Privacy policy for the List of Danes, Crisis List and Rejseklar
Following the Data Protection Regulation(1) Article 13-14 you are informed below how your data is processed when registering on the List of Danes for a given country or a Crisis List in connection to a specific crisis and by using the Ministry of Foreign Affairs of Denmark’s app “Rejseklar”.
The purposes of the data processing
When registered on the List of Danes the Ministry of Foreign Affairs processes your data in order to send you relevant information regarding the destination you are located and to contact you in case of a crisis at your destination. The Ministry of Foreign Affairs also uses this information to keep an overview of Danes abroad.
In certain situations, the Ministry of Foreign Affairs will create a Crisis List related to a specific incident. The Ministry of Foreign Affairs creates a Crisis List in order to keep an overview of Danes affected by a specific incident and provide the necessary consular assistance.
In the Ministry of Foreign Affairs’ app (in the following called “the app”) Danish travelers can find travel information from the Ministry of Foreign Affairs and register on the List of Danes in order to get notifications from the Ministry of Foreign Affairs directly on the smartphone.
The Ministry of Foreign Affairs processes data on your use of the app for the purpose of use statistics and bug-fixing in the app.
What categories of data are registered?
When you are registered on the List of Danes we processes the following personal data: name, contact information, travel destination and travel period as well as the number of fellow travelers you are travelling with who has not registered on the List of Danes themselves.
In the app you can save your contact information. These data are not accessible to the Ministry of Foreign Affairs. The Ministry of Foreign Affairs only know your contact information when you are registered on the List of Danes.
The app uses location services to present information in the app based on your location. If you accept that the app always has access to location services this can be used to send you a notification advising you to register on the List of Danes (this service is not available in Android). The Ministry of Foreign Affairs does not know your location and can only send you notifications on the situation in a country if you are registered on the List of Danes.
For analyses of use statistics and bug-fixing in the app, information on device and network as well as use of the app is gathered.
Where does my personal data come from?
If you have not registered on the List of Danes or a Crisis List yourself your personal data comes from another person than you, e.g. a family member.
Will anybody else receive my personal data?
If you are registered on the List of Danes or a Crisis List the Ministry of Foreign Affairs will in some cases transfer your personal data to other Danish public authorities based on a specific request from another public authority. The Ministry of Foreign Affairs might also transfer your personal data to relevant authorities in connection to a crisis, for example in order to verify the information that you have given when registering on the List of Danes.
The transfer will happen in accordance with the general rules in Danish law regarding transfer of personal data between public authorities. If the Ministry of Foreign Affairs receives a request for access to documents in a case, where your personal data is included, the Ministry is usually obliged to pass on this information unless they are classified.
To be able to provide the best possible assistance, fx in connection to hospitalization, imprisonment or seating on chartered flights, the Ministry of Foreign Affairs will, when objective reasons dictate, transfer personal data to the authorities of other countries or partners in Denmark or abroad.
If you register on the List of Danes by SMS through the app your mobile phone number and the data in the SMS will be processes by the Ministry of Foreign Affairs’ SMS-service provider.
The data necessary for use statistics and bug-fixing in the app is processed in Google Firebase through the services Firebase Crashlytics and Google Analytics for Firebase. You can toggle the use of Firebase Crashlytics and Google Analytics for Firebase on/off in the app under “Settings”. Google Firebase is part of Google Ireland Limited. You can read more about Google’s privacy policy here: Privacy Policy – Privacy & Terms – Google.
For how long will the Ministry keep my personal data stored?
When you are registered on the List of Danes, the Ministry of Foreign Affairs keeps your personal data for 14 days after the end of your journey. If you are a permanent resident, you can register on the List of Danes for a maximum of 12 months. The Ministry of Foreign Affairs keeps your personal data in this period. You can always cancel your registration on the List of Danes through the app or by using the link in the mail you received upon registration.
The Ministry of Foreign Affairs can keep your personal data for a longer period than the above mentioned when it is necessary to handle our tasks and obligations as a public authority, for example if you have been registered on a Crisis List. When the purpose of the processing no longer is preset your personal data will be deleted or archived according the rules in Danish law unless the Ministry of Foreign Affairs is obliged to store data as an obligation of other rules.
Data gathered through Google Firebase is stored for two months by Google Ireland Limited.
Legal basis
Processing your personal data is based on the Data Protection Regulation Article 6 (1), point c and e, as well as Lov om Udenrigstjenesten (amended). Following Lov om Udenrigstjenesten § 1(3) the Ministry of Foreign Affairs offers consular assistance to among other Danish citizens, citizens with permanent residency in Denmark, non-represented Nordic citizens and non-represented EU citizens in third countries.
If the Ministry of Foreign Affairs during an evacuation or when preparing an evacuation receives sensitive data about you that are necessary to prepare or conduct the evacuation these data will be processed on the basis of the Data Protection Regulation Article 9 (2), point c, f and g regarding processing of special categories of personal data.
Your rights
In connection with the Ministry’s processing of personal data, you have the right to:
• Request for access to your personal data.
• Request the rectification of inaccurate personal data.
• Request that your personal is personal data erased in special cases.
• Request that the Ministry’s processing is restricted.
• Object to the Ministry’s otherwise lawful processing.
If you want to make us of your rights you have to contact the Ministry of Foreign Affairs of Denmark.
How to contact the Ministry of Foreign Affairs of Denmark?
The Ministry of Foreign Affairs is the data controller of the processing of personal data as described above. The Ministry can be contacted by:
Ministry of Foreign Affairs of Denmark
Asiatisk Plads 2
DK-1448 Copenhagen K
CVR-nr.: 43271911
Phone: +(45) 33 92 00 00
E-mail: [email protected]
If you have any questions or wish to invoke your rights as described above, please contact the Ministry’s data protection officer by:
• E-mail: [email protected]
• Mail: Ministry of Foreign Affairs of Denmark, Asiatisk Plads 2, DK-1448 Copenhagen K, att.: ”Data Protection Officer”.
(1) Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)