How we process your application when applying for an exchange semester at Aalborg University.

WE ARE THE DATA CONTROLLER

Aalborg University
Fredrik Bajers Vej 7K
DK-9220 Aalborg
CVR no. 2910238

THE PURPOSE OF PROCESSING YOUR DATA

The purpose of the data collection is to process your application for an exchange semester at Aalborg University.

WE PROCESS THE FOLLOWING PERSONAL DATA:

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. This is why you have received this form.

We process the following personal data about you:

☒ General personal data (ctr. The Danish Data Protection Act § 6, sec. 1 litra b)
Name, Sex, Date of Birth, Nationality, email address, contact person in case of emergency, education until now, information about home university (country, faculty, study programme, start of studies, number of semesters successfully completed, study level and expected graduation time) and study information from that university, and information regarding your stay at Aalborg University (Study level, faculty, study board, agreement with AAU and the exchange programme, duration of stay, semester), language skills, temporary CPR-number.

☒ Your CPR-number (ctr. The Danish Data Protection Act § 11, sec. 1.)

☒ Sensitive personal data (ctr. ”Erasmus Charter for Higher Education 2021-2027“) The information pertains to health data on a overall level. We do not collect information about the specific issue.

HOW WE STORE YOUR DATA

We will store your personal data 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.

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.en.aau.dk/privacy-policy-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.

DISCLOSURE TO AND FROM THIRD PARTIES

We have received your data (or parts of your data) from:

Your home university
Your data (or parts of your data) may be transferred to: SOP Hilmbauer & Mauberger GmbH & Co KG according to our data processing agreement.