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 Rejseklar app.

 

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 information via SMS, e-mail and Rejseklar app in case of an incident in the country, which you registered for. The Ministry of Foreign Affairs will also be able to contact you directly in case of a crisis.

 

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’ Rejseklar 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 through Rejseklar app.

 

The Ministry of Foreign Affairs processes data on your use of the app for the purpose of use statistics,bug-fixing and security.

 

What categories of personal data are registered?

When you are registered on the List of Danes we process the following personal data: name, contact information, travel destination and travel period. When registering on the List of Danes through Rejseklar app a token is registered as well, so that you can receive notifications from the Ministry of Foreign Affairs.

 

When the Ministry of Foreign Affairs initiates a Crisis List it can become necessary to register data such as Danish CPR-no. and passport no.

 

In the app you can save your contact information. The Ministry of Foreign Affairs cannot access this information. The Ministry of Foreign Affairs only know your contact information when you are registered on the List of Danes.

 

Data on the use of Rejseklar app consists of installation ID, unit information, app-version, IP-adresse and error messages.

 

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, eg. 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 Rejseklar app or you receive an SMS from the Ministry of Foreign Affairs your mobile phone number and the data in the SMS will be processed by the Ministry of Foreign Affairs’ SMS-service provider.

 

 

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 7 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 Rejseklar 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 processed by the Ministry of Foreign Affairs’ SMS-service provider is stored for maximum 60 days.

 

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 personal 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)