Last revision: April 2025
General
We process personal data and have therefore adopted this privacy policy, which briefly tells you how we process your personal data to ensure fair and transparent treatment. Throughout our data processing, we only process personal data for specific purposes and based on legitimate interests. We only process personal data that is relevant and necessary to fulfill the specified purposes, and we delete your information when it is no longer needed.
Why do we need personal information about you:
We need to have some information about you in order to collect membership fees, register you for events, send you information about the club, etc. We also send your name, address, postal code, city, as well as your date of birth and email to AAU Kayak, which uses this data to issue any IPP licenses. The personal information we receive from you will only be passed on to those who have a legitimate need for it.
Who is responsible for your information in the club:
Information that we can generate about you can always be requested by writing us an email. The following person is responsible for membership data in the club.
Contact person: Miklos Møller, AAU Kayak
Address: A. C. Meyers Vænge 15, 2450 København
Email: gdpr@aau-kayak.dk
Website: aau-kayak.dk
Contact the Danish Canoe and Kayak Federation if you want to know what they have registered about you.
You must maintain all the personal information you have provided to the club yourself. It is your responsibility to ensure that the information we have about you is correct. If there are errors or omissions in the information, you are obliged to correct them by contacting us with the updated information.
Consent:
Most often, our processing of your personal data is based on another legal basis than consent. We therefore only obtain your consent when it is necessary in rare cases to process your personal data for the purposes described above.
When you become / are a member, you give permission for us to store and use the following information about you:
· Full name
· Date of birth
· Gender
· Phone number
· IPP license number
Furthermore, our booking system keeps track of the boats you reserve. They are responsible for all your entered data.
Where we use your personal information:
The federation (Your name, gender, age, email, phone, IPP license, and rights)
Who can access your information and what information can they see:
- Members of the board can see all your information, and they alone can see internal information about you.
- For those of you who are beginners: The instructors on your course will see your information as long as you are a student in a class.
- Those responsible for event registration will be able to see your name, age, gender, phone number, and email address when you have registered for the event.
No one who has access to your information may extract lists of information from the club’s database for their own use.
What is deleted and when:
If you leave the club, your information is stored for 5 years from the end of the calendar year in which you resign. After that, they are deleted. All lists regarding events, parties, classes, etc., are deleted when they are no longer relevant (date exceeded and any invoice paid).
Your rights:
You have a number of special rights under the General Data Protection Regulation when we process personal data about you:
– The right to be informed about the processing of data
– The right to access your own personal information
– The right to rectification.
– The right to erasure
– The right to restriction of processing
– The right to data portability (transfer of data in a commonly used format)
– The right to object
You can exercise your rights, including objecting to our processing, by contacting us. You will find our contact information under the data controller section. For example, if you request to have your personal information corrected or deleted, we will investigate whether the conditions are met and make changes or deletions as soon as possible. You can always file a complaint with a data protection supervisory authority, such as the Data Protection Agency.
Revision of the privacy policy:
We reserve the right to make changes to this privacy policy from time to time. In case of changes, the date at the top of the privacy policy will be changed. The current privacy policy will always be available on our website. In the event of significant changes, you will be notified.