How we process your data when you participate in an event arranged by International Office, AAU

We are obligated to inform you how we process your data as a participant in events arranged by the International Office, and about your rights when you give your consent.

WE ARE THE DATA CONTROLLER:

Aalborg University
Fredrik Bajers Vej 7K
DK-9220 Aalborg
CVR no. 2910238

Aalborg University (AAU) processes your information in accordance with The General Data Protection Regulations and The Danish Data Protection Act. One of our obligations is to inform you about how your information is processed.

The purpose of processing your data

Registration

By participating in an event arranged by the International Office, Aalborg University (AAU), AAU will collect and process personal information about you.

We do this to manage your registration and participation in the event, to evaluate the event. Your information can be used for registration, ongoing contact regarding your participation, follow-ups, evaluations and statistics about the event.  

Photos and video recordings

Aalborg University, CVR. No. 2910238 /att.: International Office will like to take pictures, making videos and record sound of the atmosphere at events for communication, branding and marketing purposes which includes content/posts on AAU's social media accounts, on AAU's websites, information campaigns online and offline for AAU, advertisements for and articles about AAU in prints, posters, brochures/printed matter and digital media formats, as well as profiling, and on online platform during the event.

During your participation in an event, it is possible that you could appear peripherally on some of these recordings. The recordings will only be ambient and there will be no close-ups or pictures etc. that exposes you. In some cases, we will blur the participants for anonymization purposes.  

It is always specified in the registration form which of the above-mentioned marketing purpose your data may be included in and from what event the photos ect. will be taken.

How to avoid the camera: If you do not wish to take part in a photo/video, we recommend you stay in the background of lectures etc.

We process the following personal data:

Registration

When you register for an event, we collect and process the following information:

Name, e-mail address, study program, semester, name and nationality of your home university, department, student ID , pictures, videos and general personal data. 

Photos and videos

We process your data in accordance with the General Data Protection Regulations article 6(1) (b) and General Data Protection Regulations article 6(1) (e).

How we store your data

We will store your personal data for as long as necessary for the data processing purpose in accordance with the applicable legislation. We will then erase or archive your personal data.

Archiving your information under the Danish Archives Act means that AAU, as a state authority, may in some cases be obliged to register and hand over the information to the Danish National Archives. When the information is handed over to the Danish National Archives, it is covered by the rules of the Danish Archives Act, which, among other things, requires permission from the Danish Data Protection Agency for the disclosure of personal data.

Your rights

When we process your personal data, you have several rights under the General Data Protection Regulation. For example, you have a right to erasure and a right to data portability.

In certain cases, you have a right of access, a right to rectification, a right to restriction of processing and a right to object to our processing of the personal data in question.

Be aware that you cannot withdraw your consent with retroactive effect.

You can read more about your rights in our privacy policy, which you will find here: https://www.aau.dk/om-cookies.

 

AAU’s Data Protection Officer

If you have general questions about your rights, you can contact our Data Protection Officer Niels Vase at dpo@aau.dk.

Do you want to complain?

We must and will always comply with the rules. If you believe that we do not meet our responsibility or that we do not process your data according to the rules, you may lodge a complaint with the Danish Data Protection Agency at dt@datatilsynet.dk.

However, we encourage you to contact us first, as we want to do our utmost to accommodate your complaint. Please contact Lotte Sølvkær, internationaloffice@aau.dk.

Participation in an event is personal and you enter a confidential room with the other participants.

It is therefore forbidden to share personal information about the other participants and to make your own recordings or photos of the meeting without prior agreement.

It is essential that you are aware of the general conditions of personal data when attending an online meeting.

We have therefore prepared a couple of recommendations for you:

1. If you do not want your name to appear, you can see if this can be changed.
   • Zoom: on Zoom you can change your name to an alias. You can only change the name once you have entered the webinar. If you cannot change the name, please contact the webinar host. You can read more about AAU's use of Zoom here.
   • Microsoft Teams: If you participate on MS Teams via your AAU e-mail (@ student.aau.dk), your name and e-mail will appear. You can join as a guest via another email, but your email will continue to appear. You can also use a temporary email via services such as www.throwawaymail.com.
   • See more about how to participate as a guest here (in Danish).
     You can read more about AAU's use of MS Teams here.
2. If you use your camera during the webinar, you should consider what appears in the background behind you. You can consider using a virtual background or blur the background. That way, it is only you and not your surroundings that others can see. This is done in the camera settings in the webinar software and can only be activated once you have entered the webinar.
3. If you are in doubt about whether polls are conducted anonymously, ask the host of the webinar.
4. Think about what you write in the chat and what personal information you disclose through what you say.
   • On Zoom, a chat is not saved after the meeting ends (though it can be saved manually)
   • On MS Teams the chat is automatically stored and can be accessed after a meeting.
5. Think about what files you send via an online meetings, and who can view and access these even after the meeting.
   • On Zoom, shared files in a chat are not saved after the meeting ends.
   • On MS Teams, files shared via the chat and can therefore subsequently be accessed by anyone with access.
6. Think about what you show if you share your screen. Depending on how you do screen sharing, you may accidentally display personal information (e.g. desktop wallpaper, personal files and folders, etc.). A good piece of advice is to have prepared what you want to share before activating screen sharing.

If it is believed to be beneficial to the participants' benefits and continued learning process, we reserve the right to record online events and webinars.

The recording will only be of plenary activities. Breakout rooms or other situations where individuals can be clearly identified are not recorded - or they will be edited before publication.

• The amount of data included in the recording differs on the platforms used. In some cases, for example, chat and polls are not included, while other programs record everything that happens in the meeting.
• The recording is sent to all registered and may not be forwarded without prior agreement.
• The recording is available for 12 months, after which it is deleted and can no longer be accessed as it is deemed out of date.
• It will always be clear whether a webinar is being recorded.
• It is not possible to be edited out of a recording, so if you do not want to appear, your only option to ensure this 100%, is if you do not participate.

When participating in a guidance session, you should be aware of all the general conditions regarding handling of your personal information (see the section "How we process your data" above for more info).

Your counselor has a duty of confidentiality, and the conversation is considered confidential, which applies both ways. You are therefore not allowed to record the conversation without prior agreement.

When you book a guidance session, you have the option of adding in-depth information and uploading files. This information is stored in our booking system and deleted after 5 years.

How we process your data when you give your consent to the International Office, AAU

We are obligated to inform you how we process your data as a participant in events arranged by the International Office, and about your rights when you give your consent.

WE ARE THE DATA CONTROLLER

Aalborg University
Fredrik Bajers Vej 7K
DK-9220 Aalborg
CVR no. 2910238

THE PURPOSE OF PROCESSING YOUR DATA

When you give your consent to AAU to process your personal information for marketing/branding purposes this will encompass:

The International Office at AAU may use photos, quotes and videos in information and marketing material about AAU and at AAU's conferences, seminars and professional events for content/posts on AAU's social media accounts, on AAU's websites, information campaigns online and offline for AAU, advertisements for and articles about AAU in prints, posters, brochures/printed matter and digital media formats, as well as profiling, campaign and advertising films for television and on online platforms.

WE PROCESS THE FOLLOWING PERSONAL DATA:

Pictures, videos, quotes and general personal data (see Article 6(1) (a))
(E.g. name, address, email, age, self-published data, study program, semester, name and nationality of your home university etc.)

HOW WE STORE YOUR DATA

We will store your personal data and pictures/videos for as long as necessary for the data processing purpose for which we are obtaining your consent and in accordance with the applicable legislation. We will then erase your personal data.

YOUR RIGHTS

When we process your personal data, you have several rights under the General Data Protection Regulation. For example, you have a right to erasure and a right to data portability.

In certain cases, you have a right of access, a right to rectification, a right to restriction of processing and a right to object to our processing of the personal data in question.

Be aware that you cannot withdraw your consent with retroactive effect.

You can read more about your rights in our privacy policy, which you will find here: https://www.aau.dk/om-cookies/.

AAU’S DATA PROTECTION OFFICER

If you have general questions about your rights, you can contact our Data Protection Officer Niels Vase at dpo@aau.dk

DO YOU WANT TO COMPLAIN?

We must and will always comply with the rules. If you believe that we do not meet our responsibility or that we do not process your data according to the rules, you may lodge a complaint with the Danish Data Protection Agency at dt@datatilsynet.dk.

However, we encourage you also to contact us, as we want to do our utmost to accommodate your complaint.

DATA TRANSFER AND SHARING (SOME)

Based on your consent, AAU is allowed to publish material containing your personal data on its social media accounts, including Facebook, YouTube, Instagram and Twitter. Many social media platforms are owned by companies located outside the EU with affiliates within the EU where data mainly is stored. This may result in data being transferred to the company outside the EU and you must be aware that these countries may not provide the same level of data protection as in the EU.