Privacy Policy for Pan Idræt

1st edition - 23.05.2018

Pan Idræt data responsibility

We process personal data and have therefore adopted this privacy policy, which briefly tells you, as a member, trainer and volunteer, how we process your personal data to ensure a fair and transparent processing.

Throughout our data processing is that we only process personal data for certain purposes and on the basis of legitimate interests. We only process personal information that is relevant and necessary to fulfill the stated purposes, and we delete your information when it is no longer needed.


Contact information of the data controller

Pan Idræt is responsible for the data, and we ensure that your personal data is processed in accordance with the law.

Contact Information:

Contact person: Christian Bigom, chairman

Address: Rolighedsvej 6, 5th floor

CVR: 28832982



Processing of personal data

We process the following personal information:

  • Member information:
  • General personal information:
    • Registration and contact information such as name, gender, address, registration date, telephone number, date of birth, e-mail address, position
  • Personal data with a higher degree of protection:
    • Gender identity and sexuality as members have the option to indicate these on their member profile
  • Information about managers and coaches:
    • General personal information:
    • Contact information such as address, telephone number and e-mail address
    • Other information about positions of trust, other duties in relation to the association and bank account number
  • Personal data with a higher degree of protection:
    • Danish personal number (CPR)
    • Information on criminal offences when obtaining information about criminal records as required by law for coaches etc. with contact with minors

We collect information from

Usually we get the information from you. In some cases there may be other sources:

  • Public authorities, e.g. necessary tax information when paying salary etc.
  • Sport governing bodies, e.g. information about club changes, quarantines and course participation


The objective of the club with processing of your personal data

We process your personal information for specific purposes when we have a legal reason.

Legal reasons for processing this are in particular:

  • The club's legitimate interests in processing your information. Here we refer to the balance of interests rule.
  • That it is necessary to fulfill a contract with you
  • Processing according to legal requirements
  • Processing with consent

The purposes:

1) Purpose of processing member information:

  • The club's membership management, including membership fee collection
  • As part of the club's sports activities and other activities, including planning, implementation and follow-up
  • Compliance with legal requirements, including the Danish General Adult Education Act ("Folkeoplysningsloven")
  • Delivery of goods and services you have ordered
  • Managing your relationship with the club

2) Purpose of processing information on managers and coaches:

  • Handling of the coaches' and managers' duties and duties in the association
  • Overview of and improvement of experiences and competencies, including courses
  • Compliance with legal requirements
  • Payment of salaries, allowances, refunds and the like
  • Managing your relationship with the club

We only process personal data based on legitimate interests

To the extent that we process your member information on the basis of the balance of interests rule, this processing will only be motivated by legitimate interests such as:

  • Exercise of sports activity, including preparation of team cards, team line-ups, internal result lists, etc.
  • Processing your membership rights in accordance with the articles of association, etc., including in relation to the general meeting
  • Fulfillment of membership obligations, including collection and payment of membership fees, etc.
  • Holding social events, sporting activities and other activities
  • Use of situation photos taken in the association, which depict a specific activity or situation in the association, here we also refer to the more specific photo policy adopted by the general meeting
  • Disclosure of your general personal information to specialist associations iDIF, to DGI and to DGI's regional offices, to the relevant and necessary extent in connection with sports activity
  • As the club is a member of sports organisations, information about managers and coaches is passed on to them, so that managers and coaches can receive information and activity and course offers from these sports organisations.
  • For practical and administrative reasons, we also store your general membership information for a period after you leave the club
  • For the purpose of contact details, information about the parents can be processed for children and young people under the age of 18
  • Preservation of information with historical value for statistics and the like


Most often, our processing of your personal data will be based on a legal basis other than consent. We therefore only obtain your consent when, in rare cases, it is necessary to process your personal data for the purposes described above.

If we obtain your consent, it is optional if you want to give consent, and you can withdraw it at any time by notifying us.

When we collect personal information about children and young people, we make an assessment of whether the child is able to provide the personal information in question. If not, we obtain parental consent. Our starting point is 15 years, cf. the right to vote in Article 8 of the Articles of Association, section 2.

Disclosure of your personal information

In connection with sports activities, information on participation and results can be passed on to relevant sports organisations.

Information about leaders and coaches is passed on to the relevant extent to sports organisations of which the association is a member.

We do not pass on personal information to marketing companies without your consent.

Storage and deletion of your personal information

We have different processing purposes and retention periods depending on whether we process your personal information as a member of the club, as an unpaid manager or coach or as a paid manager or coach:


We will store your personal information for a period from the end of the membership and in accordance with the following criteria:

  • For practical and administrative reasons, we store your general membership information for up to 3 years after the calendar year of your leaving the club.

Unpaid managers and coaches:

We will store your personal information for a period from the end of your employment and in accordance with the following criteria:

  • For practical and administrative reasons, we store your general membership information for up to 1 year after your employment has ended

Salaried managers and coaches:

We will store your personal information for a period from the end of your employment and in accordance with the following criteria:

  • Accounting documents, including e.g. pay slips must be stored for 5 years from the end of the financial year the document is related to
  • Other relevant information for follow-up and decision-making on any claims is stored for 5 years after the work has ceased

However, we store information on members, managers and coaches for statistics and the like, as long as they have historical value.

Your rights

You have a number of special rights under the Personal Data Ordinance when we process personal data about you:

  • The right to be informed about the processing of data
  • The right to access your own personal information
  • The right to rectification
  • The right to delete
  • The right to restrict treatment
  • The right to data portability (provision of data in a commonly used format)
  • The right to object

You have the right to access your own personal information via your own profile in the member system Club Module. You can make use of your rights, including objecting to the club's treatment, by contacting us. You will find our contact information at the top.

For example, if you If you make a request to have your personal information corrected or deleted, we will investigate whether the conditions have been met, in which case we will make changes or deletion as soon as possible.

You can always lodge a complaint with a data protection authority, e.g. The Data Inspectorate.

Revision of the privacy policy

We reserve the right to make changes to this Privacy Policy from time to time. In the event of changes, the date at the top of the Privacy Policy will be changed. The privacy policy in force at any time will be available on our website. In the event of significant changes, you will be notified.

This privacy policy has been drawn up by Pan Idræt'a board in accordance with guidance from the Danish Olympic Committee and the Danish Gymnastics and Sports Association jointly.

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