Why we process your personal data

In order to provide administrative support for AAU's research and collaboration with you, it is necessary for us to process your personal data in connection with funding advice, project management, legal advice, advice on research security, drafting and negotiating agreements in connection with research collaboration and data protection, administrative management of PhD students' educational programmes, support for mission-driven research that AAU participates in or leads.

We process this information about you in these cases

• Support of funding applications and project management: Name, title, email, phone number, place of employment. In some cases, also date of birth, gender, salary, research experience, experience with funding, competences, publication lists and research interests.
• By participating in funding-related courses, seminars and events: Name, email, place of work, in some cases title, phone number, education information, citizenship.
• Preparation of impact assessments: Name, CPR.nr., work email, work phone number, department affiliation, title/position.
• Registration of research projects in which personal data are processed and preparation of Article 30 record: Name, work email, work phone number, when collaborating with a private individual; Private address.
• Legal advice and advice on research security: Name, title, workplace and department, work email and telephone number, previous education, previous employment, ethnic origin in connection with risk assessments/screenings, CV and information in CV about membership of religious or political association, publication information, address, application, subject area, family relations, external partners, advice may include assessments related to violations of legislation (export control, the Public Administration Act, financial irregularities).
• Conclusion of contracts: Name, work email, work phone number, private phone number, private address (in the case of agreements entered with private individuals).
• Research Ethics Committee: name, title, work telephone number, work email and workplace.

We have received the information directly from you or from the person you have asked to assist you.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e), art. 9(2) (g) and section 2(1), (2) and (3) of the University Act, as well as Article 2(2) of the General Data Protection Regulation art. 26(1), art. 28(3), art. 30(1) and (2), art. 35(1) and art. 46 (2).

For advice related to risk assessments in the area of safety: 

• PET Security Approvals: The General Data Protection Regulation art. 6(1) (c), art. 10, Safety Circular CIR1H no. 10338 of 17/12/2014.
• Advice on customer checks of business partners: The General Data Protection Regulation art. 6(1) (e) rules on export controls and sanctions (including the Dual-Use Regulation) and the URIS Guidelines.

In cases where a risk assessment is necessary, you will be informed that such an assessment will be carried out.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For how long do we process and store your personal data

Support of funding applications and project management: In the period until a decision has been made regarding the application and thereafter for 5 years after the application or final payment, however, some information follows the administration of finances (see separate tab).

• Funding-related courses, seminars and events: The information is processed during registration and execution of the event and for 5 years after the event has been held.
• Impact assessments and registration of research projects: The data is processed and stored as long as the research project is active and research data is stored, after which the analysis is archived in accordance with the rules of the Archives Act.
• Legal advice and advice on research security: The information is processed throughout the grant period/agreement period and is stored for 20 years thereafter.
• Research Ethics Committee: The data is processed while the case processing is ongoing and is stored for 3 years after the rejection or research activity period expires.

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

• Support of funding applications and project management: Funding bodies and any external consultants associated with or the project's consortium:  Name, title, email, phone number, place of employment. In some cases, also date and place of birth, nationality, gender, salary, research experience, experience with funding, competences, publication lists and research interests.
• Funding-related courses, seminars and events: External consultants, partners, speakers in connection with the event, etc., name, email and workplace may be disclosed.
• Data Processing Impact Assessments and art. 30 / Project registrations: Name, work email, work telephone number, department affiliation, title, position.
• Legal advice, contracting and advice on research security:
  • In connection with customer checks of business partners, information is disclosed to the Danish Business Authority to the extent deemed appropriate for the assessment.
  • In the event of violations or audits, information is disclosed to the DPO, auditor, police or other relevant authorities where required. 
  • General personal data is disclosed to business partners in connection with the conclusion of contracts and correspondence both within and outside the EU (cf. the General Data Protection Regulation art. 49(1) (b), (c) or (d), depending on the type of transfer).
  • The purpose of the disclosure is to comply with the grantor's guidelines and requirements, and to comply with the rules on export control and sanctions.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with research funding, you can contact Research Services here: forskningsservice.aau.dk - Aalborg Universitet

Why we process your personal data

In order to provide administrative support for AAU's research and in this connection the collaboration with you, it is necessary for us to process your personal data in connection with receiving reports on inventions and software, advising in connection with the commercialisation of inventions, filing and publishing patent applications and payment of remuneration.

We process this information about you

Name, CPR.nr., nationality, work contact data (email and telephone number), private or work address, position, department affiliation. 

We have received the information from you or a co-inventor in connection with reporting of inventions or software, when filing a patent application with you as an inventor/co-inventor or when you contact AAU Research Innovation for support of commercial opportunities for non-patentable research results.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and section 2(3) of the University Act. § 1, § 10, § 12(1) and § 14 of The Act on Inventions at Public Research Institutions, and § 8(4) and § 20 of the Patents Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For case management, we use Inteum, with whom we have entered into a data processing agreement.

For how long do we process and store your personal data

We process your personal data for as long as the commercialisation activity is ongoing, and then we store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In order to administer patent applications, the inventor's name and private address are disclosed to the patent authorities (in Denmark, the Danish Patent and Trademark Office) via a patent agency. If the patent application is still active after 18 months, all information about the patent application, including the name and private address of the applicant and inventor, will be published. If the patent application is still active after 30 months, the information is passed on via a patent agency to national patent offices in all the countries where a patent is sought: Name, work contact details and private address. 

This information may also be disclosed to other universities, patent agencies, companies, foundations and/or public authorities both within and outside the EU in connection with patent applications, license transfers and case processing/communication in this connection. The basis for transfer is the General Data Protection Regulation art. 45 or art. 49 (1) (e).

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with innovation, entrepreneurship and commercialisation, you can contact AAU Innovation here: aauinnovation@adm.aau.dk 

Why we process your personal data

We process your personal data for administrative purposes in order for us to comply with our administrative obligations when you perform your task as a supervisor, co-supervisor, external examiner or co-author, including coverage of expenses and payment of fees.

It may be necessary to process your personal data when we enrol students and Ph.D. students, preparing Ph.D. plans and progress reports when you carry out supervision during your degree programme, when we receive submissions of theses and student projects for which you are supervisor, co-supervisor or external examiner, when we need to carry out plagiarism checks of theses and projects, when we recommend theses for assessment, when we appoint assessment committees, when sending out theses for which you are supervisor or external examiner, when we are preparing a diploma with a statement for the main supervisor for PhD students,  when we prepare co-author declarations and when we provide management information internally at Aalborg University.

We process this information about you

Name, email, title, academic degree. We have received the information directly from you. 

We process the personal data on the basis of the following legislation: The General Data Protection Regulation art. 6(1) (e), section 10 of the Executive Order on External Examiners, Ministerial Order on the PhD Programme at Universities and Certain Artistic Educational Institutions sections 4(1) and (2), Section 7, 8(1) and (2), 9,10, 12, 14, 15, 16, 24, 27 and 28, and Ministerial Order on Doctoral Degrees, Sections 3, 4, 5, 16 and 17.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone and PhD Manager for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with the preparation of management information, we use ØSS/Oracle, Clickview, PhD manager, eForms and RES. In connection with exam assessments, Censor IT is used.

For how long do we process and store your personal data

We process your personal data until the study projects have been completed or when the PhD degree or doctoral degree has been awarded. If a Ph.D. interrupts his education, then the case is closed in Workzone. After this, we store the information for 3 years for the purpose of future inquiries from PhD students, doctors and supervisors, as well as by involving AAU in any cases concerning plagiarism and the like. 

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

Name, email, audio recordings (when sending out and defending PhD and doctoral dissertations)

We disclose the information to the following recipients:

Statistics Denmark, Innovation Fund Denmark, the Danish Committee on Research Misconduct, members of assessment committees, employees at AAU (head of the PhD school, programme coordinators, expert assessors, administrative staff at the department and employees in the Finance Department), the public (when sending out and defending PhD and doctoral theses), external expert assessors.

In connection with the assessment and publication of theses, we also transfer the above personal data to the public and other external members of review committees who may be resident in countries both within and outside the EU. The transfer of personal data to recipients residing outside the EU takes place on the basis of GDPR art. 45(1) and (49)(d). 

The purpose of the disclosure is to ensure payment of fees, reimbursement of travel expenses, settlement of publicly available defence proceedings, establishment of the assessment committee, assessment and defence of theses and preparation of management information.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks. 

For more information

If you have any questions about how AAU processes your personal data in connection with your function as a supervisor, co-supervisor, external examiner or co-author, you can contact aauphd@adm.aau.dk (For supervisors on Ph.D. projects) or the specific department at which you are a supervisor at (regarding student projects).

Why we process your personal data 

When you participate in scientific experiments for which AAU is responsible, we process your personal data in order to be able to carry out scientific studies that contribute to new knowledge and research within the scientific field in question. We also process your personal data if, for example, we need to pay you fees, including reporting to the Danish Tax Agency or reimbursing expenses. Participation in scientific trials is always voluntary, and in a number of cases you will receive separate information in connection with the individual research project. 

We process this information about you 

The personal data we process about you depends on the specific scientific trial and could e.g. be information such as name and contact information, background information e.g. date of birth, gender, health information, data collected during the trial/study, such as test results, observations and information provided during interviews.

In connection with reimbursement of expenses, payment of fees, and reporting of this to SKAT, we process the following information: Name, gender, address, telephone number, date of birth, email address, bank account (primarily foreign), CPR no. 

We received the information directly from you when you submitted the form in eForms. 

When participating in the trial, you will be given an information letter stating what information is specifically processed about you in the scientific trial in which you are participating. If necessary, you will also be provided with a consent form in which we ask for your consent to certain processing of your personal data.

We process the personal data on the basis of the following legislation: 

• General personal data, cf. the General Data Protection Regulation art. 6(1) (a) or (e) (depending on the individual research project), as well as possibly sections 10(1) and 11(1) of the Danish Data Protection Act.
• Sensitive personal data is processed on the basis of the General Data Protection Regulation art. 9(2) (a) or (j) (depending on the specific research project), as well as the rules of the Danish Health Act on the processing of patient and medical record information.

How we store your personal data 

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

In relation to payment of fees and any disbursements, we use eForms.

Depending on the specific scientific trial/study, we may use other systems to process your personal data. You can contact the project manager of the scientific study if you want to know which systems are used to process your personal data.  

For how long do we process and store your personal data 

We process your personal data for as long as the research project is ongoing, and thereafter we store the data for as long as it is necessary in relation to the purpose and in order to, for example, be able to comply with the rules on responsible research practice and, if applicable, good clinical practice if it is a health science trial.  

We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data. 

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

When processing information in connection with the payment of fees, we disclose your information to The Danish Tax Agency in connection with reporting (name, cpr.nr.) and to the university's banks (name, address, cpr.nr. account number)

In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks.  

The purpose of the transfer is to ensure correct taxation and ensure compliance with the Danish tax rules.  

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law, e.g. we may lawfully disclose your personal data to other research institutions within the EU for new research purposes and/or statistics pursuant to section 10 of the Danish Data Protection Act.

For more information 

If you have any questions about how AAU processes your personal data in connection with the scientific trial/study you are participating in, you can contact the project manager of the trial/study. You will find contact information for the project manager on the information letter or the consent you will receive when you participate.

If you have any questions about the processing of your personal data in connection with the payment of fees, you can contact AAU's Finance Department at: okonomi@adm.aau.dk 

Why we process your personal data

When we apply for or receive grants for a research project and we are in dialogue with you as a representative/employee of the grantor, we process your personal data to administer and document the grant, enter into necessary contracts or agreements, ensure correct use of the funds, and fulfil legal and accounting obligations and carry out internal reporting, controlling and analysis.  as well as to report to relevant authorities and stakeholders.

We process this information about you

Name, email and phone number. 

We have received the information directly from you or the person you have requested assistance from. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation. 6(1) (e), Section 10(1) of the Danish Data Protection Act (analysis and statistics) and Section 2(3) of the University Act. The Executive Order on the State Accounting System, the Danish Tax Act, the Executive Order on the Act on Universities (the University Act), the Executive Order on Grants, Accounting and Auditing, etc. at the Universities, the Ministry of Finance's Budget Guide, the Ministry of Finance's Budget Guide.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.  

For how long do we process and store your personal data

We process your personal data for 20 years in order to comply with documentation requirements for both national and international grants.

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

We disclose your personal data to external partners within the project and other funders. Personal data may be disclosed to partners, e.g. in correspondence between AAU and the partners. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks.

For more information

If you have any questions about how AAU processes your personal data in connection with grants, you can contact the Contract Unit: kontrakt@adm.aau.dk 

Why we process your personal data

• Tenders and procurement: When you participate in one of AAU's tenders or purchases
• 
  Creditors and debtors: Processing and/or issuing invoices
• 
  Analysis Reporting to external authorities and analytics for internal use

We process this information about you

Name, CPR.nr., address, and email. 

We have received the information from you in connection with entering into a collaboration or obtaining an offer. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (c) and section 11 of the Data Protection Act, the Executive Order on the State Accounting System, the Danish Tax Act, the Executive Order on the Act on Universities (the University Act), the Executive Order on Grants, Accounting and Auditing, etc. at the Universities, the Ministry of Finance's Budget Guidance, the Executive Order on Public Procurement Act, the Tender Act, the Circular on the Business Travel Agreement, Executive Order on Mandatory Digital Reporting to Statistics Denmark and UFM Reporting Instructions.

In relation to analyses for internal use, the personal data is processed on the basis of the General Data Protection Regulation art. 6(1) (e) and section 2 of the University Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with these tasks within finance, accounting, tendering/purchasing and controlling, we use Oracle ERP, VAX 360 and WBM (MySupply), with which AAU has entered into a data processing agreement with.

For how long do we process and store your personal data

• Travel expenses and control: In Oracle ERP for 20 years from the end of the financial year to which the information relates and in WorkZone for 5 years after the current financial year.
• Tenders and procurement: For the entire duration of the contract, however, a minimum of 3 years from the date of award of the contract, cf. the Public Procurement Act.
• Registration of plant and equipment: Throughout the employment and thereafter for 5 years after the current financial year.
• Controlling and project finances: In Oracle ERP for 20 years from the end of the financial year to which the information relates and in WorkZone for 5 years after the current financial year.
• Creditors and debtors: In Oracle ERP for 20 years from the end of the financial year to which the information relates and in WorkZone for 5 years after the current financial year.
• Budgeting and bookkeeping: Current year and thereafter for 5 years after the current financial year for budgeting. For bookkeeping the information is stored in Oracle ERP for 20 years from the end of the financial year to which the information relates and in WorkZone for 5 years after the current financial year.
• Analysis: During the assignment period and thereafter for 30 years.

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In all cases, personal data is disclosed to Deloitte for institutional audit purposes and in addition, specifically:

• Creditors and debtors: The Danish Tax Agency for tax reporting and banks for payment, partners and grantors, banks and Wordline for card payments, Mobilepay.
• Analysis Mandatory reporting to Statistics Denmark, the Ministry of Education and Science and the Ministry of Children and Education.

The purpose of the disclosure is to be able to administer the collaboration, including receiving offers, entering into agreements, handling payments and meeting legal requirements for accounting, auditing and reporting. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with administration regarding finances, accounting, purchasing, financial controls and analysis, you can contact the Finance Department here: Contact information for the Economics Department at Aalborg University (AAU) - Aalborg University

Why we process your personal data

When you wish to use AAU's premises and enter into an agreement with AAU to this effect, we process your personal data for administrative purposes.

We process this information about you

Name, phone number, email address, organization/company.

We have received the information from you in connection with your request for loan/rent of premises.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (b).

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.

Especially in connection with security services at AAU's locations, AAU uses the security company G4S. In this connection, G4S may process your personal data on behalf of AAU. A data processing agreement has been entered into with G4S.

How long we process and store your personal data

We store your personal data for 1 year after the event has been held. In the case of arrangements for a fee, follow the description under 'Charges and payment' in this personal data policy.

We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with the lending of AAU premises for events outside of regular teaching, you can contact Campus Service here: Campus Service - Aalborg Universitet 

Why we process your personal data

When you are a speaker at a course, seminar, event or similar held by AAU, it is necessary for us to process your personal data for the administration, promotion and publication of the event. 

We process this information about you

Name, email, workplace and in some cases: Title, phone number, pictures, educational information, and citizenship.

We have received the information directly from you or the person you have asked to assist with the task. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and Section 2(3) of the University Act. 

We process certain types of images, with your consent.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with posts on social media, etc., you can read more about the processing of the data in section: Communication: Content on social media, websites, AAU Update and speeches.

For how long do we process and store your personal data

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

In connection with you being a speaker at courses, seminars or events, we process your personal data in Workzone, if it is necessary to retain it in relation to follow-up or recurring events. The personal data is sent to the archives after a maximum of 5 years.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

To hold events and the like that you are a presenter at. Depending on the event, we may disclose your name, email address and workplace to external consultants/external partners, external speakers (e.g. EU employees, advisers from ministries) when necessary. The General Data Protection Regulation art. 6(1) (e) and Section 2(3) of the University Act.

When promoting events that you are a presenter at, your personal data is published so that it is available to everyone who may access the website, who is subscribed to newsletters regarding events, as well as any promotion on social media. You can read more about how we process your personal data when it is published on social media in section: Communication: Content on social media, websites, AAU Update and speeches.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks. 

For more information

If you have questions about how AAU processes your personal data in connection with other courses, seminars or events, you can contact the department/department that organises the event.

Why we process your personal data

When you register for and participate in courses, seminars, events and the like held by AAU, we process your personal data for administrative purposes in order to ensure your participation, administration and execution of the course/event, including communication with you about the course/event and subsequent evaluation. 

We process this information about you

Name, email, workplace and in some cases title, phone number, education information and citizenship, as well as any photos.

We have received the information directly from you or the person you have asked to assist you. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and Section 2(3) of the University Act. 

We process certain types of images with your consent pursuant to section 6(1) (a) of the Danish Data Protection Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.

For how long do we process and store your personal data

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data

In connection with your participation in funding-related courses, seminars or events, we process your personal data in Workzone if it is necessary to retain it in relation to follow-up or recurring events.  The personal data is sent to the Archives after a maximum of 5 years.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In order to arrange and offer participation in events and the like, we may, depending on the event, disclose your name, your e-mail address and your workplace to external consultants/external partners, external presenters, when necessary. The General Data Protection Regulation art. 6(1) (e) and Section 2(3) of the University Act. This is done to ensure your participation in the event and the execution of the event. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks. 

For more information

If you have questions about how AAU processes your personal data in connection with other courses, seminars or events, you can contact the department that organises the event.

Why we process your personal data

In order to administer and carry out the bridging activities, including registration, communication and evaluation of the event, we process, with your consent, your personal data for administration purposes.

We process this information about you

Name and email.

We have received the information directly from you when you signed up for the bridging activity. 

We process the personal data on the basis of the following legislation: The General Data Protection Regulation art. 6(1) (a).

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with the bridge-building activities, we use Microsoft Dynamics, with which AAU has a data processing agreement.

For how long do we process and store your personal data

We store your personal data for as long as it is necessary in relation to the purpose. We will then delete your personal data.

Information about registrants is stored in Dynamics or Teams/Sharepoint. The information is deleted 1 year after participation. 

We disclose your information in these cases and to these recipients

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks. 

For more information

If you have any questions about how AAU processes your personal data in connection with bridge-building activities, you can contact brobygning@adm.aau.dk  

Why we process your personal data 

In order to be able to serve as secretariat for committees at AAU, administer the rector's availability sum, which is intended to support activities, major initiatives and strategic initiatives that have to do with AAU's activities, as well as process recommendations and appointments to boards, councils, committees, boards, foundations etc., which in some cases are submitted via Universities Denmark, it is necessary for us to be able to process your personal data.  

We process this information about you 

• Rector's availability sum: Name, phone number, email and, in some cases, address. 
• Secretariat service for committees: Name, email, position, place of employment, scientific publications and in some cases also phone number, previous positions, CPR.nr and private address. 
• Nominations and appointments: Information in the CVs of the nominees is processed, i.e. name, email, phone number, title, address, date of birth and publications, any previous employments and other information you may provide in your CV. 

We have received the information that we process in connection with the administration of the rector's disposable sum from you when you applied for a grant. 

We have received the information that we process in connection with secretariat services for committees from you or the company, authority or organisation, etc., you represent.

We have received the information that we process in connection with nominations and appointments from you, either directly or via a dean's or department's secretariat.  

We process the personal data on the basis of the following legislation:  

• Rector's availability sum: General Data Protection Regulation art. 6(1) (e) and section 2 of the University Act.  
• Nominations and appointments: General Data Protection Regulation art. 6(1) (e) and section 35 of the University Act. 
• Administrative support: General Data Protection Regulation art. 6(1) (e), section 11 of the Data Protection Act and section 2 of the University Act, as well as special rules for the committees. 

How we store your personal data 

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.  

Especially in connection with secretariat services, we use the e-agenda system First Agenda and the plagiarism system Ithenticate.

For how long do we process and store your personal data 

Secretariat service for committees: 5-8 years, depending on the type of committee, from the time of appointment to the committee in question.

Rector's availability sum: The case is processed in the current year and case files are stored for 5 years after the end of the financial year.   

Nominations and appointments: 15 years after the decision/appointment/award or similar. 

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data. 

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

Secretariat services for committees, etc.: Meeting materials are shared with contributors and attendees. In addition, the minutes are open and can be found on AAU's website or intranet, where meeting participants appear with their name and title. 

Nominations and appointments: Information in the CVs of the nominees is processed; Name, email, phone number, title, address, date of birth and publications, previous employments, etc. are disclosed to the organisations that handle the case and serve the boards, councils, committees, boards, foundations to which they are recommended and appointed, as well as to Universities Denmark, which in some cases act as a liaison.   

The purpose of the disclosure is, with regard to secretariat services, to ensure openness about the processing of cases in committees, etc., when we are obliged to do so, and with regard to recommendations, to ensure that you are recommended to the appointing authority or organisation. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.

For more information 

If you have questions about how AAU processes your personal data in connection with administration regarding secretariat services for committees, etc., the Rector's availability sum, as well as recommendations and appointments, you can contact the Rector's Office here: The Rector's Office at Aalborg University - Aalborg University 

 

Why we process your personal data

In order to administer and send out newsletters that inform about our educational offers, events and other relevant activities, we process your personal data with your consent.

We process this information about you

Name and email.

We have received the information directly from you when you signed up to receive the newsletter and consented to the processing of your personal data. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (a).

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For how long do we process and store your personal data

Personal data will be stored as long as you are subscribed to the newsletter and will be deleted when you withdraw your consent via Tilbagekald samtykke - Aalborg Universitet. 

We store your personal data for as long as it is necessary in relation to the purpose. We will then delete your personal data.

We disclose your information in these cases and to these recipients

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks. 

For more information

If you have any questions about how AAU processes your personal data in connection with subscription to AAU newsletters, you can contact aaukommunikation@adm.aau.dk 

Why we process your personal data

If you need access to one or more of AAU's systems in connection with collaboration, guest lecturer or similar, you must have a user profile. In this connection, we process your personal data. We may also process your personal data in connection with system development and maintenance for the purpose of ensuring that AAU's systems continue to be sufficiently updated and protected.

We process this information about you

Access and technical support when using AAU's systems and equipment: Depending on the system to be accessed, the following system-relevant IDs are processed: AAUID and IP-address. In addition, the following information is processed in connection with identity and rights management: name, CPR.nr., department, work email, work telephone number, possibly private email and private telephone number.

Supportproces: In connection with technical support, the above information is processed to the extent that it is relevant. In addition, logging information may be processed, and if your inquiry contains sensitive personal data, we also process this.

System development and maintenance: As a general rule, we do not process your personal data in connection with system development and maintenance. To the extent that it is necessary to use personal data to ensure the correct functionality of systems, we process information about you. The type of information depends on the specific system that is being developed, tested or maintained.

We have received the information from you in connection with your affiliation with AAU or your contact for support. AAUID is assigned to you by AAU.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and art. 9(2) (j), section 11(1) of the Danish Data Protection Act and section 2(3) of the Danish University Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with identity and rights management, we use IDM (IdentityIQ), AD and Entra ID. In connection with user data in AAU's LMS (Moodle), we use data from STADS and Modulbasen. In connection with the support process, we use ServiceNow.

For how long do we process and store your personal data

We process your personal data for as long as you use the system and then we store the information for 5 years after the last active connection in order to ensure consistency in usernames. Information in IDM, AD and Entra ID will typically be stored for a maximum period of 3 months after your affiliation with AAU ends. Course information in Moodle is stored for 6 years, after which it is deleted. Support cases are retained for 5 years plus the current year.

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

Identity management: In order to ensure access to systems offered at AAU, including support, it may in some cases be necessary to disclose your information about login, name, e-mail and username to system suppliers. This may involve system suppliers outside the EU in accordance with the General Data Protection Regulation art. 45(1) or art. 46(2) (c).

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with system access and support, you can contact ITS Support here: support@its.aau.dk 

Why we process your personal data

Network monitoring: For IT security purposes, AAU conducts network monitoring using AAU networks. In order to be able to identify users based on network traffic information, e.g. in connection with the investigation of cases of violation of AAU's terms of use of networks, we collect and process personal data about you.  

CCTV: For security purposes, AAU has established CCTV surveillance at AAU's locations. If you are at AAU's locations, you may be covered by the CCTV, and in this connection we collect and process personal data about you. 

We process this information about you

Network monitoring: Name and email address, IP and MAC address, location information at building level or room level when networks at AAU are used.

CCTV: TV recordings on which you may appear and the information that can be recognized from it, including characteristics and any health information, if this is clearly shown in the recording. 

We have received the information from you in connection with your use of AAU's network or stays in public areas at AAU that are monitored by TV.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e), art. 9(2) (g) and art. 32, section 2 of the University Act and Section 2(d) of the Television Surveillance Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

In connection with the storage of log information, we use the system Splunk.

For how long do we process and store your personal data

CCTV: We store the TV recordings for 30 days, after which they are deleted. 

Network monitoring: We keep log information for up to 13 months, after which it is deleted.

In the event of an investigation of a case, we may be required to store the recordings for a longer period of time. We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In the event of an investigation of an offence, the information may be disclosed to the police or to other relevant authorities.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.

For more information

If you have questions about how AAU processes your personal data in connection with CCTV, you can contact Campus Service here: Campus Service - Aalborg Universitet

If you have questions about how AAU processes your personal data in connection with monitoring, you can contact ITS Security here: ciso@aau.dk 

 

If you have a work-related connection to AAU, you can use AAU's Whistleblower Scheme if necessary. Read how we process your personal data in this connection here.

 

Why we process your personal data

When you have a relationship with Aalborg University in connection with, for example, collaboration where we have processed your personal data, your personal data may be included in files to which access can be requested. As a government institution, we are subject to the Public Access to Information Act, the Public Administration Act and the Environmental Information Act and are therefore obliged to process, make decisions and hand over case files in accordance with the rules herein on access to documents. In some cases – depending on the content of the request and the rules in the area – this may mean that we are required to provide documents from which your personal data appears. 

We process this information about you

The personal data that we may have collected about you in connection with other activities described in this personal data policy may be processed in cases of access to documents, depending on the specific request. In connection with the delivery of documents, we pseudonymise your personal data to the extent possible according to the rules on access to documents, so that you cannot be directly identified from the documents provided. 

If you have requested access to documents, we will process the personal data we may have received from you. We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (c) and art. 9(2) (g), sections 8 and 11 of the Danish Data Protection Act and section 9 of the Danish Public Administration Act, section 7 of the Danish Public Access to Information Act and section 2 of the Environmental Information Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For how long do we process and store your personal data

We store the access to documents case in which your personal data is included as long as the access to documents case is processed and 5 years after the decision has been made. We then archive your personal data (in accordance with the Danish Archives Act).

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

If the decision on access to documents requires that one or more documents, from which your personal data appears, must be disclosed, these will be handed over to the person who has requested access to the documents. To the extent possible under the rules on access to documents, we pseudonymise your personal data so that you cannot be directly identified from the documents provided.

If you have requested access to documents and we assess that another authority is competent to make a decision on access to documents, the request, including your personal data, will be forwarded to the appropriate authority.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have questions about how AAU processes your personal data in connection with access to documents cases, you can contact the Rector's Office here: rektorsekretariatet@adm.aau.dk 

Why we process your personal data

As a government institution, we have a duty to handle breaches and suspected breaches of personal data security. This implies among other things to identify which personal data may have been or has been compromised, how a breach may have been or has occurred, and which systems or processes may have or have been affected, as well as to notify the Danish Data Protection Agency and any affected persons where necessary depending on the risk in the specific case.

We process this information about you

The personal data that we have collected about you in connection with other activities described in this personal data policy may be processed in connection with the processing of personal data breaches, depending on the specific incident. Only employees who have a work-related need process the personal data.  We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (c), art. 9(2) (g) and art. 33.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with handling of personal data security incidents, we use ServiceNow.

For how long do we process and store your personal data

We store the case with your personal data for as long as the case is being processed and for 5 years thereafter. We then archive your personal data (in accordance with the Danish Archives Act).

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In cases where Aalborg University is not responsible for the information in connection with reported personal data breaches, all necessary information, including personal data, is disclosed to the data controller. Only information that is necessary for the data controller to handle the case is disclosed. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with personal data security breaches, you can contact us here: dpo@aau.dk

When you participate in meetings held by Aalborg University, it may be necessary to process your personal data for administration purposes.

Why we process your personal data

In order to be able to convene and hold meetings and in some cases order catering, it is necessary to process your personal data.

We process this information about you

Name and email; information about allergens or other food reservations. 

We have received your name and e-mail address from you or from the company, authority or organisation, etc., you represent.

We collect information about allergens and other food reservations separately from you when it is necessary for the conduct of the meeting.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and section 2(3) of the University Act. Information about allergens and certain food reservations is processed on the basis of the General Data Protection Regulation art. 6(1) (a) and art. 9(2) (a).

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

Especially in connection with holding meetings, we use the e-agenda system First Agenda. 

For how long do we process and store your personal data

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data

In connection with your participation in meetings, your information may be disclosed to other meeting participants outside Aalborg University.

Meeting requests exist in Microsoft Outlook as long as an employee is employed. After this, the account will be deleted. The storage period for participant lists follows the description under invoices under "Administration regarding finance, accounting, purchasing, financial controls and analysis" in this personal data policy. 

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

In connection with ordering catering, your name and any catering considerations will be passed on to our canteen providers Cheval Blanc Kantiner or Jespers Torvekøkken.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for use in statistics, surveys, political work and other social tasks.

For more information

If you have questions about how AAU processes your personal data in connection with participation in meetings, you can contact the Rector's Office at rektorsekretariatet@adm.aau.dk 

 

Why we process your personal data

At AAU, we carry out analyses of our data and business procedures, prepare statistics and analysis reports with a view to optimising our processes, conduct internal and external audits, develop the university's offer of education, research and administration, or respond to inquiries from the authorities about the university's activities. 

In addition, we are obliged to provide certain data for the use of statistics to Statistics Denmark. 

We process this information about you

The personal data that we have collected about you in connection with other activities described in this privacy policy may be used for data analysis, but not information about criminal offences. We pseudonymise your personal data to the extent possible so that you cannot be directly identified from the analysis.

We have received the information from AAU's various departments in connection with the activities listed in the other sections of this policy.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and art. 9(2) (g), section 2 of the University Act and Section 6(1) of the Act on Statistics Denmark.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.

Especially in connection with data analysis, we use PowerBI, QlikView and data warehouse.

For how long do we process and store your personal data

We will store your personal data for as long as it is necessary in relation to the purpose of the analysis. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

We are obliged, upon request, to provide certain data for the use of statistics to Statistics Denmark in accordance with section 6 of Statutory Order 2018-05-30 no. 610 on Statistics Denmark. The purpose of the disclosure is to ensure correct and statutory reporting of relevant data. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with data analysis, you can contact the Rector's Office here: rektorsekretariatet@adm.aau.dk 

Why we process your personal data

The purpose of processing your personal data when you join Aalborg University's alumni network is to be able to offer and administer the membership and to be able to send out newsletters and information about events, courses and other relevant offers, facilitate contact between former students and teachers. offer access to the university library and other resources, as well as provide the opportunity to get a mentor through the network.

We process this information about you

In connection with your registration, you consent to us processing the following information about you: Name, private email, work email, phone number, birthday, CPR number, job title/position, place of work, job category, year of job start, photo.

In connection with surveys information about education, graduation year, industry and company for employment is also processed in accordance with the General Data Protection Regulation art. 6(1) (e) and section 2 of the University Act.

We have received the information in connection with your admission to AAU and that you have signed up for AAU's Alumni Network or participated in a survey.  

We process the personal data on the basis of the following legislation:
General Data Protection Regulation article 6(1) (a), section 10(1) of the Marketing Practices Act and Section 11 of the Data Protection Act.

How we store your information  

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

How long we process and store your personal data

We will store your personal data for as long as it is necessary in relation to the purpose of the analysis. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

We disclose the following personal data about you to the following recipients:  Portraits are published on AAU's websites, and links to these can be made on Facebook, LinkedIn, as well as info screens around campus. 

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have any questions about how AAU processes your personal data in connection with AAU Alumni, you can contact AAU Innovation here: aauinnovation@adm.aau.dk 

Why we process your personal data

The purpose of processing your personal data when you sign up as a mentor and/or participate in business panels for startups is administration of the mentoring program, including connecting mentors with mentee's and facilitating a mentor corps.

We process this information about you in these cases

Full name, email address, phone number, job title, city, which company you are affiliated with, your Linkedin profile, experience in entrepreneurship and area of interest and industry, the UN World Goals.

We have received the information from you in connection with your application to become a mentor for startups at AAU.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and section 2(3) of the University Act.

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.  

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For how long do we process and store your personal data

In connection with the transition to the next phase of the startup program, a panel is held where the decision about who should move on to the next phase is made by the mentors/external business contacts. In this connection, the panel's decision is stored on a case that has been created in connection with participation in the AAU Startup Program. The case is closed in WorkZone when you are no longer active in the AAU Startup Program and is then stored for 10 years.

Information stored on our website will be deleted when you are no longer part of the mentoring program.

We store your personal data for as long as it is necessary in relation to the purpose. We then delete, anonymise or archive (in accordance with the Danish Archives Act) your personal data.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, may in some cases be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, which requires permission from the Danish Data Protection Agency for the disclosure of personal data.

We disclose your information in these cases and to these recipients

We publish your name, link to your LinkedIn profile, as well as your experience and professional background on our website.

The purpose of the disclosure is to give students in the AAU Startup Program a catalogue and insight into which mentors are in the mentor corps, so that they can contact mentors with the relevant academic skills and experience.

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have questions about how AAU processes your personal data in connection with Mentor for Student Entrepreneurship/Startups, you can contact AAU Innovation here: aauinnovation@adm.aau.dk 

Why we process your personal data

For close-up photos and certain types of content, we obtain your consent to publish it on AAU's social media. In this section you can read specifically how we process your personal data. In general, we process - with your explicit consent - your personal data for information and marketing material about AAU on AAU's accounts on social media, on AAU's websites, information campaigns online and offline for AAU, advertisements for and articles about AAU in prints, posters, brochures/printed matter and digital media formats, as well as profiling, campaign and advertising films for TV and on online platforms. 

In addition, in some cases, we process your personal data in speeches, on AAU Update and on AAU's website and content on AAU's social media channels for information and communication about activities and conditions at AAU. 

We process this information about you

Name, title, field of work, publications, debate contributions, research areas, photo/video on which you appear and personal narratives that you provide.

We have received the information directly from you or someone you have appointed to assist you.

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) (speeches, situational pictures on websites, etc.) 

When we obtain your consent, we process your personal data in accordance with the General Data Protection Regulation art. 6(1) (a) or Art. 9(2) (a).

How we store your personal data

We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data. 

In addition to storing personal data on local servers at AAU, we use suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation. 

For how long do we process and store your personal data

We process your personal data in connection with the preparation of the content for the media and after the publication of a post, the data is deleted from AAU, while the post remains on AAU's social media channels. 

Speeches are stored for 3 years for the sake of references, etc., after which they are deleted.

We store your personal data for as long as it is necessary in relation to the purpose. We will then delete or anonymise your personal data.

We disclose your information in these cases and to these recipients

When we publish material containing your personal data on AAU's social media accounts, including Facebook, Youtube, Instagram and X, these social media are often domiciled for their operations within the EU, where the personal data is generally stored, but also subsidiaries and/or parent companies outside the EU, especially in the USA. This means that when your personal data is published on social media, the data may be transferred to a country outside the EU that does not provide the same level of data protection as within the EU. We obtain your consent for the publication of photos and videos in which you appear clearly. 

In connection with speeches and content on websites, your personal data is published so that it is available to anyone who may hear the speech or access the website, AAU update, etc.  

We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1) (e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us. 

For more information

If you have questions about how AAU processes your personal data in connection with content on social media, websites and speeches, you can contact AAU Communication and Public Affairs here: Contact - Aalborg University