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Requests for access to documents

The agency processes personal data when it receives requests for access to documents.

The agency receives requests for access to documents according to the Access to Public Administration Files Act (offentlighedsloven), the Environmental Information Act (miljøoplysningsloven) and the Public Administrations Act (forvaltningsloven). In order to answer the requests for access to documents, the agency will process personal data.

Purpose and legal basis

The purpose of processing personal data is to be able to answer the requests for access to documents.

If the individual who requested access to documents is party in a case, where a decision will be made by the agency, then the legal basis is chapter 4 in the Public Administrations Act. In most cases when it comes to requests for access to documents, the legal basis will be the Access to Public Administration Files Act (offentlighedsloven). If the request for access to documents concerns environmental information then the legal basis will be the Environmental Information Act.

Categories of registered individuals

The agency processes personal data of the person who requests access to documents. Depending on the specific enquiry, the agency may also process personal data on other people, but it will typically be because they are mentioned in the material that is subject to the access request.

Categories of personal data

The agency processes the contact information of the individual who contacts the agency with a request for access to documents.

It might also be necessary to process other types of personal data in order to answer the request. Typically, this will be the case if other types of personal data are mentioned in the requested material. This will often be standard information processed by the agency, but depending on the request, it might be a special category of data.

Transfers of personal data

In some cases, personal data concerning other people will be passed on to the individual who requested access to the documents.

From where does the personal data originate?

The contact information originates from the individual who contacts the agency. The origin of other types of data depends on the specific case.

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.

last modified Oct 26, 2020