Privacy policy
1. Identity and contact information for International House Copenhagen (the City of Copenhagen)
The Culture and Leisure Administration under the City of Copenhagen is the data controller of your personal information which you register on International House Copenhagen's website, Facebook page and event registration.
The City of Copenhagen, Borups Allé 177, 2400 Copenhagen NV, CVR no.: 64942212.
2. Contact information for the City of Copenhagen’s Data Protection Officer
Intern Revision, Suhmsgade 4, 2nd floor, 1125 Copenhagen K.
You can find the contact information for the City of Copenhagen’s data protection officer here.
3. The purpose of our processing of your personal data
International House Copenhagen (the City of Copenhagen) collects personal information on our website, social media and through event registration, the purposes of processing of your personal data are following:
We process your personal information for the purpose of providing the services, including the services at your request. It can be for example entry registration, appointment booking in connection with EU residence documents, applying for MitID and so on.
We process your personal information after you have given us your consent to share it on social media in relation to our offers and activities.
We process your personal information for the purpose of customizing the content of our events, facilitating participants in the events and optimizing our services.
International House Copenhagen only process information about you that is relevant and necessary, and only limited to the purposes defined above.
4. The basis for our use of your personal data
The applicable legal bases for the processing of your general personal data are:
- GDPR, article 6, section 1, e) and The CPR Act, chapter 5. These legal bases are for the purpose of processing your personal information in relation to entry registration.
- GDPR, article 6, section 1, a) (consent). This legal basis is for the purpose of processing your personal information in connection with your use of our social media and event registration.
If you want to withdraw your consent, you can do it any time by contacting us at cph@kk.dk
If you choose to withdraw your consent, it does not affect the legality of our processing of your personal information based on your previously submitted consent and up to the time of withdrawal. If you withdraw your consent, it therefore only takes effect from this point.
5. The types of personal data we process
When we receive an enquiry from you, we process your name/username and the content of your enquiry.
With regard to your entry registration, we process your personal information such as, name, housing confirmation, rental contract, employer-provided housing, hotel payment receipt, airbnb/similar - booking confirmation, passport, national ID, birth certificate, residence permit, EU residence document, marriage certificate, registered partnership certificate, acceptance from parent holding custody or shared custody and acceptance from parents/guardians, if child is travelling alone.
In connection with event registration, we collect personal data such as name, e-mail, nationality, occupation, and purpose of stay in Denmark to customize the content of our events and services.
When we advertise our events on Facebook, the targeting can be based on sex, age, geographic areas, and interests based on the knowledge that the social media platform has registered about you. We only have access to the information in a pseudonymized form. As such, it is only the individual social media who can identify you based on the information.
6. Responsibility for the content of enquiries
The individual user has the responsibility for the content of an enquiry. We recommend that you do not share information that you do not want published. We also reserve the right to remove offensive material or material that is either illegal or does not comply with our guidelines on our Facebook page.
We do not process individual case handling through our website or social media platforms, just like we do not use the Messenger function on Facebook.
7. Recipients or categories of recipients of the personal data
Regarding your use of our social media platform, we share your personal information with the supplier of that platform.
In connection with event registration, we share your personal information with the event partners that we collaborate or co-host with.
In terms of entry registration, we share your personal information with our governmental cooperative partner New to Denmark and our system supplier cBrain A/S.
When you book an appointment in relation to your applications, we share your personal information with our system supplier Front Desk ApS.
8. Transfer of personal data to a third country or an international organization
International House Copenhagen does not transfer your personal information to recipients outside the EU and EEA.
9. The period during which your personal data will be stored.
In connection with the purpose of processing your personal information in connection with social media and event registration, the International House Copenhagen stores your personal information if it is relevant and necessary to the purpose of processing. Your personal information will be deleted after the processing and up to the highest 5 years.
Regarding entry registration, your personal information will be stored if it is relevant and necessary for the purpose of processing. There is no predefined time limit on deletion. This is justified by the governmental legitimate interest in the possible legal twist or governmental inquiries in the cases.
Your personal information we registered in connection with appointment booking will be deleted after 40 days.
10. Your rights
According to the General Data Protection Regulation, you have a number of rights in connection with the processing of your information. These are summarized below. If you wish to make use of your rights, you must contact International House Copenhagen.
Right to see information (right of access)
You have the right to access the information that is processed about you.
Right to rectification
You have the right to complete the incomplete personal information about you, including providing a supplementary statement.
Right to erasure
In special cases, you have the right to require deletion of your personal information before the predefined deletion occurs.
Right to restriction of processing
In certain cases, you have the right to require restriction of the processing of your personal information. If you have the right to restrict the processing, we may, apart from storage, only process your personal information with your consent, or for the establishment, exercise or defense of legal claims, or for the protection of the right of another natural or legal person or for reasons of important public interests of the Union or of a Member State.
Right to object
In certain cases, you have the right to object our otherwise lawful processing of your personal information.
Right to transmit information (data portability)
In certain cases, you have the right to receive your personal information in a structured, commonly used, and machine-readable format and to have this personal information transferred from one data controller to another without hindrance.
If you wish to make use of your rights as described above, you are welcome to contact International House Copenhagen.
In connection with inquiries regarding your rights, you may be asked to provide sufficient information for your request to be answered. Your inquiry will be answered as soon as possible and within one month at the latest.
You have the right to make a complaint to the Danish Data Protection Authority if you are dissatisfied with the way International House Copenhagen processes your personal information. You will find the Data Protection Authority's contact information here.