The agency will regularly send drafts for ministerial orders, guides, etc. to a consultation process. When the agency receives statements from the consultation process, it involves the processing of personal data. Typically, this will be the contact information of the individual who submitted a consultation statement.
Purpose and legal basis
The purpose of processing personal data when it comes to consultations is to be able to process and assess the consultation statements and then be able to decide if a statement gives cause to change a draft for a ministerial order or guide, etc.
The legal basis for the processing of personal data as a part of the agency’s work, etc. is in many cases the General Data Protection Regulation article 6(1)(e), which states that the agency can process standard personal data when it is necessary in order for the agency to be able to carry out its tasks.
Categories of registered individuals
The agency processes data on individuals who have signed the consultation statement on behalf of an institution, organisation or similar. Personal data about private individuals may also be processed if they submitted a consultation statement.
Categories of personal data
The agency processes contact information and information about the job title of the individual who signed the consultation statement on behalf of an institution, organisation, etc., or on his/her own behalf. Depending on the circumstances, other types of personal data might be present. It will often be standard data, but in some cases, there might also be sensitive personal data if such data is a part of the consultation statement.
Transfers of personal data
In some cases the agency will transfer personal data to the Departement of the Danish Ministry of Higher Education and Science in order for the agency and the departement to contribute to the work on ministerial orders, etc.
From where does the personal data come originate?
The personal data originates from the consultation statements received.
Storage of personal data
Documents with personal data are filed in accordance with the rules set forth in the Access to Public Administration Files Act and is handed to the authorities in charge of storage in accordance with the Archives Act (approximately every 5 years). The agency will hand the data to the authorities in charge of archiving, but the agency will keep a copy of the data for approximately 5 years depending on the required period for filing. Hereafter, the data is deleted by the agency.