Privacy policy

Personal data in Danish Export Association – how we process your personal data

We process your personal data with respect, with full transparency for you, and naturally, in accordance with the EU Data Protection Regulation. Please read on to learn about what personal data we process, how we pro-cess it and what your rights are.

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The Danish Export Association is the data controller – contact us here

The Danish Export Association is the data controller for processing personal data that we receive from you.

Our contact information is:

Danish Export Association

Eksportens Hus
Lysbrohøjen 24,
8600 Silkeborg, Denmark
Central Business Register (CVR) no.: 35310118
Tel.: +45 86 81 38 88
E-mail: export@dk-export.dk

 

Copenhagen office

Kongens Nytorv 26, 3.
1050 Copenhagen K, Denmark

 

China office

Danish Export Association
Shanghai Rep. Office
Rm1703, 1277 Beijing Xi Lu
Shanghai 200040, China


Subcontractors and partners

We have a number of subcontractors who act as data processors for us, e.g. in connection with IT support, web and CRM. We have entered into a data processor agreement with our suppliers and it ensures that they comply with the EU Data Protection Regulation, so that we can be sure that your data is processed securely and correctly, and in accordance with legislation.

Please feel free to contact us if you have any questions, comments or for any other matter.

What is personal data?

Personal data is information that can identify you as a physical person. Here at the Danish Export Association, only the following personal data is relevant to our business: Name, work e-mail address, job title, place of employment, relation with regard to immediate decision-maker, CV, passport number, Civil Registration (CPR) no., marketing, sector and national interests etc., and situational pictures and videos. You therefore may be asked to supply us with personal data, as this may be necessary for us to carry out an activity.

The Danish Export Association processes the personal data that is associated with the contact persons at members’ locations, customers, suppliers and other relevant partners by collecting, registering, systemising, storing, adjusting, disclosing and deleting personal data.

We collect, process and store personal data about you in connection with membership, purchases or interests in our activities, offers, etc. It might also be the case that you are a necessary contact person because your colleagues have entered into an agreement with the Danish Export Association and have stated that you are the contact person. If this is the case, we will also process your personal data in accordance with our personal data policy. In both situations, consent must be freely and clearly given, so that you know precisely what personal data we collect, process and store, and to what purpose.


What is the purpose of our processing of personal data, what personal data do we process and that is the legal basis?

The Danish Export Association is a members-owned organisation, which operates networking groups in Denmark and in China, and provides a number of activities to members and non-members. We process personal data about you in a number of circumstances, which you can learn about below: 

  • When your company becomes a member of the Danish Export Association, and you are the relevant contact person for the company.
  • When you register to participate in activities, which the Danish Export Association organises/is the co-organiser of.
  • When you express an interest in an activity, market, industry, etc.
  • When you participate in surveys, competitions etc., that we organise.
  • When you are a partner or supplier to the Danish Export Association.

 

Membership

We collect personal data about you, data about your company and other relevant contacts for the membership, when you join the association. We do this for the purpose of processing the registration, invoicing membership fees and purchases of activities, and in connection with marketing, contact relating to membership, service e-mails, etc.

We store the data throughout the membership period and when you cancel your membership, we store the data that is necessary to ensure that we comply with applicable Danish legislation. We store data relating to areas of interest and participation for the relevant period of time. Please feel free to contact us to be informed about what personal data about you that we store or if you want us to delete your personal data.  

Personal data includes name, title, e-mail address, telephone number, areas of interest in relation to markets, sectors, knowledge etc., and also data about the company, e.g. Central Business Register (CVR) no. and total number of employees.

 

Activities

We collect personal data about you in connection with activities that you or your company participates in. We do this for the purpose of carrying out an activity in the best possible way for you as a participant. We save your personal data and use it to market similar activities based on your previous preferences, so that you receive offers that match your interests. 

We store the personal data throughout the membership period and when you cancel your membership, we store the information that is necessary to ensure that we comply with the Danish Bookkeeping Act’s requirements relating to documentation. We store personal data relating to areas of interest and participation for the relevant period of time. Please feel free to contact us to be informed about what personal data about you that we store or if you want us to delete your personal data.

The legal basis for our processing of personal data is the EU Data Protection Regulation.

 

How do we use your personal data?

We use your personal data to provide you with the best experience when you participate in activities with us. In addition, we use your personal data to develop and optimise our communication and marketing to you, so you are provided with knowledge and information that is targeted for you and your interests. You can therefore expect that we use your personal data for the following: 

  • Registration and coordination in connection with planning and execution of activities.
  • Fulfilling our agreement and your wishes and expectations relating to activities or our offers.
  • Improving and developing our offers and activities.
  • Adjusting and developing our communication and marketing.
  • Ensuring that we comply with the applicable legislation.

 

Images and video

When you participate in activities with the Danish Export Association, you will experience that we take situational pictures and/or situational videos, in which you are involved. We do this in the following situations: 

  • When we carry out activities where we have received a grant from the Trade Council, since it is required that we document the event and its benefit by among other things, using photographic material/video.
  • When we carry out activities, we film/take pictures for use in marketing. You can decline to participate – all you have to do is contact us.
  • We use the images and videos from our activities as internal documentation and for learning how we can optimise the execution of our activities. Please feel free to contact us, if you want to be deleted from our material.

 

Disclosure to a third party

The Danish Export Association discloses personal data to third parties. It may be in situations where we are required to disclose personal data to e.g. a subsidiary or trade fair organiser in order to execute an activity satisfactorily. If this is the case, we disclose only the most necessary personal data for the purpose of fulfilling the agreement between the Danish Export Association and your company. We also disclose personal data to our supplier of printed materials in relation to the distribution of our annual magazine. Lastly, we disclose personal data to a third party if a situation rises where this is necessary for compliance with applicable Danish legislation.

If your company participates in activities, which our subsidiary DWEA organises/co-organises, we disclose your personal data if you are the contact person for your company. DWEA receives data only in order to execute activities.

When our subsidiary Standesign manages a stand design task on a project, where your company participates, we disclose the personal data that is relevant for the solution of the task. In this way, Standesign can contact you about your stand, so that the task is solved in accordance with your wishes.

Disclosure to a third country

When you enter into an agreement with the Danish Export Association on participation in an activity that involves collaboration with a partner located in a third country, you will see that we disclose your personal data to our partner, so that the company can fulfil the agreement. In these situations, we will seek your consent and clearly inform you about how your personal data will be disclosed, to whom and for what purpose. We only disclose the personal data that is absolutely necessary to ensure that our partner can solve the task.

The Danish Export Association collaborates solely with trusted partners, e.g. embassies, general consulates, trade fair organisers etc., located in third countries, and we carefully select who receives your personal data. We also have set requirements for the processing of your personal data that our partners must meet.

How do we store your personal data?

The Danish Export Association stores and processes your personal data in accordance with our IT policy, which determines how we secure your personal data against unauthorised access, destruction or from making your personal data public. Our systems are carefully selected with regard to security, so that we can be sure that your personal data is processed with as much care as possible. We have entered into a data processor agreement with our subcontractors, partners, etc., and have stringent requirements in place to ensure that your personal data is processed correctly. 

All of the employees at the Danish Export Association have access to your personal data and know how to process your personal data. We maintain continuous focus on personal data and IT security, and all of the employees receive knowledge and training in relation to the secure processing of personal data on an ongoing basis.

 

Your rights

You can contact the Danish Export Association at any time to learn about which personal data we have collected about you, where this personal data came from and what you can expect we will use it for. You can also learn about who receives your personal data and which subcontractors we collaborate with, and whom are therefore data processors and can see your personal data. 

If you wish to have your personal data corrected or deleted, then please contact the Danish Export Association. We will discuss your wishes with you, so that we can be sure that you get the best possible help, and that the Danish Export Association complies with Danish legislation. We will then delete your personal data as quickly as possible, once the conditions are in place.

If your company leaves the Danish Export Association or you are no longer employed in the company, we save your identity and transaction data for five years in accordance with the Danish Accounting Act and the Danish Act on Measures to Prevent Money Laundering and Financing of Terrorism.

We do not deliberately collect personal data from people who are under the age of 18. If we become aware that this has happened, we will immediately delete such personal data. 

You can contact the Danish Export Association and receive help in connection with your personal data:

 

Sebastian Schwarz
Head of Administration and HR
Sebastian.schwarz@dk-export.dk

 

Tanja Hai
Head of Communications and Marketing
Tanja.hai@dk-export.dk