligation. (GDPR art. 6.1.c, cf. the Accounting Act.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you
From the company, association, or similar organization you are associated with
From public authorities, e.g., Copenhagen Municipality in relation to the allocation of facilities (e.g., the swimming pool)
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Customer and booking information is anonymized no later than after 5 years of inactivity on your customer profile.
Information related to accounts and bookkeeping is stored in accordance with the applicable Accounting Act at any given time.
3.2 When you use our shooting range
This section applies to shooters and instructors at our shooting facilities.
Purpose and legal basis
Access control and safety: We are obligated to ensure that only approved persons have access to weapons and shooting ranges. Therefore, we process information about your name and the times of access, combined with video surveillance.
The legal basis is our legal obligation (GDPR art. 6.1.c), cf. the Firearms Act § 2, paragraph 1 as well as our legitimate interest in maintaining a high level of security (GDPR art. 6.1.f).
Renewal of access: We process information about your name, address, contact details, shooting club, weapons reg.nr and your Danish personal identification number (CPR) in connection with applications for renewal of access approval to the shooting range and weapons cabinets. The legal basis is our legal obligation (GDPR art. 6.1.c) cf. the Firearms Act § 2, paragraph 1. Processing of the CPR number is carried out as part of unique identification pursuant to the Data Protection Act § 11, para. 2, no. 1.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you
From the association you are affiliated with
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Information used for access approval and access control is stored as long as the approval is valid (typically one season) and for a short period thereafter.
3.3 When you are a hotel guest
This section applies when you stay at our hotel.
Purpose and legal basis
Administration of your hotel booking: To manage your hotel stay we process your name, address, email, phone number, arrival and departure date, and payment information. The legal basis is our contract with you (GDPR art. 6.1.b).
Mandatory guest registration: To comply with the Passport Order § 31, we must register all guests over the age of 16 with name, date of birth, and address. The legal basis is our legal obligation (GDPR art. 6.1.c).
Safety and evacuation: To ensure proper management in the event of fire or other emergencies, we continually print guest lists with room number, name of the person in charge of the booking, number of people, and period of stay. The legal basis is our legitimate interest in protecting guests’ lives and safety (GDPR Article 6(1)(f))
Customer service: In order to provide support and answer inquiries about your hotel stay, we process your name and contact details. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Satisfaction survey: To ensure that we meet your expectations and to further develop our service quality, we process your information to send you our satisfaction survey, process your responses and possibly contact you for follow-up. The legal basis is our legitimate interest in improving customer satisfaction, service quality, and customer experience (GDPR art. 6.1.f).
Bookkeeping and accounting: In order to comply with accounting obligations, we process purchase and payment information. The legal basis is our legal obligation. (GDPR art. 6.1.c, cf. the Accounting Act.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you, e.g. when you book a hotel room online, by email or by phone
From third parties through whom you made your booking, e.g. booking.com or other online booking portals
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Information from guest registration may be disclosed to authorities on request. Your information may also be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Information from the mandatory guest registration is stored for 2 years, after which it is deleted.
Guest lists used for evacuation are destroyed at the end of each working day.
Customer and booking information is anonymized or deleted no later than after 3 years of inactivity on your customer profile.
Information related to accounts and bookkeeping is stored in accordance with the applicable Accounting Act at any given time.
3.4 When you participate in conferences, meetings or other events
This section applies when you participate in a meeting, conference, or event at DGI Byen.
Purpose and legal basis
Administration of your participation: To manage your participation in the event, we process your name, address, email, phone number, and payment information. The legal basis is our contract with you (GDPR art. 6.1.b).
Customer service: In order to provide support and answer inquiries regarding the event, we process your name and contact details. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Bookkeeping and accounting: In order to comply with accounting obligations, we process purchase and payment information. The legal basis is our legal obligation. (GDPR art. 6.1.c, cf. the Accounting Act.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you
From a business, association or similar organization you are affiliated with
From ticket sales portals and event agencies when your booking is placed through them
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our co-organizers, who will be independently responsible for the processing of your data.
Your information may also be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Information related to events is stored for up to 5 years after the event has taken place.
Information related to accounts and bookkeeping is stored in accordance with the applicable Accounting Act at any given time.
3.5 When you participate as a subcontractor or food organizer at an event
This section applies when you are a subcontractor or co-organizer at conferences, fairs or other events at DGI Byen.
Sales and administration: In order to plan, host and invoice events, we process your name and contact information, company name as well as participant lists with names and companies you may provide us. The legal basis is our legitimate interest in hosting events with associated subcontractors and co-organizers (GDPR art. 6.1.f). For persons who are themselves a contracting party, the legal basis is our contract (GDPR art. 6.1.b).
Customer service: In order to provide support and answer inquiries regarding the event, we process your name and contact details. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Bookkeeping and accounting: In order to comply with accounting obligations, we process purchase and payment information. The legal basis is our legal obligation. (GDPR art. 6.1.c, cf. the Accounting Act.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you
From a business, association or similar organization you are affiliated with
From organizers and customers, if you participate as a subcontractor, stand holder or similar without direct contact with us
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our co-organizers, who will be independently responsible for the processing of your data.
Your information may also be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Information related to events is stored for up to 5 years after the event has taken place.
Information related to accounts and bookkeeping is stored in accordance with the applicable Accounting Act at any given time.
3.6 When you visit our websites
This section applies when you visit www.dgibyen.dk and messe.dgibyen.dk
Purpose and legal basis
Contact form: In order to respond to your inquiry, we process your name and contact information. We may contact you multiple times to follow up on your inquiry. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Webshop: In order to deliver your orders, we process your company name, name, address and contact details, as well as information about your purchase and payment method. The legal basis is our contract with you (GDPR art. 6.1.b).
Bookkeeping and accounting: In order to comply with accounting obligations, we process purchase and payment information. The legal basis is our legal obligation, cf. GDPR article 6(1)(c), cf. the Accounting Act.
Website traffic analysis: We use cookies and Google Analytics 4 to collect data about your behavior on our website to understand how it is being used and to improve the user experience. We collect information such as your IP address (anonymized), browser type, pages visited, and visit duration. The legal basis for this processing is your consent (GDPR art. 6.1.a), which you provide via our cookie banner. See our complete cookie policy here: https://www.dgibyen.dk/da/cookies-og-indstillinger
Where we collect your personal data from
We collect personal data from the following:
Directly from you
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
Data processed in Google Analytics is retained in accordance with the current terms from Google Inc., typically for a limited period (e.g., 24 months), after which it is automatically deleted.
Cookies are stored on your device until you delete them or they are deleted automatically. You can see which cookies we use and how long your data is processed in our cookie policy here: https://www.dgibyen.dk/da/cookies-og-indstillinger
Information related to accounts and bookkeeping is stored in accordance with the applicable Accounting Act at any given time.
3.7 Customer service and marketing
This section describes how we process your information for customer service and marketing purposes.
Purpose and legal basis
Sending newsletters: You will only receive our newsletter if you have actively given your consent for this. We process your name and email address for this purpose. We also analyze your interaction with the newsletter (e.g., open and click rates) to improve our communication. You can withdraw your consent at any time via the link in the newsletter.
Marketing of similar products: We may send you marketing via email regarding products similar to those you have previously purchased. For example, if you have booked a badminton court, we may send you an offer on padel. For this purpose, we process your email address and information about your previous purchases. The legal basis is our legitimate interest in marketing our services (GDPR art. 6.1.f, cf. the Marketing Act § 10, para. 2). You can always opt out of these communications.
Use of photos and videos: We take photos and videos at events and from everyday life at DGI Byen for marketing purposes. You may appear in these as part of a larger audience. The legal basis is our legitimate interest in showcasing the atmosphere at our venue (GDPR art. 6.1.f), or consent (GDPR art. 6.1.a) if you appear in a clearly recognizable or portrait-like image. You can always ask not to appear in our photos or videos.
E-mail correspondence with customer service: In order to respond to your inquiry, we process your name and contact information. We may contact you several times to follow up on your inquiry. The legal basis is our legitimate interest in providing good customer service (GDPR art. 6.1.f).
Social media: DGI Byen is active on Facebook, Instagram, LinkedIn, and YouTube. When you interact with us on these platforms — e.g., follow, comment, or like — DGI Byen and the platform are joint controllers for the processing that takes place. Please refer to the platforms’ own privacy policies for more information about their processing of your data.
Where we collect your personal data from
We collect personal data from the following sources:
Directly from you
Our photographers
Recipients (disclosure of your information)
We only disclose your information to third parties when necessary and lawful. Your information may be shared with our suppliers (data processors) who host and/or provide our business systems. All our data processors are contractually obligated to treat your data confidentially and securely, and we have entered into the necessary data processing agreements.
Storage and Deletion
You may withdraw your consent to receiving newsletters or the use of your photos or videos at any time.
Marketing consents are stored as long as they are valid, and for 2 years after they are withdrawn, for documentation purposes.
Email correspondence with our customer service may be stored for up to 3 years after the last contact.
4. Your rights
According to the General Data Protection Regulation, you have several rights regarding our processing of information about you:
Right to withdraw consent: You have the right to withdraw your consent at any time if we are processing your data based on your consent.
Right of access (right to information): You have the right to access the information we process about you.
Right to rectification (correction): You have the right to have inaccurate information about yourself corrected.
Right to erasure: In certain cases, you have the right to have information about you deleted before our regular general deletion occurs.
Right to restriction of processing: In some cases, you have the right to have the processing of your personal data restricted.
Right to object: In some cases, you have the right to object to our otherwise lawful processing of your personal data. You may always object to the processing of your information for direct marketing purposes.
Right to data portability: In some cases, you have the right to receive your personal data in a structured, commonly used, and machine-readable format.
If you wish to exercise your rights, please contact us at [email protected].
5. Complaint to the Danish Data Protection Agency
If you wish to complain about our use of your data, we prefer that you contact us directly first so we can address your complaint. However, you can also contact the Danish Data Protection Agency via their website at www.datatilsynet.dk.