Privacy & Cookie Policy
Stillwater Stories
Last updated: November 2026
At Stillwater Stories, we handle personal information with respect for the people we photograph and work with.
This policy explains what personal data we collect, how we use it, how long we keep it, and the rights you have.
It applies when you visit our website, contact us, book photography or filmmaking services, receive our services, or interact with our social media profiles.
1. Data Controller and Contact Details
Stillwater Stories v. Luminous
Langelinie 16A, ground floor
7100 Vejle, Denmark
Danish CVR number: 29 09 93 91
Contact person: Nikola Majkic
Phone: +45 26 20 92 97
Email: info@stillwaterstories.dk
Website: www.stillwaterstories.dk
Stillwater Stories is the data controller for the processing of personal data where we determine the purposes and means of processing.
You are always welcome to contact us with questions about your personal information.
2. When You Contact Us
When you contact us through our website, by email, phone, or social media, we process the information you provide.
This may include:
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Your name and contact details.
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Wedding date and location.
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Information about the photography or filmmaking services you are interested in.
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Messages and other relevant correspondence.
We use this information to respond to enquiries, prepare quotations, and follow up on potential bookings.
The legal basis is our legitimate interest in responding to enquiries or taking steps towards entering into an agreement, under Article 6(1)(f) or Article 6(1)(b) of the GDPR.
If an enquiry does not result in a booking, we delete the information when it is no longer necessary, unless we have a legitimate reason to retain it for longer.
3. When You Become a Client
When you book Stillwater Stories, we process the information necessary to plan, carry out, and deliver the agreed photography or filmmaking services.
This may include:
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Names, addresses, phone numbers, and email addresses.
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Wedding dates, locations, and schedules.
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Details of booked services.
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Practical preferences and relevant wedding information.
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Agreements, invoices, and payment information.
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Photographs, films, and related recordings.
We use this information to fulfil our agreement, communicate with you, deliver the material, and manage payment and customer service.
Processing is primarily based on Article 6(1)(b) of the GDPR, concerning the performance of a contract.
Information that must be retained to comply with legal obligations is processed under Article 6(1)(c).
Please avoid sending sensitive personal data unless it is necessary. If we exceptionally need to process such information, we will ensure that an appropriate legal basis exists.
4. Photography and Filming of Wedding Guests
When documenting a wedding, photographs and films will naturally also include guests and other participants.
We process this material to document the wedding and deliver the agreed services to the Couple.
For guests and other individuals who are not our Clients, processing will generally be based on our legitimate interests and those of the Couple in documenting the occasion, under Article 6(1)(f) of the GDPR.
We assess these interests against the rights and reasonable expectations of the individuals concerned.
The Couple is encouraged to inform their guests that photography and filming will take place.
If you are a guest and have particular wishes about being photographed or having photographs of you published, you are welcome to contact us.
We will make reasonable efforts to respect such requests and handle any objections in accordance with applicable data protection law.
5. Delivery and Private Online Galleries
We normally deliver completed photographs and films digitally, for example through an online gallery or another digital delivery service.
By agreement with the Couple, a private gallery may be made accessible to family members and guests.
We use appropriate access restrictions and security measures to protect the material.
The Couple is responsible for deciding with whom they share their private gallery access details.
If you appear in a photograph in a gallery and have questions about the processing of your personal data, you may contact us.
6. Use of Photographs and Films in Marketing
Stillwater Stories uses selected photographs and films to present our work, for example on our website, social media, and in our portfolio.
When we wish to use identifiable photographs or films featuring the Couple in our marketing, we may obtain separate, voluntary consent.
Providing this consent is not a condition of booking Stillwater Stories.
Photographs featuring identifiable wedding guests may, in certain circumstances, be used on the basis of legitimate interests under Article 6(1)(f) of the GDPR.
In such cases, we assess the nature of the photograph, the purpose of publication, and the rights and reasonable expectations of the individuals depicted.
We take particular care with photographs of children and images involving private, sensitive, or potentially embarrassing situations.
If you wish to object to the publication of a photograph in which you are identifiable, please contact info@stillwaterstories.dk.
We will review your request and remove or restrict the use of the photograph where required by law.
7. Sharing Photographs with Other Wedding Suppliers
We may share selected photographs with relevant wedding suppliers, such as florists, wedding planners, and venues.
Photographs without identifiable individuals may generally be shared, provided this does not conflict with separate agreements or other applicable rights.
Photographs featuring identifiable individuals are only shared for other suppliers' marketing where a valid legal basis exists.
The Couple may separately consent to photographs in which they are identifiable being shared with suppliers involved in their wedding.
Such consent does not automatically cover wedding guests or other individuals.
Suppliers using photographs for their own marketing are responsible for complying with applicable data protection legislation.
8. Withdrawal of Consent
If you have given consent for the use of your photographs or films, you may withdraw it at any time by contacting info@stillwaterstories.dk.
Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
Once we receive a withdrawal request, we will stop processing that relies solely on the consent and remove the material from digital channels under our control where relevant.
We cannot guarantee the removal of copies that others have already shared or downloaded.
Withdrawal of consent does not prevent processing that may lawfully continue on another independent legal basis.
9. Retention of Personal Data, Photographs and Films
We retain personal data for as long as necessary for the purposes for which it was collected or as required by law.
Accounting records are generally retained for five years from the end of the financial year to which they relate.
Agreements and relevant Client correspondence are retained for as long as necessary to document the agreement and handle potential claims.
Stillwater Stories retains final edited digital photographs and films for at least 12 months following delivery.
After this period, the Client has no contractual entitlement to continued storage or redelivery of the material.
We may choose to retain the material for longer as an additional service to our Clients where a valid legal basis exists.
This additional storage does not guarantee that the material will always remain available.
We periodically assess the need for continued storage and delete or anonymise information when it is no longer necessary.
RAW files and unedited recordings are not necessarily retained after final delivery.
10. Sharing Information with Service Providers
We use external service providers to operate our business and deliver our services.
These may include providers of:
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Website hosting and maintenance.
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Contact and booking systems.
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Online galleries and digital delivery.
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File storage and backup.
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Invoicing and accounting.
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Email and communication services.
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Photo editing and film production.
Some providers process personal data on our behalf as data processors. Where required, we enter into data processing agreements with them.
Other providers may act as independent data controllers for their own processing activities.
We only share personal data where necessary for a relevant purpose or where another lawful basis exists.
We may also disclose information to public authorities where legally required.
11. Transfers Outside the EU/EEA
Some of our digital service providers may process or store personal data outside the European Union or European Economic Area, including in the United States.
Where this occurs, we ensure that the transfer is based on a valid mechanism under the GDPR.
This may include an applicable adequacy decision, such as the EU–U.S. Data Privacy Framework for certified organisations, or the European Commission's Standard Contractual Clauses with any necessary supplementary safeguards.
You may contact us for further information about relevant international transfers and the safeguards used.
12. Visiting Our Website
When you visit www.stillwaterstories.dk, we may process technical information about your visit.
This may include:
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IP address.
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Browser and device type.
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Pages visited.
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Information about how the website is used.
Some information is necessary to display the website and maintain its functionality.
Other information may be used for statistics, analysis, and marketing.
Where consent is required, we obtain it before the relevant processing begins.
Further information about cookies is provided below.
13. Cookies
Cookies are small files stored on your computer, phone, or tablet when you visit a website.
We may use cookies and similar technologies for the following purposes.
Essential Cookies
These help the website function properly, including basic functionality and security.
Analytics
We may use analytics services, such as Google Analytics, to understand how visitors use our website and how we can improve it.
Marketing
We may use technologies from providers such as Google and Meta to measure and improve our marketing.
Video
Embedded videos from services such as Vimeo may use cookies and similar technologies.
Cookies and similar technologies that are not strictly necessary are generally activated only after the required consent has been obtained.
You can accept, reject, or change your cookie preferences through the website's cookie settings.
You can also delete or block cookies through your browser.
Information about the specific cookies used, their providers, purposes, and retention periods must be available through the website's cookie settings.
14. Social Media
Stillwater Stories maintains profiles on social media platforms, including Instagram and Facebook.
When you visit our profiles, comment on posts, or send us messages, we may process information such as your profile name, messages, and interactions.
We use this information for communication, customer service, and marketing.
Depending on the circumstances, processing is based on our legitimate interest in communicating with visitors or on steps related to an agreement.
The platforms also process personal data under their own privacy policies.
For certain functions, such as visitor statistics for our profiles, Stillwater Stories and the relevant platform may act as joint controllers.
You can find further information about the platforms' processing activities in their respective privacy policies.
15. Newsletters and Email Marketing
If you subscribe to a newsletter or consent to receive marketing emails, we use your contact details for that purpose.
You may unsubscribe at any time using the link in the email or by contacting us.
We only send electronic marketing communications where permitted under applicable law.
We retain evidence of consent for as long as necessary.
16. Security
We take appropriate technical and organisational measures to protect personal data and digital material.
These include access restrictions, relevant security measures, and the use of professional service providers.
No digital system is entirely free from risk, but we work to protect information against unauthorised access, loss, and misuse.
17. Your Rights
Under data protection law, you have a number of rights concerning the processing of your personal data.
These include:
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Right of access: You may request information about the personal data we process about you.
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Right to rectification: You may request correction of inaccurate information.
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Right to erasure: In certain circumstances, you may request deletion of your personal data.
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Right to restriction: In certain circumstances, you may request that processing be restricted.
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Right to object: You may object to processing based on legitimate interests.
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Right to data portability: In certain circumstances, you may receive your personal data in a structured, commonly used, machine-readable format.
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Right to withdraw consent: You may withdraw consent at any time.
These rights depend on the particular processing activity and are not unconditional in every situation.
To exercise your rights, please contact info@stillwaterstories.dk.
We normally respond within one month of receiving your request. Where permitted by law, this period may be extended for particularly complex requests, in which case we will inform you.
18. Complaints to the Danish Data Protection Agency
If you believe that we are processing your personal data unlawfully, you are welcome to contact us.
You also have the right to lodge a complaint with the Danish Data Protection Agency.
Datatilsynet – Danish Data Protection Agency
19. Changes to This Policy
We update this policy when relevant changes occur in our processing of personal data or in applicable legislation.
The latest version will always be available on our website.