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Virtual Office: Terms and Data Security

Terms for Establishing a Virtual Office

Under the Anti-Money Laundering Act, the Danish Business Authority requires all providers of virtual offices to follow specific procedures for customer identification. This is part of the government’s strategy to combat money laundering and the financing of terrorism. alle udbydere af virtuelle kontorer at følge en række procedurer angående kundeidentifikation. Dette er en del af regeringens strategi til bekæmpelse af hvidvask af penge og finansiering af terrorisme.

V74 is therefore legally obligated to request information from new customers regarding, for example, the company’s purpose, ownership, and activities in other countries. We are also required to request copies of photo ID and health insurance cards from the company’s beneficial owners.

If a company is unable to meet these requirements, it is not possible to establish a virtual office—neither with us nor with other providers of virtual offices.

Furthermore, it is not possible to obtain a virtual office for a company that is not already registered with a Danish CVR number. If you wish to have a virtual office for a company that has not yet been established, you must first register the company at another temporary address (this is typically done at an owner’s home address).

We only offer virtual offices to Danish companies. If you need a Danish address for a foreign company, you will in most cases need to seek assistance from a lawyer.

Identity Verification

All beneficial owners of a company are required to submit documents for personal identification. It is also a legal requirement that the beneficial owners must appear in person at V74’s address so that their identity can be verified. In certain cases, such as when an owner is located far from Copenhagen, an online meeting may be arranged.

Danish owners must submit the following two documents:

  • Health insurance card
  • Photo ID (driver’s license or passport)

Non-Danish beneficial owners must submit photo ID and proof of current company address.

Accepted Types of Photo ID for Non-Danish Owners:

  • Passport (valid for at least 6 months)
  • EU/EEA driver’s license with photo
  • Residence permit type F or D (laminated card with photo)
  • ID card valid for entry and exit in Denmark

Accepted Types of Proof of Company Address for Non-Danish Owners:

  • Electricity, water, heating, or telephone bill
  • Annual tax statement or insurance policy for the rental property
  • Commercial lease invoice
  • Bank statement (must be downloaded directly from the bank—photos are not accepted)

Document Requirements: Documents proving the company address must be dated within the last 3 months; all four corners must be visible; they must clearly show the full address and company name.

Data Security and Processing of Personal Data

In accordance with the General Data Protection Regulation (GDPR) and the Danish Data Protection Act, all information collected about the owners and the company is stored securely and will only be used to fulfill our legal obligations.

Handling of Mail and Personal Data

When you use our virtual office address service, we can, upon request and with your written consent, open, scan, and forward your mail to you. We do not read the contents of the letters—we only open the envelope and scan the documents. The processing of personal data in this context is based solely on your explicit consent under GDPR Article 6(1)(a). This consent can be withdrawn at any time by written notice to us.

Types of Information: We process the information that may appear in your mail, including, but not limited to:

  • Names, addresses, and contact details
  • Business-related information (e.g., invoices, contracts, correspondence)
  • Other personal data that may appear in the received documents

Processing and Storage:

  • Mail is only opened by authorized personnel and scanned in a secure environment.
  • Scanned documents are immediately deleted after being sent via email, unless you request us to store them.
  • Original mail is immediately destroyed (shredded) after scanning, unless you request us to keep it.

Security Measures: We implement appropriate technical and organizational measures to protect your information from unauthorized access, loss, or misuse, including:

  • Access control to physical mail
  • Encrypted storage of scanned documents
  • Restricted access for employees

Your Rights: You have the right to:

  • Withdraw your consent at any time
  • Request access to, correction, or deletion of your data
  • Request restriction of processing
  • Receive your data in a structured, commonly used, and machine-readable format
  • Lodge a complaint with the Danish Data Protection Agency (http://www.datatilsynet.dk/)

Forwarding and Data Sharing: We only forward scanned documents to the email address you provide. We do not share your information with third parties unless required by law.

Contact us: Questions about our processing of your information can be directed to: Vesterbrogade 74, 1620 Copenhagen V, Denmark, Email: hello@v74.dk, Phone: +4553702433

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