Personal data
Egmont Kollegiets personal data policy
Data Controller
The college is responsible for data processing, and inquiries regarding personal data should be addressed to privacy@ehp.dk or by phone at +45 35200020.
Purpose of Processing
The personal data policy is drafted to ensure that Egmont Kollegiet complies with legal requirements for processing personal data in connection with the college’s rental of accommodations and related purposes. The college may also process personal data for other purposes if deemed necessary or appropriate, and/or if it is in the legitimate interest of the college as part of its operational activities, provided that this interest outweighs the interests or fundamental rights of the data subject.
General Data Handling
The college processes personal data in accordance with the fundamental principles of good data processing practice regarding legality, fairness, and transparency. The personal data requested by the college is necessary to enter into a lease agreement and in connection with the use of the college’s facilities and offerings.
Legal Basis for Processing
The legal basis for the college’s storage and processing of personal data is Article 6(1) of the General Data Protection Regulation (GDPR):
- Letter b: Processing is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into a contract.
- Letter c: Processing is necessary for compliance with a legal obligation to which the data controller is subject.
- Letter f: Processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject. This may include information for the preparation of anniversary books, events, etc.
Additionally, the college processes personal data in accordance with Section 8(3) of the Data Protection Act concerning legitimate interests that clearly outweigh the interests of the data subject, or if the conditions for processing sensitive information are met, for example, disclosure to the police in accordance with the conditions of the Data Protection Act in Section 8(4).
The college’s processing of sensitive information about residents, including subtenants, includes, in general, the following: Sensitive personal data, including race or ethnic background, political, religious, or philosophical beliefs, union membership, and information about health and sexual relations, as well as other special personal information, including criminal offenses, significant social issues, and other purely private matters, are not collected and processed as a rule, but if there is a legitimate need to do so, it is done with the necessary authorization, including consent where required. In particular, health information may be processed for the purpose of assessing the need for special services such as disability housing, and unsolicited information in this regard is considered to be given with explicit consent for processing for the purpose of assessing whether the college can offer the facilities required by the applicant’s circumstances.
In lease-related matters, sensitive as well as other special categories of personal data are processed to the extent that the college is entitled to do so under Danish law, including if the college needs to record information about a criminal offense in the form of vandalism by the tenant or their friends/family against the lease or property, as well as threats and violence by the tenant or their friends/family against other users of the property or employees of the college, and in areas where a legal claim against the tenant may arise, for example, for compensation for damages, cf. Article 6, letter f, of the General Data Protection Regulation and Section 8(2), no. 4 and Section 8(3) of the Data Protection Act. Processing within the college’s purposes may also be carried out under other legal bases for the purpose, such as archival purposes in the public interest, etc.
Recipients of Personal Data
The college treats all non-public personal data collected, recorded, and stored by the college as confidential. With the aim of promoting social life at the college, the college discloses information about enrolled residents’ names, fields of study, and email addresses to the college council, which consists of residents elected among and by residents to participate in the college’s daily operations. The email addresses are used to invite people to social events, and current residents are informed about the names and fields of study of new residents. The college uses data processors, and personal data is therefore transferred to them in accordance with a written contract. The college discloses information, including to other countries outside the EU/EEA, to the extent permitted and within the scope of the purpose.
Source of Information
The college receives personal data from applicants and residents themselves and may continuously receive and collect personal data through email exchanges, letters, interviews, or phone calls with the individuals concerned.
Disclosure Obligation, Right to Access, and Withdrawal of Consent
The college considers its disclosure obligation fulfilled through this personal data policy and the information provided to applicants in connection with the application form, but you can always contact the college’s office if you have any questions.
Residents have the right to see what information the college has registered and stored about them. Residents can withdraw any consent at any time. Withdrawal of consent will affect the college’s future processing of the relevant personal data, and it may have consequences for the lease relationship. Inquiries regarding the above should be directed to the college’s office.
Correction
Incorrect information will be corrected when the college becomes aware that the data is incorrect.
Storage and Deletion
The college stores personal data for as long as necessary for the purpose of processing and in accordance with rules on the expiration of property rights claims. Therefore, the college deletes personal data when it is no longer necessary for the college to store them in relation to the purpose(s) and legal basis for which they are processed.
Recordings as part of Video Surveillance
There is video surveillance in parts of the college – indicated by signs. Recordings are deleted no later than 30 days after recording, unless a recording is involved in a specific dispute.
Complaints
Residents can complain about the college’s registration, processing, and storage of data. Inquiries about this should be directed to privacy@ehp.dk or +0045 35200020.