Privacy Policy

This privacy policy describes how Aalborg University’s Fundraising and Project Management Office processes personal data in connection with the following areas: 

AAU EMPLOYEES  

  • Receiving support from the Fundraising and Project Management Office
  • Participating in courses, seminars and events
  • Speaker in courses, seminars and events

 EXTERNAL PARTNERS  

  • Receiving support from the Fundraising and Project Management Office 
  • Participating in courses, seminars and events 
  • Consultants or speaker in courses, seminars and events

Privacy Policy

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    The Data Controller

    Aalborg University

    Fredrik Bajers Vej 7K

    9220 Aalborg Ø

    Business Registration No. (CVR No.) 2910238

    Hereafter referred to as ”AAU”.

    Contact information: Charlotte Pedersen Jacobsen, e-mail funding@adm.aau.dk

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    Description of processing and activities

    The Fundraising and Project Management Office collects and processes personal data within the following areas: 

    1. AAU EMPLOYEES 

    1.1 RECEIVING SUPPORT FROM FUNDRAISING AND PROJECT MANAGEMENT 

    The Fundraising and Project Management Office processes your personal data for funding support and administrative project management purposes; in relation to your participation in funding related events, during your funding process, during your engagement in a research project, and if necessary, after your funding process and/or engagement in a research project has ended. In general, the Fundraising and Project Management Office processes personal data while supporting AAU researchers in their effort to secure grants and providing administrative management to granted projects. 

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, birthday, e-mail, phone number, title, place of employment, salary, time sheets, knowledge of and experience with funding activities, competences, and research interests. 

    LEGAL BASIS 

    The Fundraising and Project Management Office will process your personal data based on General Data Protection Regulations article 6(1) (e).  

    SHARING OF DATA 

    In connection with the Fundraising and Project Management Office’s funding support and administrative project management services it might be necessary to share your personal data with funding authorities, external project partners, consultancies, or audit firms.   

    1.2 PARTICIPATING IN COURSES, SEMINARS AND EVENTS.

    The Fundraising and Project Management Office collects and processes personal data for administrative purposes during courses, seminars and events organized by the Fundraising and Project Management Office. In general, the Fundraising and Project Management Office uses these personal data to be able to provide participants with practical information about the event, give participants access to online platforms, e.g. Teams or e-learning platforms, and communicate with participants after the event, e.g. forwarding slides. 

    The Fundraising and Project Management Office may choose to record the online event in order to make the presentation accessible to a larger group than those present. Participants will be informed in advance. The recordings will be made available on the Fundraising and Project Management Office’s website www.funding.aau.dk (AAU login is required and only AAU employees will have access) or at AAU's EU Hub in Teams (only avaiable for AAU Employees), sent to the course participants, or, when relevant, on the project website (for projects managed by the Fundraising and Project Management Office).     

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, e-mail, and voice and video of you in e.g. Zoom or Teams (if you have your camera and/or speaker turned on).  

    LEGAL BASIS 

    The Fundraising and Project Management Office will process your personal data based on General Data Protection Regulations article 6(1) (e).   

    1.3 SPEAKER IN COURSES, SEMINARS AND EVENTS 

    The Fundraising and Project Management Office collects and processes personal data for administrative purposes during courses, seminars and events organized by the Fundraising and Project Management Office. In general, the Fundraising and Project Management Office uses these personal data to be able to organize the event, provide participants with practical information about the event, and communicate with participants after the event, such as when we forward slides used at an event. 

    With your written consent the Fundraising and Project Management Office may record the online event in order to make the presentation accessible to a larger group than those present. The recordings will be made available for participants on the Fundraising and Project Management Office’s website www.funding.aau.dk (AAU login is required and only AAU employees will have access) or at AAU's EU Hub in Teams (only avaiable for AAU Employees), or, when relevant, on the project website.     

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, e-mail, voice and video of you in e.g. Zoom or Teams, phone number, and information about your employment, knowledge and experience. 

    LEGAL BASIS 

    The Fundraising and Project Management Office will process your personal data based on General Data Protection Regulations article 6(1) (a).  

    2. EXTERNAL PARTNERS  

    2.1 EXTERNAL RECEIVING SUPPORT FROM THE FUNDRAISING AND PROJECT MANAGEMENT OFFICE 

    The Fundraising and Project Management Office processes your personal data in relation to your collaboration with AAU researchers for funding support and administrative project management purposes; in relation to your participation in funding related events, during your funding process, during your engagement in a research project with AAU researchers, and if necessary after your funding process and/or engagement in a research project has ended. In general, the Fundraising and Project Management Office processes personal data for these reasons in order to provide support for AAU researchers in their effort to secure grants, provide support for external researchers who apply for funding with the purpose of coming to AAU, and provide administrative management to granted projects. 

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, e-mail, telephone number, birthday, title, place of employment, knowledge of and experience with funding activities, competences, and research interests. 

    LEGAL BASIS 

    We will process your personal data based on General Data Protection Regulations article General Data Protection Regulations article 6(1) (e). 

    SHARING OF DATA 

    In connection with the Fundraising and Project Management Office’s funding support and administrative project management services it might be necessary to share your personal data with funding authorities, external consultants, or audit firms.   

    2.2 PARTICIPATING IN COURSES, SEMINARS AND EVENTS  

    The Fundraising and Project Management Office collects and processes personal data for administrative purposes during courses, seminars and events organized by the Fundraising and Project Management Office. In general, the Fundraising and Project Management Office uses these personal data to be able to organize the event, provide participants with practical information about the event, and communicate with participants after the event, such as when we forward slides used at an event. 

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, e-mail, voice and video of you in e.g. Zoom or Teams (if you have your camera and/or speaker turned on). If you are a participant in an online event organized by the Fundraising and Project Management Office, which is recorded, this will be made clear to you before and/or in the beginning of the event. The recordings will be made available for participants and/or AAU staff members through the Fundraising and Project Management Office’s website www.funding.aau.dk (AAU login is required, and only AAU staff members have access) or at AAU's EU Hub in Teams (only avaiable for AAU Employees), or, when relevant, sent to external course participants, or made available on the project website (for projects managed by the Fundraising and Project Management Office).     

    LEGAL BASIS 

    We will process your personal data based on General Data Protection Regulations article 6(1) (e). 

    2.3 CONSULTANT OR SPEAKER IN COURSES, SEMINARS AND EVENTS 

    The Fundraising and Project Management Office collects and process personal data for administrative purposes during courses, seminars and events organized by the Fundraising and Project Management Office. In general, the Fundraising and Project Management Office uses these personal data to be able to provide participants with practical information, such as the time and place of an event and be able to communicate with participants after the event, such as when we forward slides used at an event. 

    TYPE OF DATA 

    The Fundraising and Project Management Office will process general personal data which may include name, e-mail, phone number, voice and video of you in e.g. Zoom or Teams, and information about your employment, knowledge and experience. With your written consent the Fundraising and Project Management Office may record the online event in order to make the presentation accessible to a larger group than those present. The recordings will be made available on the Fundraising and Project ManagementOffice‘s website www.funding.aau.dk (AAU login is required and only AAU employees will have access) or, when relevant, sent to external course participants, or made available on the project website (for projects managed by the Fundraising and Project Management Office).     

    LEGAL BASIS 

    We will process your personal data based on General Data Protection Regulations article 6(1) (a) and General Data Protection Regulations article 6(1) (b). 

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    Storage and Security

    Your personal data will be stored in accordance with applicable legislation.  

    We will delete your personal data when your data are no longer required for the purpose described above.  

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    Your rights

    When we process your personal data, you may have certain rights in accordance with the General Data Protection Regulation: 

    • You must be able to gain access to the information that we process about you and some further information (Right of access) 
    • You may request that we correct any inaccurate information about you (Right to rectification) 
    • In very special situations, you have the right to require that we erase information about you (Right to erase) 
    • You may require that we transfer your personal data to you or another organization (Right to data portability) 
    • You have the right to object to the continued processing of your personal data (Right to objections) 
    • In certain circumstances, you have the right to temporarily restrict or discontinue the processing of your personal data (Right to restriction of processing) 
    • You have the rights to withdraw your consent (Right of withdrawal)  

    Please note, however, that these rights may be subject to exemptions or limitations. 

    If you want to exercise your rights, you must contact us.

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    Complaints

    You may file a complaint with the Danish Data Protection Agency, if you believe that AAU disregards the data protection regulations in connection with AAU’s processing of your personal data. 

    Since AAU might be able to solve the issue, you are encouraged to contact  AAU’s Data Protection Officer at dpo@aau.dk before filing a complaint with the Danish Data Protection Agency

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    AAU's Data Protection Officer

    If you have questions regarding your rights, please contact our Data Protection Officer at dpo@aau.dk.