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Processing of personal data in e-grant

Here you can read about how personal data are used in subsidy administration in the Danish Ministry of Higher Education and Science, and your rights as an e-grant user.

Data responsible

You can always contact the data responsible authority for further information on how your personal data are used in the processing of your case in e-grant, the purpose of the processing in e-grant, and the legal basis for this processing. The specific authority that is responsible for the data you provide depends on which programme you apply for. The following authorities make use of e-grant:

Innovation Fund Denmark
2 Europaplads, 4th floor
8000 Aarhus C
Phone: +45 61 90 50 00
Email:

Independent Research Fund Denmark
7 Asylgade
5000 Odense C
Phone: +45 72 31 82 00
Email:

Danish Agency for Higher Education and Science
53 Haraldsgade
2100 Copenhagen Ø
Contact information depends on the specific programme/department in question.
Find contact information in the call you are applying for or look it up at

Data protection advisor

You always have the option of contacting the ministry’s data protection advisor for any questions you may have about the ministry’s data protection:

Email:
Phone: +45 72 31 89 09
Postal address:
The Danish Ministry for Higher Education and Science
Postbox 2135
1015 Copenhagen K
Att.: Data protection advisor

Consent from co-applicants and other people

When you use e-grant and submit information about co-applicants and other people that appear in your cases in the system, the authority that you are applying to presumes that these people have consented to having their information disclosed. As the applicant or provider of third party data, you are responsible for acquiring this consent.

Your rights

Since your personal information is processed by the authorities using e-grant, you have certain rights as an e-grant user in accordance with the General Data Protection Regulation. If you intend to make use of these rights, please contact the data responsible authority (see above), which also can provide further information on your rights.

Read about your rights below.

Right to view information (right of access)

You have the right to access the processing of your information. With certain exceptions, this means that you have the right to know if the authority is processing your information, and also to view this information. When you are registered as an e-grant user, you can view and correct your basic data via your login.

Right to rectification (correction)

The authorities must process correct and up-to-date information. If it turns out that an authority is using e-grant to process information about you that are not correct, you have the right to have the information rectified. If this concerns your basic data, e.g. email address, physical address, place of employment etc., you can also do this yourself via your login.

Right to erasure

In certain cases you have the right to have your information deleted in advance of the regular general deletion every five years. However, please note that the public authorities processing your e-grant information are subject to regulation which in many cases means that they cannot delete information for processing.

Right to limited processing

In certain cases you have the right to have the processing of your personal information limited. If you have the right to limited processing, the data responsible authority must, going forward, only process the information – with the exception of storage – with your consent, or for the purpose of establishing, maintaining or defending a legal claim, or in order to protect a person or important societal interests.

Right to object

In certain cases you have the right to object to the data responsible authority’s otherwise legal processing of your personal information.

You can read more about your rights in the Danish Data Protection Agency’s guide on the registereds’ rights at Danish Data Protection Agency. 

Storage of personal information

Documents and cases with personal information are archived in accordance with the Danish Act on public information and delivered to the archival authorities in accordance with the Danish Act on archiving (every 5th year).

When you register as a user or edit your information at e-grant.dk, your name, IP address and the time of editing are registered in our log.

The authorities’ acquisition of other information

The authority that you submit an application to maintains the right to acquire information about any previous or ongoing applications to Independent Research Fund Denmark, Innovation Fund Denmark and the Danish Agency for  Higher Education and Science.

This information may be included in the application’s processing. If project funding have or will be applied for elsewhere, the authority maintains the right to acquire information on whether the funding has been granted.

Publication of information

Depending on the programme applied for, and if your application is fully or partially granted, the following information will be made public on the homepages of the Danish National Research Database, the Danish Agency for Higher Education and Science and Independent Research Fund Denmark:

  • your and any project participants’ names
  • place for carrying out the project
  • the title and duration of the project
  • any key numbers for the grant and
  • the grant amount

Additionally, a popular science description of the project may be published in the same places.

If you have not received a grant

Names and project titles of applicants who have not received a grant are not made public. However, in accordance with the Danish Act on public information, anyone may apply for access to documents in e.g. lists of names and project titles of all applicants.

Accordingly, please make sure that the project title does not contain information on the project that you may want to keep secret.

Appeal to the Danish Data Protection Agency

If you are unhappy with how an authority is processing your information, you have the right to appeal to the Danish Data Protection Agency. 

 

last modified Dec 07, 2020