GDPR, International Office AAU
Information text (right to be informed)
How we process your data
International Office
How we process your data
International Office
How we process your data at International Office, AAU
We are obligated to inform you how we process your data as a participant in events arranged by the International Office, and about your rights when you give your consent.
The statutory information depends on whether you have given your consent or whether you just need to be informed about the general conditions on data processing in connection with participation at an event at International Office, Aalborg University (AAU).
Please find both information below.
When you participate in an event arranged by International Office, AAU
How we process your data when you participate in an event arranged by International Office, AAU
We are obligated to inform you how we process your data as a participant in events arranged by the International Office, and about your rights when you give your consent.
WE ARE THE DATA CONTROLLER:
Aalborg University
Fredrik Bajers Vej 7K
DK-9220 Aalborg
CVR no. 2910238
Aalborg University (AAU) processes your information in accordance with The General Data Protection Regulations and The Danish Data Protection Act. One of our obligations is to inform you about how your information is processed.
The purpose of processing your data
Registration
By participating in an event arranged by the International Office, Aalborg University (AAU), AAU will collect and process personal information about you.
We do this to manage your registration and participation in the event, to evaluate the event. Your information can be used for registration, ongoing contact regarding your participation, follow-ups, evaluations and statistics about the event.
Photos and video recordings
Aalborg University, CVR. No. 2910238 /att.: International Office will like to take pictures, making videos and record sound of the atmosphere at events for communication, branding and marketing purposes which includes content/posts on AAU's social media accounts, 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, and on online platform during the event.
During your participation in an event, it is possible that you could appear peripherally on some of these recordings. The recordings will only be ambient and there will be no close-ups or pictures etc. that exposes you. In some cases, we will blur the participants for anonymization purposes.
It is always specified in the registration form which of the above-mentioned marketing purpose your data may be included in and from what event the photos ect. will be taken.
How to avoid the camera: If you do not wish to take part in a photo/video, we recommend you stay in the background of lectures etc.
We process the following personal data:
Registration
When you register for an event, we collect and process the following information:
Name, e-mail address, study program, semester, name and nationality of your home university, department, student ID , pictures, videos and general personal data.
Photos and videos
We process your data in accordance with the General Data Protection Regulations article 6(1) (b) and General Data Protection Regulations article 6(1) (e).
How we store your data
We will store your personal data for as long as necessary for the data processing purpose in accordance with the applicable legislation. We will then erase or archive your personal data.
Archiving your information under the Danish Archives Act means that AAU, as a state authority, may in some cases be obliged to register and hand over the information to the Danish National Archives. When the information is handed over to the Danish National Archives, it is covered by the rules of the Danish Archives Act, which, among other things, requires permission from the Danish Data Protection Agency for the disclosure of personal data.
Your rights
When we process your personal data, you have several rights under the General Data Protection Regulation. For example, you have a right to erasure and a right to data portability.
In certain cases, you have a right of access, a right to rectification, a right to restriction of processing and a right to object to our processing of the personal data in question.
Be aware that you cannot withdraw your consent with retroactive effect.
You can read more about your rights in our privacy policy, which you will find here: https://www.aau.dk/om-cookies.
AAU’s Data Protection Officer
If you have general questions about your rights, you can contact our Data Protection Officer Niels Vase at dpo@aau.dk.
Do you want to complain?
We must and will always comply with the rules. If you believe that we do not meet our responsibility or that we do not process your data according to the rules, you may lodge a complaint with the Danish Data Protection Agency at dt@datatilsynet.dk.
However, we encourage you to contact us first, as we want to do our utmost to accommodate your complaint. Please contact Lotte Sølvkær, internationaloffice@aau.dk.
When you give your consent to AAU, International Office
How we process your data when you give your consent to the International Office, AAU
We are obligated to inform you how we process your data as a participant in events arranged by the International Office, and about your rights when you give your consent.
WE ARE THE DATA CONTROLLER
Aalborg University
Fredrik Bajers Vej 7K
DK-9220 Aalborg
CVR no. 2910238
THE PURPOSE OF PROCESSING YOUR DATA
When you give your consent to AAU to process your personal information for marketing/branding purposes this will encompass:
The International Office at AAU may use photos, quotes and videos in information and marketing material about AAU and at AAU's conferences, seminars and professional events for content/posts on AAU's social media accounts, 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 television and on online platforms.
WE PROCESS THE FOLLOWING PERSONAL DATA:
Pictures, videos, quotes and general personal data (see Article 6(1) (a))
(E.g. name, address, email, age, self-published data, study program, semester, name and nationality of your home university etc.)
HOW WE STORE YOUR DATA
We will store your personal data and pictures/videos for as long as necessary for the data processing purpose for which we are obtaining your consent and in accordance with the applicable legislation. We will then erase your personal data.
YOUR RIGHTS
When we process your personal data, you have several rights under the General Data Protection Regulation. For example, you have a right to erasure and a right to data portability.
In certain cases, you have a right of access, a right to rectification, a right to restriction of processing and a right to object to our processing of the personal data in question.
Be aware that you cannot withdraw your consent with retroactive effect.
You can read more about your rights in our privacy policy, which you will find here: https://www.aau.dk/om-cookies/.
AAU’S DATA PROTECTION OFFICER
If you have general questions about your rights, you can contact our Data Protection Officer Niels Vase at dpo@aau.dk
DO YOU WANT TO COMPLAIN?
We must and will always comply with the rules. If you believe that we do not meet our responsibility or that we do not process your data according to the rules, you may lodge a complaint with the Danish Data Protection Agency at dt@datatilsynet.dk.
However, we encourage you also to contact us, as we want to do our utmost to accommodate your complaint.
DATA TRANSFER AND SHARING (SOME)
Based on your consent, AAU is allowed to publish material containing your personal data on its social media accounts, including Facebook, YouTube, Instagram and Twitter. Many social media platforms are owned by companies located outside the EU with affiliates within the EU where data mainly is stored. This may result in data being transferred to the company outside the EU and you must be aware that these countries may not provide the same level of data protection as in the EU.