EvokeMedia · Privacy
Privacy Policy
This Privacy Policy explains how EvokeMedia processes personal data in connection with evokemedia.dk, inquiries, customer agreements, photography, video, web design, print, campaigns, newsletters, portfolios, and operations.
1. Data Controller
EvokeMedia is the data controller for the personal data we process in connection with the operation of evokemedia.dk, customer communication, quotes, bookings, photo and video production, web design, operations, newsletters, and marketing.
EvokeMedia is run by Casper Holtermann. Contact: info@evokemedia.dk · +45 51 49 11 41 · Lokesvej 15, 3400 Hillerød · CVR DK42579831.
If, in the course of a specific assignment, EvokeMedia processes personal data on behalf of a client—for example, in connection with the operation, development, or support of the client’s website, online store, newsletter, analytics tools, or customer database—EvokeMedia is, as a general rule, a data processor. In such cases, a separate data processing agreement should be entered into, whereby the client is the data controller and EvokeMedia acts in accordance with the client’s instructions.
2. What information do we process?
Contact information: name, company, title, email, phone number, address, and CVR/invoicing information.
Inquiries and project information: information you submit via the contact form, email, phone, in-person meetings, briefs, quotes, bookings, mood boards, reference images, or project materials.
Customer and contract information: quotes, contracts, order confirmations, deliveries, license and rights agreements, invoices, payment status, and correspondence.
Photos, video, and audio: portraits, candid shots, production footage, voice-overs, video, behind-the-scenes footage, links to selected clips, draft versions, and final deliverables, as relevant to the assignment.
Website and technical information: IP address, device information, browser, time, pages, clicks, consent selections, form logs, and security logs, depending on the features and cookies active on the site.
Newsletter and marketing: email address, name, subscription date, consent text, unsubscription, opens, and clicks, if you have given your consent to receive the newsletter or relevant marketing communications.
Social media and reviews: name, profile information, comments, messages, tags, reviews, and interactions when you contact or mention EvokeMedia via platforms such as Instagram, Google, LinkedIn, or Facebook.
3. Purpose and Legal Basis
Responding to Inquiries and Quotes: We process information in order to respond to you, clarify your needs, provide a quote, plan a project, and enter into an agreement. The legal basis is typically the preparation or performance of a contract, as well as our legitimate interest in conducting business and responding to inquiries.
Delivery of photos, videos, print materials, web design, and online content: We process relevant information in order to plan, produce, edit, deliver, invoice, and provide support for the agreed-upon work. The legal basis is typically a contract, legitimate interests, and, in some cases, consent.
Photos and videos featuring individuals: When photos or videos contain identifiable individuals, the material may constitute personal data. The processing is carried out as part of the specific assignment, as agreed with the client, based on consent, a model agreement, legitimate interest, or another relevant legal basis, depending on the context.
Portfolio, case studies, and marketing: In accordance with the terms and conditions and/or a separate agreement, EvokeMedia may display selected completed projects in its portfolio, case studies, social media, presentations, proposals, and marketing materials. For material featuring identifiable individuals, we assess the purpose, nature, context, and any agreements in place, and we respect specific agreements, NDAs, private recordings, children, and sensitive situations.
Newsletter: If you sign up for the EvokeMedia newsletter, we will process your information to send you news, case studies, invitations, promotions, and relevant inspiration. The legal basis for this is your consent, and you can unsubscribe at any time.
Accounting and Administration: We process information to comply with accounting, tax, and duty regulations, as well as to document agreements, payments, rights, and deliveries. The legal basis is a legal obligation and legitimate interests.
Security, Abuse, and Operations: We process technical information to protect our website, forms, files, systems, and communications from spam, abuse, unauthorized access, and operational errors. The legal basis is legitimate interests and, in certain cases, a legal obligation.
Statistics and Website Improvement: We may process information about website usage to understand traffic, improve content, and measure performance. Non-essential cookies and similar technologies are used only with your consent, unless processing can specifically be carried out without consent under applicable regulations.
Marketing and Advertising: We may use consent-based cookies, pixels, or campaign data to measure campaigns, display relevant marketing, or build audiences. This is done only when there is valid consent or another relevant legal basis.
4. Photos, videos, portraits, and documentation of rights
In the course of photo and video production, EvokeMedia processes material that may include people, locations, products, works of art, company names, and other identifiable elements. The material is used for the agreed-upon production, proofreading, delivery, backup, invoicing, documentation of rights, and potential portfolio use.
If a client orders portraits, employee photos, or video interviews on behalf of other individuals, the client should ensure that the subjects are informed of the purpose, use, rights, and any potential publication. EvokeMedia can provide consent forms or model release forms as needed.
Private portraits, children, situations involving sensitive personal information, internal company materials, unreleased products, confidential locations, and material subject to an NDA are not used in EvokeMedia’s marketing without specific authorization.
EvokeMedia typically retains selected project files and completed deliverables for a certain period of time so that we can provide support, recreate deliverables, document rights, and address any questions that may arise. Raw material, working files, and backups are deleted or archived in accordance with internal procedures and as agreed upon.
5. Art Photography, Works, and Reproduction
When photographing artworks, information about the artist, the artwork, the owner, the gallery, the exhibition, dimensions, metadata, reproduction files, and deliverables may be processed. If the artwork or the documentation contains images of individuals or personally identifiable information, this information will be processed in accordance with this policy.
The artist or copyright holder retains the rights to the work itself. EvokeMedia processes information and files to perform photography, color management, reproduction, printing, delivery, invoicing, and rights documentation in accordance with the agreement and the terms and conditions.
High-resolution reproduction files, print masters, TIFF files, and commercial reproduction/sales rights are not automatically included unless specified in a quote, order, or separate license agreement.
6. Web Design, Maintenance, and Client Websites
In connection with web design, WordPress, WooCommerce, SEO, technical operations, and support, EvokeMedia may have access to login credentials, CMS content, contact forms, leads, order data, analytics tools, plugins, hosting environments, and technical logs.
When this information pertains to the customer’s website or the customer’s own users, the customer will often be the data controller, while EvokeMedia is the data processor. This should be governed by a data processing agreement, especially if EvokeMedia has ongoing administrative access, hosting responsibilities, a support agreement, or access to customer/user data.
As part of web projects, EvokeMedia should assist the client in clarifying cookie settings, privacy policies, data processing agreements, contact forms, newsletter consents, and third-party scripts; however, the client is responsible for its own business data and users, unless otherwise agreed.
7. AI, Image Processing, and Automation
EvokeMedia can utilize professional tools for retouching, color management, noise reduction, upscaling, workflow, text, SEO, coding, image selection, and technical quality assurance. This may include AI or automation features when deemed necessary to improve quality, speed, or precision.
Personal data, portraits, private recordings, confidential project files, or client materials are not shared with external AI services for open training or reuse, unless agreed upon or necessary for a specific, legitimate processing purpose. Special restrictions may be agreed upon for sensitive, confidential, or non-public material.
When third-party tools are used, the role of the data processor, security, storage, transfers to third countries, and data minimization are assessed based on the nature of the task.
8. Newsletter and Digital Marketing
You will only receive EvokeMedia’s newsletter or direct electronic marketing if you have given your consent or if another legal basis specifically applies.
Consent to receive a newsletter must be voluntary, specific, informed, and verifiable. Subscription should be done via a separate, unchecked box and must not be hidden away as part of the terms and conditions.
You can always unsubscribe from the newsletter using the unsubscribe link in the email or by contacting EvokeMedia. Unsubscribing does not affect the lawfulness of any processing that took place before you unsubscribed.
9. Sharing with Suppliers and Business Partners
EvokeMedia may share or provide access to information when necessary for the operation and delivery of services. This may include hosting, email, domain/DNS, CMS, forms, security, cloud storage, file transfer, online galleries, accounting systems, banking, payment solutions, newsletter systems, analytics tools, advertising platforms, print labs, subcontractors, and professional advisors.
As a general rule, suppliers that process personal data on behalf of EvokeMedia must be covered by data processing agreements. Some third-party platforms, such as social media, payment providers, and advertising platforms, may be independent data controllers for certain processing activities.
We do not share your information with third parties, and we do not sell personal information.
10. Transfer to Countries Outside the EU/EEA
Some IT, cloud, analytics, advertising, social media, or AI providers may involve the transfer of personal data to countries outside the EU/EEA, including the United States.
When this occurs, we use an appropriate legal basis for the transfer, such as the European Commission’s adequacy decisions, the EU-U.S. Data Privacy Framework for certified U.S. recipients, standard contractual clauses, and/or supplementary safeguards, depending on the supplier and the nature of the processing.
For particularly confidential tasks, restrictions on the use of certain third-party or cloud-based tools may be agreed upon.
11. Storage and Deletion
Inquiries that do not result in a customer relationship are normally deleted or anonymized no later than 12 months after the last contact, unless there is a legitimate reason for longer retention.
Customer, contract, and project information is retained for as long as necessary to fulfill the assignment, document the contract, rights, licenses, model agreements, complaints, and any claims.
As a general rule, accounting records, including invoices and supporting documents, are retained for 5 years from the end of the fiscal year to which they relate.
Newsletter information is retained until you unsubscribe. Records of consent may be retained for a reasonable period after unsubscription if necessary to document that marketing was conducted lawfully.
Cookie and consent logs are typically retained for as long as necessary to document your choice, usually up to 12 months, after which consent may be requested again.
Technical security logs are usually retained for a short period of time, typically 30–90 days, unless longer retention is necessary for security, documentation, or troubleshooting purposes.
Images, videos, completed deliverables, and rights documentation may be retained for a longer period when necessary to document licensing, copyright, customer agreements, portfolio use, support, re-delivery, or historical archiving.
12. Safety
EvokeMedia employs appropriate technical and organizational security measures, including access restrictions, strong passwords, up-to-date systems, backups, encrypted connections where applicable, limited sharing, access control, and the proper handling of project files.
For particularly sensitive or confidential projects, the customer and EvokeMedia may agree on specific security requirements, such as limited cloud usage, encrypted file sharing, NDAs, access logging, or expedited data deletion.
13. Your Rights
Under data protection regulations, you have a number of rights regarding our processing of your personal information. Among other things, you may have the right to access, rectification, erasure, restriction of processing, objection, and data portability.
If the processing is based on consent, you may withdraw your consent. Withdrawal does not affect the lawfulness of processing that took place before the withdrawal.
These rights may be limited by other rules, such as accounting rules, documentation requirements, copyright law, contract law, or the need to establish, assert, or defend legal claims.
Please contact info@evokemedia.dk if you wish to exercise your rights.
14. Complaint
If you are dissatisfied with EvokeMedia’s processing of your personal information, we encourage you to contact us first so that we can try to find a solution.
You can also file a complaint with the Danish Data Protection Agency via datatilsynet.dk if you believe that your personal data is being processed in violation of the rules.
15. Changes
This privacy policy may be updated when EvokeMedia changes its website, services, systems, vendors, cookies, workflows, or legal requirements. The latest version will be available at evokemedia.dk.
Last updated: June 18, 2026.