How we handle your details.

Klenodie is operated by:

STUDIOH
Sturlasgade 12B
2300 Copenhagen S
Denmark
CVR: 40307613

Email: hello@klenodieofficial.com

STUDIOH is the data controller for the personal data described in this Privacy Policy.

If you have any questions about how we handle your personal data, you are always welcome to contact us.

When you visit Klenodie, place an order or contact us, we may process information including:

• your name
• email address
• telephone number where required for delivery
• billing and delivery address
• order information
• payment and transaction information
• selected product options
• personalisation details, including names to be embroidered
• correspondence with us
• artwork, handwriting, signatures, drawings or other material uploaded for an Original
• technical information relating to your use of the website, where necessary for the operation, security or permitted analytics of the site

Payment card details are processed by our payment providers and are not stored directly by Klenodie.

We process personal data where necessary to:

• receive and fulfil your order
• create your personalised Klenodie piece
• process payment
• arrange delivery
• communicate with you about your order
• provide customer service
• handle complaints, defects or other order-related issues
• maintain the security and functionality of our website and commerce systems
• comply with accounting, tax and other legal obligations
• send marketing communications where you have actively chosen to receive them

For order processing, production and delivery, we generally process your information because it is necessary to perform our contract with you.

Where we are legally required to retain or process information, we do so to comply with those obligations.

Where processing is based on your consent, such as certain marketing activities or non-essential cookies, you may withdraw that consent at any time.

When you order an Original, you may upload a drawing, handwriting, signature or other source material for us to translate into embroidery.

We use this material only where necessary to review, prepare and produce your piece and to provide related customer support.

Please only upload material that you have the right to share with us, and avoid including unnecessary sensitive or confidential information.

The original file uploaded by you is deleted no later than 30 days after your order has been dispatched, unless we need to retain it temporarily to resolve an active complaint or other issue relating to your order.

As part of production, we may create a separate embroidery or production file based on the material you provide. This file may be retained for up to two years after delivery for quality assurance, handling complaints and allowing us to reproduce the piece if you place a further order.

After that period, production files containing personal data are deleted or anonymised unless there is another lawful reason for us to retain them.

You may contact us at hello@klenodieofficial.com if you would like to ask about deletion of material relating to your order.

Our online store and checkout are powered by Shopify.

When you use the store or place an order, information necessary to provide the ecommerce service may be processed by Shopify on our behalf, including information relating to your order, payment, checkout and use of the store.

Shopify may process personal data internationally as part of providing its services. Where required by applicable data protection law, appropriate safeguards are used for transfers outside the European Economic Area.

Klenodie remains responsible for how customer personal data is used for our own purposes. Shopify also processes certain information in accordance with its own privacy terms and legal obligations.

More information about Shopify's processing of personal information is available in Shopify's Consumer Privacy Policy.

Shopify explains that merchants are generally the data controller for their customers' data, while Shopify can act as a processor when providing core services. Different rules can apply if optional Shopify enhanced services are enabled.

We only share personal data where necessary to operate Klenodie, provide our services or comply with legal obligations.

Our service providers currently include services used for:

• website hosting and operation
• ecommerce, checkout and order management
• payment processing
• shipping and delivery
• email and business communication
• accounting and professional support where required

This currently includes providers such as Lovable, Shopify, Shopify Payments, Shipmondo, relevant shipping carriers and Microsoft 365.

The information shared with each provider is limited to what is reasonably necessary for the service they provide.

For example, a shipping provider needs delivery information but does not need access to the source artwork uploaded for an Original.

We do not sell your personal data.

Some of the technology providers we use operate internationally and may process personal data outside Denmark or the European Economic Area.

Where personal data is transferred outside the EEA, we use providers that rely on an appropriate legal mechanism for the transfer, such as an adequacy decision or approved contractual safeguards, where required by applicable data protection law.

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected or for as long as we are required to keep it by law.

In particular:

• original customer uploads for Originals are normally deleted no later than 30 days after dispatch
• embroidery or production files containing personal data may be retained for up to two years after delivery
• order, transaction and accounting information may be retained for the period required by applicable accounting and tax law
• customer service correspondence may be retained for as long as reasonably necessary to deal with the relevant matter
• marketing information is retained until you unsubscribe, withdraw your consent or we no longer have a lawful reason to retain it

We periodically review the information we hold and delete or anonymise it when it is no longer required.

If you choose to receive news or marketing communications from Klenodie, we may use your name and email address for that purpose.

We will only send electronic marketing where we have an appropriate legal basis to do so.

You may unsubscribe at any time using the unsubscribe link included in our marketing emails or by contacting hello@klenodieofficial.com.

Withdrawing consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Klenodie uses cookies and similar technologies where necessary for the operation of the website, checkout and other essential functionality.

We may also use non-essential technologies for analytics or marketing where permitted and where the required consent has been obtained.

Where consent is required, non-essential cookies will not be used before you have made your choice through our cookie settings.

You can review or change your cookie preferences through the cookie controls available on the website.

If we introduce new analytics, advertising or marketing technologies in the future, we will update our privacy and cookie information accordingly.

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.

Access to customer information is limited to the people and service providers who reasonably need it for the purposes described in this policy.

No online system can be guaranteed to be completely secure, but we work to ensure that personal data is handled appropriately and proportionately.

Depending on the circumstances, data protection law may give you the right to:

• receive information about how your personal data is processed
• request access to the personal data we hold about you
• request correction of inaccurate or incomplete information
• request deletion of your personal data
• request restriction of certain processing
• object to certain processing
• receive certain information in a portable format
• withdraw consent where processing is based on consent
• lodge a complaint with a supervisory authority

Some of these rights are subject to legal conditions and exceptions. For example, we may be required to retain certain transaction records even if you ask us to delete your information.

To exercise your rights, contact hello@klenodieofficial.com. We may need to verify your identity before responding to certain requests.

These are the core rights Datatilsynet highlights for individuals under the GDPR.

If you have concerns about how we use your personal data, we encourage you to contact us first at hello@klenodieofficial.com.

You also have the right to complain to the Danish Data Protection Agency:

Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
Denmark

Datatilsynet recommends that individuals generally contact the organisation concerned first, but complaints can be submitted directly to the authority.

We may update this Privacy Policy from time to time, for example if we introduce new services, suppliers, analytics or marketing tools, or if legal requirements change.

The most recent version will always be available on this page, with the date of the latest update shown at the top.