Privacy Policy

The purpose of Ribe Youth Folk High School's privacy policy is to explain how we collect and use the personal information you leave behind when you visit Ribe Youth Folk High School's website.

PRIVACY AND DATA PROTECTION POLICY

1. Legal basis

According to the General Data Protection Regulation (GDPR), which came into force on May 25, 2018, we are obliged to record, process, store and delete your personal data in accordance with the legislation in force at any time. We refer to the following provisions of the GDPR: Articles 4, 6, 9, 10, 30 and 87.

2. Processing of personal data and purposes

Ribe Youth Folk High School [UHR] processes personal data about you when you contact us via email, letter, our website or social media to arrange a visit and/or register for a course. We also process personal data about you if you apply for a job or are employed by us (including permanent employees, people in flexible jobs, hourly employees, teachers, teacher trainees, interns, board members, school board members or volunteers).

The personal data you provide to us electronically or in paper form will be processed by UHR staff (including management and administration) in accordance with their purpose and relevance. Your personal data will therefore be processed and stored confidentially and securely, and only the relevant staff will have access to your personal data and any files. We will delete your personal data when it is no longer necessary to process it.

We encourage you not to enter particularly sensitive information when communicating with us unless it is essential to your employment or your stay at UHR. If any of your personal information changes, please contact us so that we can update it. This can be done by contacting the office at the email address below.

2.1. Applicants

If you apply for a job at Ribe Youth Folk High School, we process your personal data electronically in order to handle your application and to establish or administer your employment contract.

By submitting your application, you consent to us processing the personal data we have received from you. You can withdraw this consent at any time by sending us an email and telling us that you are withdrawing your consent, and thus your application. If your application does not result in employment with us, we will delete your personal data after a maximum of 6 months.

2.2. Employees

If you are or are about to be employed at UHR, we will save your application and thus your personal data for use in the ongoing recruitment process. In this connection, please provide your CPR number so that we can enter you in our IT systems, for payroll purposes and for contact with the pension provider, the municipality, etc. We ask you to provide the name and contact information of your relatives, whom we will of course only contact in emergencies. We store and process your data throughout your employment period. After termination of employment, we will delete your personal data when we are no longer obliged to store it according to applicable legislation.

2.3. Board members

If you are a member of the school board, you must provide your CPR number and contact information. This information will only be passed on to government authorities, banks and auditors. Your personal information will be deleted when you leave the school board.

2.4. Students and relevant networks

By registering for a course, you consent to us processing personal data about you and your relevant network to fulfill UHR's obligations in relation to your stay and your teaching.

When you register for a course, you must provide your CPR number. This information will only be passed on to public authorities.

You must ensure that the personal data you provide about both yourself and your relevant network is accurate and complete.

Information is only disclosed to public authorities if UHR is specifically required to do so by law, or if it is necessary to fulfill UHR's obligations in relation to your stay and education.

Your and your relevant network's information will be deleted when UHR is no longer required to store it under applicable law.

2.5 Study tours

In connection with study trips, personal data will be collected for the purpose of arranging the trip – including a copy of your passport. This information will be used to book tickets, accommodation and company visits where necessary.

If you are under 18, personal information will also be collected from your guardians, including a copy of their passport. This information will be used in conjunction with the consent that your parents must give for you to travel abroad with UHR.

The information is deleted immediately after the trip and is not stored thereafter.

2.6 Volunteers

In connection with your volunteer work at the school, we only collect the personal information from you that is necessary for you to have a good time as a volunteer at UHR.

3. Disclosure of personal data

UHR does not share your information with third parties.

When you request materials at the school, request a tour, or register for a course, you will be asked to provide your name, address, email, and phone number so that we can process your request. We will not sell or share this information with third parties under any circumstances.

Information is only disclosed to public authorities if UHR is specifically required to do so by law, or if it is necessary to fulfill our obligations in relation to your stay and education. Any disclosure of your personal data beyond what is described above and approved by you requires renewed consent.

4. Consent

In most cases, the legal basis for us to process your personal data will be based on something other than your consent. Where we have obtained your consent to process your personal data for a particular purpose, you have the right to withdraw your consent at any time. You can do this by contacting us at the address provided in Section 8. If you choose to withdraw your consent, this will not affect the lawfulness of our processing of your personal data based on your previous consent up to the date on which you withdrew it. If you withdraw your consent, this will therefore take effect from that point onwards.

5. Website, social media and marketing

When you visit UHR's website and Facebook pages, your and other users' traffic will be recorded via cookies from Google Analytics. This information is used to measure traffic and maintain statistics about the most frequently visited pages. You are completely anonymous in these statistics. When you submit information using forms from our website, this will take place over a secure connection (SSL encryption).

Photos and/or video may be taken at courses and/or events at the college. By participating in courses/events at the college, you grant the organizers full rights to use the images from the photography/video recording as well as any reproductions or adaptations of the images for advertising or other purposes to help achieve the college's objectives. This may include (but is not limited to) the right to use the material on our website, in our print and online advertising, social media and press releases. If you do not wish to appear in portrait photos in public, please inform the office upon arrival at the college.

6. Deletion of personal data

We will delete your personal data in accordance with the general statute of limitations applicable in Denmark. We will continuously delete personal data that is no longer necessary once we have fulfilled our obligations in relation to your employment, your stay and your education. If for any reason we retain your personal data beyond the statute of limitations period, we will inform you of this.

7. Your rights

You have the right to see the information we process about you at any time, with certain statutory exceptions. You also have the right to object to the collection and further processing of your personal data. You also have the right to have your personal data rectified (corrected), deleted or blocked in accordance with applicable regulations. You also have the right to have all information given to us about yourself returned to you. You can read more about your rights in the Danish Data Protection Agency's guidance on the rights of data subjects, which can be found at www.datatilsynet.dk

9. Data processor agreements

UHR has entered into data processing agreements with all of our data processors.

8. Contact details of the data protection officer

UHR's data protection officer is: