Why we process your personal data 

We process your personal data for administrative purposes in order to process your application for admission to an education, enrol you and process your application for credit transfer.

We process this information about you 

Name, CPR.nr., address, student email, private email, telephone number, nationality, student number, application ID, education, semester, which semester credit transfer is requested, study journal, transcript of grades, CV and diploma.

If you have already completed a Master's degree programme and are applying for a new one, we will in certain cases process information about your personal circumstances and/or health information in the form of medical certificates or extracts from medical records for the purpose of assessing your application, cf. the Master's degree rule in section 3(2) of the University Admission Order. The same will apply to exemption cases for re-enrolment, where enrolment in a programme has been terminated, cf. section 45(2).

We received the information from you when you submitted your application for admission to 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) (g), section 11(1) of the Data Protection Act, section 8 of the University Act, section 55 of the Ministerial Order on Degree Programmes, the Ministerial Order on Academy Profession Programmes and Professional Bachelor's Degree Programmes, section 16 of the Executive Order on Master's Degree Programmes at Universities, section 14 of the Executive Order on the Diploma in Business Administration (HD) programme, the University Admission Order and section 16 of the Master's Order.

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 particular, in connection with your admission to the programme, registration of your results on the programme and finally in connection with the issuance of your diploma, we use: 

• DANS for admission to Master's programmes or continuing and further education
• Optagelse.dk (the coordinated enrolment) and Unistart for admission to Bachelor's programmes 
• Digital Exam for Planning and registering exams
• STADS for recording results and issuing diplomas

For how long do we process and store your personal data 

We process your personal data for as long as you are enrolled at the university, and then we store the information in our study administration system STADS for 30 years in order to be able to secure your legal position if you apply for enrolment or admission to AAU again. AAU is obliged to award you credit transfer for passed modules upon re-enrolment or new admission to a degree programme. AAU therefore stores your data during this period in order to be able to comply with this legal obligation.

We process your personal data that is necessary for the issuance of diplomas for 30 years, cf. section 55 of the Examination Order. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

For the purpose of processing any appeal against AAU's decision in your admission case, we will pass on your name, CPR number, grades, application ID, study journal, diploma, address, private email and student email to the Danish Agency for Higher Education and Science.

If you apply for re-enrolment or transfer either from a programme at AAU to another university, or from another university to a programme at AAU, it is a prerequisite that you consent to us disclosing your name, education and study record to other educational institutions. These cases are processed in accordance with the Admission Orders for University Degree Programmes and the Professional Bachelor's Degree Programmes' provisions on this. The purpose is to ensure that you register correct credit transfer and information about used exam attempts. 

In the case of exemption applications for re-enrolment, we may disclose your name, CPR number and health information to hospitals or medical centres for the purpose of verifying the information. AAU only does this in cases where we are in doubt about the authenticity of the documents. If we need further medical information in your case, we will contact you. 

Your complaints regarding credit transfer will be passed on to merit appeal boards and qualifications board in anonymised form.

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 application, enrolment and credit transfer, you can contact sts-GDPR@adm.aau.dk  

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to register you in our access system (Symmetry) and issue AAUcard.

We process this information about you 

Name, student number, study place, portrait picture and birthday.

We have received the information in connection with your application for admission to one of AAU's programmes. We process the personal data on the basis of the following legislation:

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.  

Symmetry and Webbook are used especially in connection with these work processes.

For how long do we process and store your personal data 

Registrations in Symmetry are automatically deleted after 6 months.

Information in AAUcard is deleted 90 days after your membership of AAU ends.

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 questions about how AAU processes your personal data in connection with system creation and access, you can contact STS-gdpr@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to provide you with relevant study, SU and SPS, well-being and career guidance in connection with your education at Aalborg University.

We process this information about you 

Name, CPR number, student number, address, date of birth, nationality, telephone number, student email, private email, results/grades and education information.

Depending on the specific guidance you are given, we will process information about your disciplinary case, employment conditions, violations, relatives' personal circumstances, CV, draft job application, medical records from the hospital or your own doctor, psychologist's certificate and criminal record.

We have received the information from you either in connection with your application for admission or in connection with you booking a counselling session. We process the personal data on the basis of the following legislation:

General Data Protection Regulation art. 6 (1) (e) art. 9(2) (g), sections 8(1) and 11(1) of the Danish Data Protection Act, section 9 of the University Act, section 41 of the Admission Order and sections 41 and 42 of the Executive Order on Degree Programmes.

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 until the guidance is completed, after which the specific information related to your guidance will be deleted. Information about your course of study, SU, etc. is stored until it is no longer needed. You can read more about this under the specific sections of the policy.

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 pursuant to 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 supervision during your education, you can contact STS-gdpr@adm.aau.dk

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to register you for classes and exams, register your assessments and issue diplomas.

We process this information about you 

Name, CPR.nr., nationality, grades/results, student number, address, module, degree of education, enrolment information, student email and private email. 

If you choose to upload your exam project to AAU's project library, we will publish your name, education, semester and exam paper in the project library on our website.

In the event of exam sick leave and application for exemption from exams, we may process information about your personal circumstances, your health information in the form of medical documentation and/or criminal records, court or court transcripts for the purpose of assessing your case.

We have received the information from you when you apply for admission to one of AAU's programmes. 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), sections 8(1) and 11(1) of the Danish Data Protection Act, sections 8(3) and 18 of the University Act, sections 11-13 of the Executive Order on Higher Education Orders, the Grading Scale Order, sections 6 and 7 of the Executive Order on Examinations and Examinations in Professional and Vocational Higher Education Programmes, section 25 of the Part-Time Order and sections 5, 33, 51 and 55 of the Examination Order.

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, Arcanic 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 conduct of exams, registration of results and the issuance of diplomas, we use Digital Exam, Censor IT and the study administration system STADS.  

For how long do we process and store your personal data 

We process your personal data for as long as you are enrolled at AAU. The information is then stored for as long as necessary, after which it is deleted, anonymised or sent for archiving in accordance with the Archives Act.  

We process your personal data that is necessary for the issuance of diplomas for 30 years, cf. section 55 of the Examination Order. We then archive your personal data (in accordance with the Danish Archives Act).

Exam projects and personal data that are registered in connection with the submission of exam papers to the project library are stored indefinitely, as the purpose of the project library is precisely the archiving and dissemination of student projects. However, you have the right to request the deletion of your project.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

When you are registered for the exam, we will pass on your name, student number and education to the external examiner who will participate in your exam.

In order for other universities or companies to verify your degree, we will pass on your diploma, containing your name, CPR number, results/grades, student number, address, degree of education and enrolment information to these, if you need this. If the recipient is located outside the EU, our legal basis for the transfer will be the General Data Protection Regulation art. 45(1) or art. 49(1) (a), depending on the country in which the recipient is located.

In the event of exam sick leave and application for exemption from the exam, we may disclose your name, CPR number, and health information to hospitals or medical centres for the purpose of verifying the information.

When holding courses and teaching activities, we will pass on your name, address and student email in a participant list to the hotel where the course/teaching will be held.

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 exams and teaching, you can contact sts-sekretariatet@adm.aau.dk 

If you have any questions about the processing of your personal data in connection with the submission of exam papers to AAU's Project Library, you can contact vbn@aub.aau.dk  

Why we process your personal data 

We process your personal data for administrative purposes in order to process your application for SU and SPS funds, as well as the addition of SU clips.

We process this information about you 

Name, CPR number, student email, telephone number, address, grades and education. 

When granting SPS funds and special forms of SU support, we also process your health information in the form of printouts from hospitals and medical centres.

We have received the information from you in connection with the application for admission to a programme at AAU and subsequent application for the allocation of SU and SPS. 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 11(1) of the Data Protection Act, Act on State Educational Aid, Executive Order on State Educational Grant, Act on Special Educational Support in Higher Education, Executive Order on Special Educational Support in Higher Education, Executive Order on Special Educational Support in Higher Education.

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 processing of cases concerning SU, we use the SU system US2000 and the study administrative system STADS.  When assigning special test conditions, the system SPSA is used. 

For how long do we process and store your personal data 

We process your personal data for as long as your case regarding the allocation of SU or SPS funds is ongoing.  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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

In order to be able to award you SU funds, we pass on your name, e-mail, address, CPR number and grades to the Danish Agency for Higher Education and Science, as it is the agency that administers the allocation of SU. 

In order to be able to award you SPS funds, we pass on your name, CPR number, student email, telephone number, address and health information to the Danish Agency for Education and Quality, which administers special educational support. 

We pass on your name, CPR number, student email, phone number, address and health information to Olivia Danmark in order to be able to provide you with the support you need. Olivia Denmark is the supplier of the support that students can receive through SPS. 

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 the allocation of SU and SPS funds, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

For close-ups and certain types of content, we obtain your consent to publish it on AAU's social media. In this 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. 

We process this information about you 

Name, education, projects, debate contributions, photo/video on which you appear and personal narratives that you provide. We have received the information directly from you. 

When publishing situational images on AAU's website, we process your personal data on the basis of the General Data Protection Regulation art. 6(1) (e) and Section 2(3) of the University Act.

When publishing your name and/or close-up/video, we will obtain your consent. In this case, we process your personal data on the basis of 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 at AAU, while the post remains on AAU's social media channels.   

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 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.

When content on AAU's website is published, your personal data is published so that it is available to everyone who may 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  

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to register and commercialise inventions and possibly pay remuneration when you are a co-inventor of patentable inventions in the university's research projects.

We process this information about you 

Name, CPR.nr., email, telephone number, nationality and private address (it is possible to use AAU's address if you do not wish to provide your private address.)

We have received the information from you when you fill in the reporting form and send your agreement on confidentiality and ownership of IP.

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

General Data Protection Regulation art. 6(1) (e), section 11(1) of the Danish Data Protection Act, section 2(3) of the University Act, sections 20 and 8(4) of the Danish 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 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.  

We use Inteum in connection with patenting and commercialization of inventions.

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

In order to file patent applications, we disclose your name and address to patent offices and patent offices in the countries in which patent protection is sought. If the patent application is still active after 18 months, your name and address will be published. We pass on your name, phone number and address to external companies in cases where companies wish to take over/license the invention, and foundations, etc. in connection with funding applications.

In cases where we disclose the personal data to countries outside the EU, we transfer it based on the General Data Protection Regulation art. 45 (1) or art. 49(1) (e), depending on the country in which patent protection is sought.

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 pursuant to 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 patenting and commercialisation of inventions, you can contact AAU Innovation at https://www.innovation.aau.dk/om-aau-innovation/kontakt  

Why we process your personal data 

We process your personal data for administrative purposes to be able to handle and process your complaint at AAU.

We process this information about you 

Name, CPR number, student number, student email, exam, education, semester, assessment/grades, health information, medical certificates and psychologist certificates.

We have received the information from you in connection with the submission of your exam complaint. In addition, we have information from our study administration systems Digital Exam and STADS.

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 11(1) of the Data Protection Act, the University Act, the Examination Order, the Ministerial Order on Degree Programmes, Section 50 of the Admission Order, Section 15 of the Executive Order on the Diploma in Business Administration (HD) Programme, Section 21 of the Master's Order, the Part-Time Order, the Executive Order on Examinations and Examinations in Professional and Vocational Higher Education Programmes, the Executive Order on Separate Modules, the Bachelor of Engineering Order, the Executive Order on the State Educational Grants Section 85 and the Executive Order on Educational Grants.

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 processing of exam complaints, we use our digital exam system Digital Exam and the study administration system STADS. 

For how long do we process and store your personal data 

We process your personal data for as long as your complaint is ongoing, and then we store the data for as long as you are enrolled at AAU, plus 5 years for documentation purposes.

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

AAU's decisions can be appealed to appeals boards, merit appeal boards and qualification boards. In these cases, we will pass on the case to the Board in anonymised form for the purpose of processing your complaint.

If your complaint concerns an exam, we will pass on your name, student number, student email, exam, education, semester and assessment/grade relating to your exam to the external examiner who assessed it. On this basis, the external examiner prepares a statement in accordance with the provisions of the Examination Order on the processing of examination complaints. 

If you submit an appeal against the university's final decision in a case, the case must be processed by the Danish Agency for Higher Education and Science. In this connection, we will pass on your name, CPR number, student number, student email, exam, education, semester, assessment/grades and any health information that you have mentioned in the complaint to the Danish Agency for Higher Education and Science.

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 the processing of complaints, you can contact STS-gdpr@adm.aau.dk  

Why we process your personal data 

We process your personal data for administrative purposes in order to help you find accommodation during your study stay at AAU, if you need this.

We process this information about you 

Name, e-mail, student email, Danish address, nationality, family circumstances, e.g. age of your children who will be moving with you.

We have received the information from you in connection with your application for housing and admission to one of AAU's programmes. We process the personal data on the basis of the following legislation:

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 students' applications for rental housing, the students apply via AAU's website, and AAU then uses Interact, which moves the students' applications to Workzone. 

For how long do we process and store your personal data 

We process your personal data for as long as you live at the address. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

We pass on your name and address to the caretaker so that your name can be put on the door and mailbox.

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 provision of housing, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to handle disciplinary cases concerning you, as a student, in the event of a breach of the university's guidelines. 

We process this information about you 

Name, CPR number, student email, student number, education, address, grades/assessment, exam paper and possibly health information in the form of medical certificates and psychologist certificates.

When AAU initiates a disciplinary case, it may be based on a suspicion of exam cheating based on information from our plagiarism system Wiseflow Originality or inquiries from others either internally in the organisation or externally (e.g. other students, educational institutions or the like).

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 11(1) of the Data Protection Act and section 14(9) 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 checking for plagiarism, we use our plagiarism system Wiseflow Originality. We also use the ITX Flex monitoring system for on-site tests.

For how long do we process and store your personal data 

We process your personal data for as long as the disciplinary proceedings are ongoing. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

If you appeal against AAU's decision in a disciplinary case, the complaint must be processed by the Danish Agency for Higher Education and Science, and in this connection we will disclose your personal data to the Danish Agency for Higher Education and Science.

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 disciplinary proceedings, you can contact STS-gdpr@adm.aau.dk   

Why we process your personal data 

We process your personal data for administrative purposes in order to ensure the quality of our educations through evaluations and graduate surveys. The purpose is to improve our educations for students. The majority of our quality assurance tasks are the review of statistics on anonymized/aggregated information. However, there may be cases where it is not possible to anonymize or where quality assurance initiatives are initiated in which it is necessary for us to process your personal data.

We process this information about you 

Name, CPR number, student number, nationality, study activity, results/grades, gender, age, education, start and end date of the programme, postcode, municipality and qualifying examination.

We have received the information directly from you in connection with your application for admission to a programme at AAU.  We process the personal data on the basis of the following legislation:

General Data Protection Regulation art. 6(1) (e), section 11 of the Danish Data Protection Act, sections 3, 3 a, 13 a (2) and 18(4)(1) of the University Act and the Executive Order on Accreditation of Higher Education Institutions and Accreditation of Higher Education Institutions.

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 and QlikView.

For how long do we process and store your personal data 

It is not possible to set a specific time period, as the initiatives can be of different nature and length. Therefore, a specific decision is made on the storage every time an initiative is initiated.

We process your personal data for as long as you are enrolled at AAU. The information is then stored for as long as necessary, after which it is deleted, anonymised or sent for archiving in accordance with the Archives Act.  

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

In order to comply with our legal obligations, we disclose your name, education, gender and age to Denmark's accreditation institution, cf. section 3(2) of the Executive Order on Accreditation of Higher Education Institutions and Approval of Higher Education.

We also disclose your name, education, gender and age to advisory boards appointed by AAU, which are a statutory part of quality assurance, cf. section 13 a of the University Act.

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 quality assurance of degree programmes, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to assign and register your internship in connection with your education. 

We process this information about you 

Name, CPR number, email, address, place and period of internship, paid/unpaid internship, grades, SU information, education.

We have received the information directly from you in connection with your admission to the programme or from the study administration system STADS, where we store information about your course of study and register assessments. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e), section 11(1) of the Data Protection Act, the Ministerial Order on Degree Programmes, the University Act, the SU Act and the SU Order.

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 the duration of your internship and until the internship is completed. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 paid internships, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to charge for e.g. application fees, tuition fees, scholarships, as well as when you are a free-mover, exchange student or participate in continuing and further education at AAU.

We process this information about you 

Name, CPR number, account information, address, nationality and, if applicable, passport number, student email, private email, telephone number, education and employment.

We have received the information from you in connection with your admission to a programme at Aalborg University.  We process the personal data on the basis of the following legislation:

General Data Protection Regulation art. 6(1) (e), section 11(1) of the Data Protection Act, section 26 of the University Act, section 15 of the Ministerial Order on Part-Time Appointments and section 10 of the Ministerial Order on Universities' International Degree Programmes.

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 until the invoice has been paid/credited. We store your personal data for as long as it is necessary in relation to the purpose, for example the bookkeeping obligation in the Bookkeeping Act. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

If your employer pays for your continuing education at AAU, we will pass on your name, address, student email, private e-mail, nationality and employment relationship to this company for the purpose of paying the invoice.

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 collections and payments, you can contact STS-gdpr@adm.aau.dk

Why we process your personal data 

We process your personal data for administrative purposes in order to process your application for leave and its award.

We process this information about you 

Name, address, email, student number, education, semester, family circumstances, health information in the form of medical certificates, psychologist certificates and medical records.

We have received the information from you in connection with your application for leave of absence and from the study administration system STADS, where we register information about your course of study and your assessments. 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 the University Order, chap. 8.

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 until you have had your application for leave approved or rejected. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 questions about how AAU processes your personal data in connection with leave, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to monitor students' study activity and to process cases of deregistration of students who, for specific reasons, no longer meet the requirements for being enrolled in an education at the university.

We process this information about you 

Name, CPR number, student number, address, results/grades, health information in the form of medical certificates, extracts from medical records, certificates, psychologist's certificates, death and baptism certificates, information about maternity leave and any court transcripts.

We have received the information from you in connection with your withdrawal from your studies and from our study administration system STADS, where we register information about your course of study and your assessments. We process the personal data on the basis of the following legislation:

General Data Protection Regulation art. 6(1) (e) art. 9(2) (g), sections 11(1) and 8(1) of the Danish Data Protection Act and section 42 of the University Admissions Order.

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 as long as the resignation process is ongoing.  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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 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 withdrawal from education, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to process your application for a study abroad scholarship in connection with your study abroad. 

We process this information about you 

Name, CPR number, enrolment information, SU information, name, address, email, student email, results/grades and student number. 

We have received the information from you in connection with your application for a study abroad scholarship. We have also retrieved information from our study administration system STADS. 

We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e), section 19(9) of the University Act, the SU Act and the SU Order.

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 until we have approved or rejected your application for a study abroad scholarship. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 applications for scholarships abroad, you can contact sts-sekretariatet@adm.aau.dk

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to take out accident insurance for students who work in laboratories, cf. Section 22(3) of the University Act.  

We process this information about you 

Name, CPR number, address, telephone number, email, insurance conditions, account information, health information about injuries sustained or sudden occurrence and previous illness.

We have received the information from you in connection with a claim report. 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 11(1) of the Danish Data Protection Act and section 22(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.  

For how long do we process and store your personal data 

We process your personal data until the insurance case is closed. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

In order to be able to process specific insurance cases, we disclose your name, address, email and telephone number, sensitive information (health information - information about injury and sudden onset/previous illness) and CPR number to Willis Tower Watson. We only do this in situations where a specific damage has occurred. 

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 assigned to us.

For more information 

If you have any questions about how AAU processes your personal data in connection with AAU's processing of your personal data when reporting accidents/injuries, you can contact STS-gdpr@adm.aau.dk  

Why we process your personal data 

We process your personal data for administrative purposes in order to be able to hold elections to various governing bodies at the university, including the board, boards of studies, academic councils and register student associations.

We process this information about you 

Name, CPR number, student number, education, email, address, telephone number and student association affiliation. In some cases, student association affiliation will say something about your sexual orientation or political beliefs.

We have received the information from you in connection with your candidacy for the election. 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 11(1) of the Data Protection Act and sections 12(8), 15(4) and 18(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 the conduct of elections to governing bodies, we use STADS, E-valg, Ph.D. manager, our election website (Umbraco).

For how long do we process and store your personal data 

We process your personal data until the election has been completed.  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.

When registering student associations, we process your personal data for as long as the association is active, and then we store the information for 5 years before it is archived at the Danish National Archives.

Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

If your student association is approved, your name, email address and phone number will be published on the university's website here: https://www.studerende.aau.dk/studenterorganisationer/ 

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 elections to governing bodies and registration of student associations, you can contact sts-sekretariatet@adm.aau.dk 

Why we process your personal data 

We process your personal data for administrative purposes in order to process your application for receiving discounts for transport, including youth cards and mileage allowance between your residence and the university in connection with your education.

We process this information about you 

Name, CPR number, address and enrolment information.

We have received the information from you in connection with your application for transport discount. We process the personal data on the basis of the following legislation:

The General Data Protection Regulation art. 6(1) (e), section 11(1) of the Data Protection Act, the Executive Order on Youth Cards, the Act on Transport Discounts for Students in Higher Education, the SU Act and the SU Order.

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 particular, in connection with the processing of your personal data in connection with transport discounts, we use the SU system US2000. 

For how long do we process and store your personal data 

We process your personal data until we have approved or rejected your application for a transport discount. 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients 

In order to be able to process cases for transport discounts, we disclose your name, civil registration number and enrolment information to the Danish Agency for Higher Education and Science. This is because it is the Danish Agency for Higher Education and Science that administers matters relating to SU, including transport discounts. 

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 applying for a transport discount, you can contact sts-sekretariatet@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, 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, study affiliation, CPR.nr. and private address. 

We have received the information that we process in connection with the administration of the rector's availability 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 by virtue of your enrolment at the university. 

We have received the information that we process in connection with nominations 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 Sections 2 and 21 of the Universities 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.  

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 give you access to AAU's systems and support, 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, student number, IP address. In addition, the following information is processed in connection with identity and rights management: name, CPR.nr., student email, possibly private email and private phone number.

Support process: 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 enrolment at AAU or your contact for support. Student number, student email and AAUID are 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) art. 9(2) (j) and art. 32, Section 11 of the Data Protection Act 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 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 are a student at the university, and then we store the data for 5 years after the last active affiliation in order to ensure consistency in usernames. Information in IDM, AD and Entra ID will typically be stored for a maximum 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.

We disclose your information in these cases and to these recipients

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, student email 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

Security operation: In order to provide necessary IT security at AAU, we monitor the use of IT equipment and software offered by AAU, and in this connection we collect and process personal data about you.

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 appear on the CCTV, and in this connection we collect and process personal data about you. 

We process this information about you

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.

Security operation: Name and email address, IP addresses, user names, location information (at city level based on IP addresses), actions taken on AAU computers, e.g. software used and websites visited.

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

We have received the information from you in connection with your enrolment at AAU and when you are in AAU areas that are under CCTV surveillance. We also receive information when you use IT equipment assigned to you in connection with your studies, as well as information from network equipment when you use AAU network.

We process the personal data on the basis of the following legislation: The General Data Protection Regulation art. 6(1) (e) art. 9(2) (g).  art. 32, section 2(1) of the University Act and section 2(d) of the Danish 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 particular, in connection with the storage of log information, we store the information in Sentinel and 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. 

Security Operation and 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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  

 

 Why we process your personal data

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 in 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 workflows 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, as well as section 9 of the Danish Public Administration Act, section 7 of the 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 for as long as the access to documents case is processed and for 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 in 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

When you wish to use AAU's premises for events outside of regular teaching and enter into an agreement with AAU for the purpose, we process your personal data for administrative purposes.

We process this information about you

Name, private phone number, private email address, organization/student association and education. In the event that you borrow premises in connection with events held by an association or interest organisation, we also process this information, which may reflect your political interest or trade union membership.

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

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) and section 22 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 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.

For how long do we process and store your personal data

We will store your personal data for 1 year after the event. In the case of arrangements for a fee, follow the description under 'Collections 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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 rooms for events outside of regular teaching, you can contact Campus Service here: Campus Service - Aalborg Universitet 

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 been 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 may have collected about you in connection with other workflows 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 have received the information in connection with the notification of the security breach. Where the information is specifically received from depends on the type of security breach.

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 security incidents, we use ServiceNow and Workzone.

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, in some cases may 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, and among other conditions, permission from the Danish Data Protection Agency is required 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 reported personal data breaches, all necessary information, including personal data, is disclosed to the right 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 data analysis, you can contact us here: dpo@aau.dk