Applies to: TourCare ApS — including www.tourcare.dk, TourCare Cloud (app.tourcare.dk), physical locations and other systems.
Last updated: 21 September 2026
This policy describes all processing of personal data carried out by TourCare ApS — digitally, physically and through third-party systems. Consent for cookies that require it is obtained via the cookie banner, and you can change your choice at any time via the “Cookie settings” link.
TourCare ApS
Høffdingsvej 32A, 2500 Valby, Denmark
CVR (company reg. no.): DK-40697934
Phone: +45 32 27 66 66
Email: kontakt@tourcare.dk
A cookie is a small text file stored in your browser. Cookies cannot contain malicious code or retrieve information from your device on their own. You can delete or block cookies in your browser settings, but please note that necessary cookies are required for the services to function correctly.
When you rent equipment from us or we carry out a project for you, we store the information needed to plan, deliver and invoice the job. This typically includes:
Contact details: Name, email, phone number and job title of contact persons.
Company details: Company name, CVR number, billing and delivery address.
Project and rental details: Dates, delivery and collection, location, rented equipment, quotes, order confirmations and agreed terms.
On-site contacts: Name and phone number of e.g. production manager or crew, where necessary to carry out the job.
Finance: Invoices, payment status and any claims relating to damaged or lost equipment.
Correspondence: Emails and messages relating to the job.
Legal basis: Art. 6(1)(b) — performance of a contract, and Art. 6(1)(c) — legal obligation (Danish Bookkeeping Act). Retention periods are listed in section 9.
Technical information: IP address, browser type, OS, referring page and time of visit are collected automatically.
Behavioural data: Pages, time and actions are only collected with consent.
Contact information: Name, email, phone, company and message content are collected through forms or newsletter sign-up.
Identification: Name, email, phone number.
Address and company: Address, CVR number (business accounts).
Account: Username, role, login history.
Projects and rentals: Projects, orders, invoices, equipment.
Technical data: IP address (anonymised when stored), browser and session information.
We mirror all available data from Rentman (contacts, projects, equipment, orders, etc.) and HubSpot (contacts, deals, invoice lines, etc.) in a secured EU database for use in operations, sales and finance. Data is removed automatically when it is deleted from the source. Access is role-based.
We monitor our office, warehouse, loading bay area and the outdoor area in front of the property with video cameras. Outdoor surveillance takes place on private property. The purpose is theft prevention, safe operation of the semi-automatic loading bay system, and documentation in connection with complaints or disputes. Recordings are stored automatically for 30 days and then deleted, unless specific circumstances require longer retention. Access is limited to authorised employees.
Legal basis: Art. 6(1)(f) — legitimate interest.
Our network infrastructure monitors activity on internal, guest and development networks for IT security purposes. Access to log data is subject to access control and restricted to authorised personnel.
Legal basis: Art. 6(1)(f) — legitimate interest.
Our office and warehouse are secured with electronic access control. Business customers are registered in the system for the period in which they collect equipment. The only information stored about the customer during this period is the project name — no other personal data. Data is deleted no later than 90 days after project completion for theft-prevention and audit purposes.
Legal basis: Art. 6(1)(f) — legitimate interest.
We use AI tools for internal processes, including bookkeeping, invoicing and software development. Processing takes place locally, and personal data is not shared with AI providers' training services.
Legal basis: Art. 6(1)(b)+(f).
Operation and security: Art. 6(1)(f) — legitimate interest.
Statistics and improvement: Art. 6(1)(a) — consent.
Marketing: Art. 6(1)(a) — consent.
Responding to enquiries and leads: Art. 6(1)(f) — legitimate interest.
Delivery of services, rentals and invoicing: Art. 6(1)(b)+(c).
Account and access management: Art. 6(1)(b)+(f).
Delivery of services: Art. 6(1)(b).
Communication and notifications: Art. 6(1)(b)+(f).
Security and abuse prevention: Art. 6(1)(f).
Statistics and platform improvement: Art. 6(1)(f).
Bookkeeping and accounting: Art. 6(1)(c).
Necessary cookies ensure basic functionality and are exempt from the consent requirement. Statistics and marketing cookies are only set once you have accepted them in the cookie banner.
Consent: Your choice (“Accept All” or “Necessary Only”) is stored in the browser's local storage (cookie_consent_choice) until you change it or clear your browser data. Consent only enables statistics — Google's advertising features are always switched off.
Google Analytics: We use Google Analytics (Google Ireland Ltd.) to measure traffic and understand how the website is used. Our Google Analytics account is linked to Google Ads, but we do not use website data for advertising or targeted marketing. Data may be transferred to Google LLC in the USA under the EU–US Data Privacy Framework. Cookies: _ga and _ga_<ID> (up to 2 years).
HubSpot: We use HubSpot's tracking code (HubSpot Ireland Ltd.) to understand visits and link them to enquiries you send us yourself. Cookies: __hstc and hubspotutk (up to 6 months), __hssc (30 minutes) and __hssrc (session).
session_id: Maintains the login session. Duration: up to 30 days.
csrf_token: Protection against CSRF attacks. Duration: session.
cookie_consent: Remembers your consent choice. Duration: 1 year.
theme_preference (localStorage): Preferred colour theme. Duration: until deleted.
You can change or withdraw your consent at any time by clicking “Cookie settings”. The cookie banner reopens, and if you choose “Necessary Only”, statistics are switched off and Google Analytics and HubSpot cookies are deleted. You can also delete cookies directly in your browser. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
Cookies: See section 7.
Active user accounts (Cloud): Ongoing; deleted no later than 30 days after account deletion.
Video surveillance: 30 days; longer where specifically required.
Access control data: No later than 90 days after project completion.
Enquiries/leads without a customer relationship: No later than 2 years after the most recent contact.
Customer and project data: 3 years after project completion; new contact resets the period.
Mirrored data (Rentman/HubSpot): Follows the deletion periods of the source systems.
Accounting records: 5 years plus the current financial year, in accordance with the Danish Bookkeeping Act.
Technical logs and network data: No later than 90 days.
Deletion requests should be sent to kontakt@tourcare.dk.
We never sell personal data and do not share it with third parties for marketing without explicit consent. We use trusted data processors under data processing agreements. The most important include:
Cloud hosting and database: AWS (eu-central-1, Frankfurt)
CRM and marketing: HubSpot
Rental management: Rentman
Office collaboration and email: Google Workspace
Web analytics: Google Analytics (Google Ireland Ltd.)
In addition, we use providers within areas such as telephony, accounting, access control and website hosting. A full list is available on request at kontakt@tourcare.dk.
All data processors operate within the EU or under arrangements that ensure an adequate level of protection (e.g. the EU–US Data Privacy Framework or the European Commission's Standard Contractual Clauses). Data is disclosed to public authorities where we are legally required to do so.
We use encrypted data transmission (TLS), role-based access management and continuous monitoring of systems and networks. Access to personal data is limited to employees with a work-related need. For security reasons, specific details about our infrastructure are not published.
You have the right to:
— Access the data we process about you.
— Rectification of inaccurate data.
— Erasure, unless we are legally required to retain the data.
— Restriction of processing.
— Object to processing based on legitimate interest.
— Data portability (applies to processing based on consent or contract).
— Withdraw consent with future effect.
Contact: kontakt@tourcare.dk.
You can lodge a complaint with the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark — www.datatilsynet.dk
The current version is available at tourcare.dk. In the event of significant changes, we will inform Cloud users directly.
Last updated: 21 September 2026