The agency receives enquiries from individuals concerned about many different things such as education, research etc., including issues that concern their own situation. Personal data is processed in order to answer the enquiries.
Purpose and legal basis
The purpose of processing personal data is to be able to answer the specific enquiries.
The legal basis for the agency to answer individual enquiries is in many cases unwritten legal principles and principles of suitable public administration practice, where the agency must provide guidance, or respond to, the enquiry. In § 7 of the Public Administrations Act, it is stated that the agency has an obligation to provide guidance, when the enquiry concerns a subject that falls within the area of the agency.
Categories of registered individuals
The agency processes the personal data of the individual it is in contact with. Depending on the specific enquiry, the agency may process data about other people.
Categories of personal data
The agency processes the personal data of the individual it is in contact with, in order to be able to answer the enquiry. It may be necessary to process other types of personal data in order to answer the enquiry, typically if that data is mentioned in the enquiry. Often it will be standard information, but depending on the enquiry, it may include special categories of personal data.
Transfers of personal data
Sometimes, the agency will transfer personal data to the Department of the Danish Ministry of Higher Education and Science for professional feedback. With the objective of examining a case, the Danish Agency for Institutions and Educational Grants might sometimes transfer personal data to the relevant educational institution. Note that it is possible to contact the Danish Ministry of Higher Education and Science's data protection officer as mentioned in “general information”.
From where does the personal data originate?
The personal data usually originates from the individual who contacts the agency with an enquiry.
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.