Privacy information

Who is responsible

ByYaalu v/ Yaalavan Baskaralingam, CVR 46591240, Personligt ejet Mindre Virksomhed (PMV). Yaalavan Baskaralingam is the proprietor trading as ByYaalu. Registered contact address: c/o Yaalavan Baskaralingam, Grundtvigsvej 21, 1. tv., 7400 Herning, Denmark. Telephone: +45 28 43 53 32. Email: [email protected]. Yaalavan Baskaralingam, trading as ByYaalu, is the controller for processing whose purposes and means he determines. See our official CVR entry.

This notice covers the information we receive directly from you, from an event host and through our website and event recording. Please contact us if you need information about a particular project or use.

Website visits and video playback

Our website uses Cloudflare for hosting, delivery and security. These services process IP addresses, request and device information, and security events to deliver the site, prevent abuse and investigate problems. Our legitimate interests under GDPR Article 6(1)(f) are operating a reliable website and protecting visitors and our services.

Images and fonts are served from the website. Video files are stored in a private Cloudflare R2 bucket with an EU jurisdiction setting and delivered through website Functions. This storage setting does not mean that all provider processing, logs or support access is limited to the EU. We use a short-lived functional cookie and time-limited playback links to authorise video delivery. See “Cookies and similar technologies” below.

The website does not use analytics, advertising pixels or embedded social players. Following an external link takes you to a separate service with its own privacy information.

Opening an email draft or copying details does not send anything to ByYaalu, create a booking or reserve a date. Your email application handles the draft. Copying uses your device’s clipboard, which may be accessible to other applications; avoid copying sensitive information on shared devices.

Enquiries, contracts and administration

The form requires a name, email address and event type. Phone, Instagram handle, event date, venue, preferred collection, Memoria interest and message are optional planning details. Only information needed to discuss and organise your request should be supplied. Do not include health information, private family disputes or identification photos in an ordinary enquiry.

For an individual requesting a quote or entering a contract, necessary pre-contractual and contractual processing may rely on GDPR Article 6(1)(b). For another person organising an enquiry, appropriate legitimate interests under Article 6(1)(f) must be assessed. Required accounting records rely on Article 6(1)(c), where the legal duty applies. Necessary handling of disputes and security may rely on Article 6(1)(f), with a documented balancing assessment. These bases are purpose-specific; a booking is not consent to marketing.

The contact form passes validated enquiry details through Cloudflare Pages Functions and an internal Worker to Cloudflare Email Service and our business inbox at Gmail. The email uses [email protected] as sender and the validated enquiry email as Reply-To. No automatic customer receipt email is sent. A successful on-page confirmation carries a backend reference; it does not reserve a date or confirm a booking.

Cloudflare Turnstile checks the verification token and request IP address to prevent automated abuse. A hash of the IP is used for rate limiting; hashing is not anonymisation. This security processing supports our legitimate interests in protecting the contact form and preventing unwanted or duplicate messages.

A Cloudflare D1 database stores the request reference, a payload hash, delivery state, creation time and business message identifier. It does not store your enquiry name, email, phone, message, raw IP address or Turnstile token. These metadata can be linked to the internal email and are not anonymous. They let us check delivery and avoid sending the same enquiry twice. Application error messages use an event and reference rather than form contents or verification secrets. Cloudflare separately processes operational and security logs for its services.

The application does not persist enquiry fields in browser storage. A timeout or uncertain delivery is not shown as success and must be reconciled using the existing reference before any further sending. References help find a case; they are not passwords or authority to disclose information.

Event photographs and videos

Recording, selecting, editing and privately delivering event material can involve identifiable clients, guests and other participants, including voices. Necessary handling of the contracting client’s information may use Article 6(1)(b). This does not automatically cover guests who are not parties to that contract.

For ordinary private event coverage involving guests, a documented legitimate-interest assessment under Article 6(1)(f) may be appropriate, taking account of reasonable expectations, the private setting, children, intrusiveness and the limited recipients. Where that assessment does not support recording or sharing, we must use another valid basis or avoid the processing. A sign or a host’s signature is not a universal consent.

Information can come directly from you, from the event host or from recording at the event. We must provide the information required by Articles 13 and 14 at the appropriate time, including where we receive your details indirectly. Your host’s invitation notice helps, but does not remove our own duties. Private customers receive agreed files; the recipient group and any family sharing must be clear before recording.

Marketing permissions

We obtain separate, voluntary and documented permission for identifiable marketing use. Website/portfolio, named social channels, paid advertisements, reviews and interview extracts have separate choices. Declining publicity does not remove the booked event coverage.

Where consent is the basis, Article 6(1)(a) applies. You can withdraw it at any time by contacting us, without a fee and as easily as you gave it. Withdrawal does not make earlier lawful processing unlawful, but future consent-based use stops. We remove relevant copies under our control and take the legally required steps concerning known recipients. We cannot guarantee removal of every copy made independently by internet users.

Posting to a named social platform makes material available to a wider audience and may involve that platform’s separate processing and international transfers. The relevant accounts, recipients and transfer details must be specified before consent and publication. We do not infer permission for paid ads from an ordinary social-media permission.

Memoria and sensitive information

Memoria brings voluntary personal messages together in one edited private film. The unedited interviews are also delivered as agreed raw material to the named private recipients, normally within 24–48 hours after the event. They are original clips, not additional finished films. Before recording, the participant notice identifies recipients of both versions, the agreed family audience, editing and storage. A participant can refuse a question or stop.

Health, religious beliefs and other special categories require both an Article 6 basis and an applicable Article 9 condition, such as explicit, specific consent where suitable. A participant cannot authorise all sensitive information about other people. Unnecessary intimate or third-party information should be avoided or removed. Danish rules also protect information about deceased people for a period after death; references to a deceased relative may reveal information about living relatives.

A request to remove an interview is assessed before further use or delivery. Already delivered family copies may require follow-up with recipients and cannot always be recalled technically. A customer’s payment does not cancel the participant’s rights. There is no promise to host or recover the film twenty years later.

Children and identification photographs

Children require particular care. We assess the child’s interests, maturity and the relevant holder or holders of parental responsibility. Our cautious publication policy seeks both relevant approvals where parental responsibility is shared and respects the child’s objections. This is not a claim that one signature always suffices or that a single internet-service age rule governs every photograph.

If you should not appear in publicity, tell us directly or through the host. Advance notice, preferably at least 24 hours before the event, helps planning. Later requests still receive consideration. Where necessary, we may use a minimal identification reference to avoid a mistaken publication. A photograph is requested only if less intrusive identification is insufficient, through a secure channel agreed first. We do not introduce face recognition or biometric matching.

Restriction records may be necessary to comply with legal duties under Article 6(1)(c) or to pursue proportionate legitimate interests under Article 6(1)(f), depending on the purpose. Identification photos are kept separately with limited access and deleted once no longer necessary for the relevant checks; a minimal non-image restriction record may remain where justified.

Service providers, recipients and transfers

We use Cloudflare Pages, Functions, Workers, R2, D1, Turnstile and Email Service for website delivery, security, video playback and enquiries. Cloudflare Access protects restricted review and administration areas. We use Gmail for business email, WeTransfer Teams for private delivery, CapCut and Adobe Premiere Pro for editing, external hard drives for primary storage, and freelancers currently working in Denmark where an assignment requires them. Access to project material is limited to the people and services needed for the assignment.

The information handled by a service depends on the feature used. Local editing, cloud storage, collaboration, automatic captions and AI features have different data flows. Customer material is not automatically approved for cloud or AI processing merely because an editing application supports it. We assess such uses separately, and a collaboration with another brand does not itself authorise sharing private customer files.

Some providers operate internationally and may process information outside the EU/EEA. Where a transfer takes place, the applicable GDPR transfer safeguards are required, such as an adequacy decision covering the recipient or standard contractual clauses with any necessary additional measures. EU storage alone does not establish EU-only processing. Contact [email protected] for information about the recipients and applicable safeguards for your data, including how to obtain a copy of relevant safeguards. Provider privacy information is available from Cloudflare, Google, WeTransfer, Adobe and CapCut.

Data may also need to be shared with professional advisers or authorities where justified or legally required. Such sharing is limited to what is necessary. A collaboration with DigitalPro does not itself authorise sharing private customer files.

Retention and deletion

Download access through WeTransfer Teams lasts 60 calendar days from the time the final complete agreed delivery is available and the client has been notified. If a link expires early, we must restore secure access without extra charge within the agreed period and remedy interruptions. Earlier partial deliveries must remain accessible or be supplied again throughout the full 60-day period following final complete delivery. This access window is separate from production retention.

We retain production material for six calendar months: raw footage, unedited Memoria interviews, finished films, digital camera pictures and project backups. The period starts from the date when the last part of the complete agreed delivery has been sent and actually made available to the client. If the wedding video and raw material arrive on 10 July but the last agreed Memoria film arrives on 20 August, retention starts on 20 August, not 10 July. The project annex records the applicable period. Data requiring earlier erasure is assessed individually, and necessary evidence for a specific legal claim is isolated with a documented review date.

Our retention criteria are: keep enquiry details only as needed for the enquiry and any justified follow-up; keep contract/accounting records for applicable legal and evidence requirements; keep production files under the confirmed six-month schedule, with a specific justified exception only where needed; remove identification photos when the relevant identification checks no longer need them; and keep consent evidence only as needed to demonstrate lawful use or handle a specific claim. A need to retain evidence does not permit continued marketing or indefinite storage of every video.

An expired download link is not the same as deletion. Our deletion process covers delivery copies, expired-but-recoverable files, local drives, editing caches and freelancer copies. A specific legal hold or necessary evidence is limited to the relevant records and reviewed separately. Contracts, accounting records and permission evidence follow the applicable legal and evidence requirements; they do not automatically inherit the six-month production period.

Enquiry messages are kept while we handle the enquiry and any necessary follow-up or resulting agreement. Once no longer needed for those purposes or a specific legal obligation or claim, they are removed through a manual review of the mailbox and associated records. Delivery metadata is kept only for delivery reconciliation and duplicate prevention. A minimal request reference and outcome may need to remain to prevent an old request from sending again; that does not justify retaining the full enquiry indefinitely. You can ask us to review or delete your enquiry information by emailing [email protected]. Provider operational and security logs have separate service-specific retention and are not governed by the film storage period. No lifetime hosting or archive is promised.

Your rights and how to contact us

Depending on the applicable conditions, you may request access, correction, deletion, restriction, data portability and object to processing based on legitimate interests. You can withdraw consent without a fee. We do not use booking information for decisions based solely on automated processing with legal or similarly significant effects.

Contact [email protected], preferably with an event reference or relevant link. You do not need a special form. We verify identity proportionately, especially before disclosing private files; we do not routinely require a passport. We normally respond without undue delay and within one month. Where legally permitted, a complex request may require up to two additional months; we explain this within the first month. If a request is refused or limited, we explain why and your options.

You can complain to the Danish Data Protection Agency, Datatilsynet, including without first complaining to us. Your rights are not lost because a host did not identify you before the event.

Security and incidents

Our security approach reflects the private nature of event material: limit access to those who need it, protect accounts and transfers, separate public portfolio use from private delivery, and apply backup, deletion and confidentiality controls. If you receive a private link, share it only with the agreed recipients.

Suspected misdelivery, unauthorised access or lost media should be reported promptly. We assess and document incidents, take containment measures and notify the authority and affected people where the law requires. Notification duties cannot be transferred to the customer by contract.

Cookies and similar technologies

The site does not use analytics or advertising cookies. Video playback uses a functional, Secure, HttpOnly cookie called __Host-byyaalu-playback, lasting up to one hour, to authorise requests for a film. Playback links expire after fifteen minutes. These are used for the requested video service, not advertising or cross-site profiling.

Cloudflare Turnstile is loaded when the contact form needs verification. It processes browser and request signals for abuse prevention. Restricted review areas also use Cloudflare Access authentication cookies; public visitors do not need to sign in to view the website. The application does not save enquiry fields in local storage. If optional analytics, advertising or embeds are introduced later, their information and any required consent controls will be provided before they are used.

For information about recording and permissions, see media information. For booking arrangements, see booking terms.