Privacy Policy

Purpose: Grant application and payment of grants. 
The Centre collects and processes your personal data in order to process and assess your application on behalf of your organisation and to administer your or your organisation's user profile in our grant management system.

Categories of data and legal basis for processing: We process the following data: 

• Your basic information as applicant, including name, e-mail, phone number, job title, employer, user profile etc. 

• Your application, including CV, and CV's of other participants, which are enclosed with the application.

• Bank details for the payment of grants

• Information about your employer/workplace, including CVR number

  We process this information based on our legitimate interest in being able to process your application and administer the payment of any grant, cf. Article 6(1)(f) of the GDPR, and in order to comply with our legal obligations, including obligations under the Danish Bookkeeping Act, cf. Article 6(1)(c) of the GDPR. 

Sources from which we collect information: We collect information from the following sources: 

• Directly from you.

• From the grant applicant

Recipients: We may share your personal data with:

• Suppliers and/or serviceproviders in connection  with the ordinary operation of the Centre
• The Danish Tax Authorities and other public authorities to the extent we are required to do so
• External advisors who are tasked with assessing incoming applications
• Data processors who only process your personal data according to our instructions

Storage period: We will retain personal data for as long as it is necessary for the first purposes mentioned.

This means that:

• If your employer or similar on whose behalf you have applied has received several grants from the Centre, we will store your personal data for 5 years after the end of the financial year in which the grant was paid and to which the accounting material relates, cf. Part V of the Bookkeeping Act. CV, however, will be deleted the day after the grant has been awarded.
   
• If your application is rejected by the Centre, we will store your personal data for 13 months after the rejection has been given. Such storage is based on an interest in ensuring proper case handling. CV, however, will be deleted the day after the rejection.
   
• If your application has not been processed and decided within 24 months after the Centre has received it, it will automatically be deleted in the system.
   

• Inactive user profiles for our digital platform, i.e. profiles without log-in and active applications, will be deleted 24 months after the last activity.

  When the above-mentioned retention periods have expired, all data relating to the application will be deleted, except for an anonymised application history, including information on case number, awarded amount, CVR number etc.

  The application history does not normally contain personal data. However, CVR numbers of sole proprietorships may appear. These CVR numbers are one-way encrypted, which means that anonymised history is only displayed if a new application is received from the same CVR number.

Submission of project ideas to the Idea Mailbox

Purpose: Submitting project ideas to the Idea Mailbox.

The Centre collects and processes your personal data in order to send you a confirmation, assess your project idea and to respond to you.

Categories of data and legal basis for processing: We process the following data based on our legitimate interest in being able to assess and respond to proposals submitted to the Idea Mailbox, cf. Article 6(1)(f) of the GDPR:

• When submitting your idea, your name, e-mail, job title and organisation/association will be registered along with your project idea information.

Sources from which we collect information: We collect information from the following sources:

• Directly from you.

Recipients: We do not share your personal data submitted in connection with project ideas. project ideas to the Idea Mailbox.

Storage period: 

We will retain personal data for as long as it is necessary for the purposes mentioned.

This means that:

• Your personal data is stored until your project idea is assessed and answered.
• In general, your personal data is stored for 6 months from the receipt of your project idea.

If you have consented to us storing your project idea for up to 2 years for the purpose of contacting you about your project idea, your personal data will be stored for 2 years from receipt of your project idea.

Purpose: Fulfilling an advisory service agreement.

The purpose of processing your personal data is first and foremost to enter into an advisory service agreement with you and to ensure the fulfilment of our obligations under this agreement and to safeguard your rights, including e.g. the payment of fees etc.

Categories of data and legal basis for processing: When we accept you as an advisor, we process the following personal data about you in order to enter into an advisory service agreement with you, cf. Article 6(1)(b) of the GDPR:

• Name, address, email, phone number, bank details

We process the following data about you in order to fulfil our legal obligations, including obligations in the Danish Bookkeeping Act, cf. Article 6(1)(c) of the GDPR and section 11(2)(1) of the Data Protection Act.

• Central Business Registration No. (CVR) and Civil Registration Number (CPR)

We process the following personal data about you to pursue our legitimate interest in managing our relationship with you, and where it is considered that the Centre's legitimate interest in processing the personal data outweighs your interest in the data not being processed:

• Name, phone number, email.

Sources from which we collect information: We collect information from the following sources:

• Directly from you.

Recipients: We may share your personal data with:

• IT suppliers, support
• The Danish Tax Authorities and other public authorities to the extent we are required to do so.

Storage period: We will retain your personal data for as long as it is necessary for the purposes mentioned.

This means that:

• If you have received a fee from the Centre, we will store your personal data related to this for 5 years from the end of the financial year in which the fee was paid and to which the accounting material relates, cf. Chapter V of the Danish Bookkeeping Act.
   
• Other personal data about you is generally deleted 3 years after delivery of the consultancy service.

Purpose: To process your job application.

Categories of data and legal basis for processing: We process the following data about you on the basis of our legitimate interest in carrying out a recruitment process, cf. Article 6(1)(f) of the GDPR. We have determined that our legitimate interest overrides your fundamental rights and freedoms:

• Name, address, email, telephone number, age, gender, CV, diplomas, recommendations, other personal data in your application and that you may provide during the recruitment process, including in connection with job interviews.

We process the following data about you on the basis of your consent, cf. Article 6(1)(a) of the GDPR:

• Obtaining references from current or former employers.

Sources from which we collect information: We collect information from the following sources:

• Directly from you
• From recruitment agencies
• From references (only with your consent)

Recipients: We may share your personal data with:

• IT suppliers, support.

Storage period: We will retain personal data for as long as it is necessary for the purposes mentioned.

This means that:

• If you are not employed, your data will be deleted 6 months after the end of the recruitment process, unless we have the right to store the data for a longer period according to legislation, for example to document a recruitment process, or if we receive your consent to store the data for possible future job opportunities.
   
• If you are employed, we will keep your data for up to 5 years after your employment ends.

Purpose: Use of images and videos for the purpose of promoting knowledge, increasing awareness and informing about the activities of Centre for Childhood Health. 

Categories of data and legal basis for processing: We process the following data based on your consent, cf. Article 6(1)(a) of the GDPR.

If the child is under the age of 15

• Name, email address and address of the parent or guardian giving the consent
• Name and photo/video of the child.

If the young person is over the age of 15

• Name, email address, address and photo/video of the young person

Sources from which we collect information: We collect information from the following sources:

• Directly from you
• From your parent or guardian if you are under the age of 15.

Recipients: We may share your personal data with:

• IT suppliers, support

Data processors who process your personal data only on our instructions.

Retention period: We will retain your personal data for as long as it is necessary for the purposes mentioned.

This means that:

• Image and video material will be deleted after 5 years.
• Documentation of consent will be retained until the image and video material has been deleted. However, we may retain the documentation for a longer period if this is specifically necessary for handling a complaint, asserting a legal claim or similar. 

Purpose: The purpose of processing your personal data is to conduct and analyse interviews and surveys in order to carry out statistical or scientific studies/research projects of significant societal importance on topics related to the Centre's field of activity.

Categories of data and legal basis for processing: In general we process the following personal data about you, cf. Article 6(1)(e) of the GDPR to support the Centre's studies/research projects:

• Name, email, phone number, job title, your answers and any other information you give us.

Depending on the survey/research project, your answers may contain personal data of a sensitive nature. In this connection, we process the following personal data about you based on Section 10 of the Danish Data Protection Act:

• Name, email, phone number, job title, your answers, including e.g. medical history or similar health information and any other information that you give us.

The processing basis above allow us to use your personal data for statistical or scientific studies/research projects, but also prohibits the personal data from being used for other purposes.

Sources from which we collect information: We collect information from the following sources:

• Directly from you

Recipients: We may share your personal data with:

• IT suppliers, support
• Partners involved in activities.

Storage period: We will retain your personal data for as long as it is necessary for the purposes mentioned.

This means that:

• We will delete your data no later than 10 years after the end of the study/research project you have participated in.

Purpose: The purpose of processing your personal data is to manage our event, for security reasons, to share knowledge, and provide new knowledge to you as either a professional or a volunteer. The general aim is to promote a healthy weight development and well-being among children and young people in Denmark.

Categories of data and the legal basis for processing:
In general, we process the following personal data about you in order to fulfill the purpose:

• Name (including initials), email, phone number, address, job title, workplace and position, as well as information about allergies and/or religous beliefs, if you have informed us of this during your registration. 

Among other things, we collect and store such personal data to manage participants and to send confirmation and reminder emails for the event you have registered for. In addition, we may send out emails thanking you for your participation. This email may include a voluntary evaluation form.

The Centre collects personal data on the following processing bases:

• Article 6(1)(f) of the GDPR (processing is necessary for the pursuit of the Centre's legitimate interests). This legitimate interest includes the Centre's ability to conduct and organise events to share knowledge, promote, facilitate and improve research on relevant topics within the scope of its activities.
• Article 6(1)(a) of the GDPR (processing based on the data subject's consent). This consent includes the Centre's ability to run the events in an efficient manner. Data subjects are informed in accordance with applicable legislation.
• Article 9(2)(a) of the GDPR (processing of special categories of personal data). Where it is necessary to process data concerning allergies (health data) or data concerning religious beliefs (e.g. kosher food).

Sources from which we collect information: We collect information from the following sources:

• Direct from you
   

Recipients: We may share your personal data with:

• External partners, venues and other third parties that play an important role in the event.
• Relevant IT vendors, support and consultants
• Other data processors who only process personal data according to the Centre's instructions in accordance with the data processing agreement entered into between the centre and the data processor.
   

Storage period:

We will retain your personal data for as long as necessary for the purposes mentioned.

This means that:

• We will store your personal data for up to 30 days after the event you have registered for.