Adopted by the board

Transparency

Articles of association, financial statements, the Board's rules of procedure, and the Board's decision minutes are publicly available on an online drive. The drive can be accessed through the club's website as far back as digital archives are available. Handling of personal matters and similar issues is recorded as closed items and not disclosed publicly, but will always be accessible to the current board. All department heads are similarly encouraged to ensure transparency by publishing the minutes of their departmental meetings.

Financial transactions

All financial transactions are double-approved, including reimbursements, bill payments, advance payments, etc.

In exceptional cases, the board may approve fixed payment agreements/subscriptions to be approved with subsequent ongoing withdrawals, so that the same bill does not need approval every month. It is the responsibility of the executive committee to review these agreements at least once a year.

In addition to the above, the association uses "company cards." The board may decide that individuals can be issued a company card with limited credit and without automatic replenishment. A consumption overview is sent to the executive committee monthly. In case of disagreement about the use of the "company card," it is up to the board to decide on repayment and possibly revocation of the card. The board maintains a list of those who have been issued a "company card."

Impartiality

Confirmed impartiality must be noted in the minutes. A board member is considered impartial in cases where they have a financial interest or a particular personal interest in the outcome of the matter. The concerned board member must inform the board about the situation so that the board can determine whether there is impartiality.

Confidentiality

Members of the board, department heads, and employees are obligated not to disclose to anyone without justification what they have become aware of in the exercise of their duties. Matters that, by their nature, must be brought to the knowledge of third parties are not considered unjustified disclosure. It is the joint responsibility of the board and department heads to emphasize that confidential matters are indeed confidential.

This obligation continues after the end of the term of office.

Adopted by the board

Smoking

Smoking is prohibited in the premises and facilities that Pan Idræt has available on a daily basis. The purpose is to spread smoke-free environments to prevent the harmful health effects of passive smoking and to avoid anyone being involuntarily exposed to passive smoking.

When members, employees and volunteers use facilities provided by others, such as municipalities or other partners, we follow the rules and instructions that apply to the individual area. The same applies when participating in club activities abroad.

All social indoor events in Pan Idræt are smoke-free - it is possible to allow smoking in the outdoor area if it is possible to walk to and from the event without having to go through a smoking area.

If smoking outside under the auspices of Pan Idræt's events, smoking must be done considerately. Cigarette butts, snuff and the like must be disposed of in the trash so that we do not burden the environment.

We do not distinguish between different types of smoking.

Alcohol and other intoxicants

In connection with social activities in Pan Idræt, including social activities in connection with training, competitions, trips, training camps, conferences, etc.

When planning the year's various social activities in the club, emphasis is placed on organizing events that do not require the consumption of intoxicants and that non-alcoholic alternatives are always present if alcohol is offered.

When volunteers participate in activities with a specific task, it is expected that they do not consume any form of intoxicants during the task. If the task is of a representative nature where the consumption of alcohol can be understood as a natural part of the event, good judgment is expected.

Employees are not allowed to drink during working hours.

Adopted by the general meeting on 1 April 2016

Fair Play & Inclusion
At Pan Idræt, we believe that Fair Play is above all other principles in sports.

Fair Play is more than simply complying with the respective rules associated with organized sports. Fair Play is to show a basic respect for each other both during and outside the exercise of sports.

From our historical origins, a sports club founded by gays and lesbians, it is in our DNA to be an inclusive sports club with a special focus on sexual diversity and gender diversity. We must always create one
safe and open sports community based on Fair Play for everyone who joins Pan Idræt.

It is our priority that no one is subjected to direct or indirect discrimination, as long as the participation in sports takes place on equal and fair terms based on Fair Play.

Gender identification is not the starting point for the division of our sports teams and activities, unless this is specifically determined by the department responsible for the activity in question. Such a division must be justified in sport-specific conditions.

Concrete needs for division on the basis of gender identity

We recognize the complexity of gender identity, and accept that there may be situations, especially in connection with competitions, where it is assumed that a division takes place on the basis of gender - female and male.

Our members decide for themselves whether they want to participate as a man or a woman. Such a choice must be in accordance with the values of Fair Play.

Medical treatment with hormones is not an obstacle to participation in Pan Idræt's activities, as long as the principles of Fair Play are observed.

In the event of a disagreement regarding compliance with the Fair Play principles, it is the steering groups in the individual departments that make the decision on placement as a woman or a man.

The above policy does not apply to sporting events, competitions, matches, etc., if these are subject to another policy, which follows decisions in
the governing organizations to which these are subject.

Adopted by the board

Pan Idræt would like to showcase photos and films taken in our association to members and other interested parties. For some of our members, this may create uncertainty, and therefore, we seek to establish guidelines for the use of films and photos in Pan Idræt.

Acceptance

All registered members accept that the association uses films and photos where members may appear.

If a member wishes to waive this automatic acceptance, they must make their preference known to the photographer and to the responsible volunteer for the activity at every photo or video event.

This could be a member of the board, steering committee, or the coach in charge of the activity.

Pan Idræt maintains no record of those who do not wish to be photographed, so it is the responsibility of each individual to communicate their preference each time.

Photo

Pan Idræt uses video material that is posted on the association's YouTube channel(s), social media, or other public platforms.

Film

If you have any questions or objections regarding a specific film or photo that the association has used, please contact the board immediately.

If you have questions or objections to a given film or photo the association has used, please contact the board immediately.

The privacy policy in the Danish version is the only applicable version. The version on this page is a translated version.

The privacy policy has been drawn up by Pan Idræt's board following guidance from the Danish Sports Confederation and DGI jointly.

Pan Idræt's 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 fair and transparent treatment.

Consistent with our data processing is that we only process personal data for specific purposes and based on legitimate (legitimate) interests. We only process personal data that is relevant and necessary to fulfill the stated purposes, and we delete your data when it is no longer necessary.

Contact details of the data controller

Pan Idræt (Pan Idræt Copenhagen and Pan Idræt Frederiksberg) is the data controller, and we ensure that your personal data is processed in accordance with the legislation.

Contact details:

Contact person: Lene Hyrup Eriksen, Development and operations consultant

Address: Vesterbrogade 6D, 2nd floor - 1620 Copenhagen V

CVR: 28 83 29 82 / 34 14 04 99

Mail: sekretariat@panidraet.dk

Website: www.panidraet.dk

Processing of personal data

We process the following personal data:

Member information:

General personal data:

• Registration and contact information such as name, gender, address, registration date, telephone number, date of birth, e-mail address, position

Personal data assigned a higher level of protection:

• Gender identity and sexuality that members have the option to indicate on their member profile

Information about managers and coaches:

General personal data:

• Contact information such as address, telephone number and e-mail address
• Other information about positions of trust, other positions in relation to the association and bank account number

Personal data assigned a higher level of protection:

• CPR number
• Information on criminal offenses when obtaining a child certificate

This is where we collect information from

We usually get the information from you. In some cases, there may be other sources:

• Public authorities, e.g. necessary tax information when paying wages
• The main sports organisations, e.g. information about club changes, quarantines and course participation

The association's purpose for processing your personal data

We process your personal data for specific purposes when we have a lawful reason.

Legal grounds for processing are in particular:

• We refer to the association's legitimate (legitimate) interests in processing your information here to the balancing of interests rule.
• That it is necessary to fulfill a contract with you
• Processing according to legal requirements
• Treatment with consent

The purposes

1) Purpose of processing member information:

• The association's member management, including dues collection
• As part of the association's sporting activities and other activities, including planning, implementation and follow-up
• Fulfillment of legal requirements, including the Public Information Act
• Delivery of goods and services you have ordered
• Administration of your relationship with the club

2) Purpose of processing information on managers and coaches:

• Handling the tasks and duties of the coaches and managers in the association
• Overview and improvement of experience and skills, including courses
• Compliance with legal requirements
• Payment of wages, allowances, refunds and the like
• Administration of 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 balancing of interests rule, this processing will be solely motivated by legitimate (legitimate) interests such as:

• Carrying out sports activities, including drawing up team cards, team lineups, internal results lists, etc
• Handling of your membership rights according to the articles of association, etc., including in relation to the general meeting
• Fulfillment of membership obligations, including collection and payment of dues etc
• Organizing social events, sporting activities and other activities
• Use of situational photos taken in the association that depict a specific activity or situation in the association, here we also refer to the more specific photo policy adopted by the general meeting

Dissemination of your general personal data to special associations in DIF, to DGI and to DGI's regional offices, to the extent relevant and necessary in connection with sporting activities

As the association is a member of sports organisations, information about managers and coaches is passed on to these, 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 member information for a period after you have left the association

For the sake of contact options, information about the parents may be processed for children and young people under the age of 18

Preservation of information with historical value for statistics and the like

Consent

Most often, our processing of your personal data will be based on a different legal basis 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, your consent is voluntary and you can withdraw it at any time by notifying us.

When we collect personal data about children and young people, we make an assessment of whether the child himself is able to provide the personal data in question. If not, we obtain consent from a parent. Our starting point is 15 years, cf. the right to vote in §8 subsection of the articles of association. 2.

Disclosure of your personal data

In connection with sporting activities, information about participation and results may be passed on to relevant sporting organisations.

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

We do not pass on personal data to companies for marketing purposes without your consent.

Storage and deletion of your personal data

We have different processing purposes and storage periods depending on whether we process your personal data as a member of the association, as an unpaid manager or trainer or as a paid manager or trainer:

Members:

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

For practical and administrative reasons, we store your general member information for up to 3 years after the calendar year of your termination from the association

Unpaid managers and coaches:

We will store your personal data 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 member information for up to 1 year after your employment has ended

Paid managers and coaches:

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

Accounting documents, including e.g. salary voucher must be kept for 5 years from the end of the financial year to which the voucher relates

Other relevant information for follow-up and the determination of any claims is stored for 5 years after the work has ended

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 Regulation when we process personal data about you:

• The right to be informed about the processing of data
• The right to access your own personal data
• The right to rectification
• The right to erasure
• The right to restriction of processing
• 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 data via your own profile in the member system.

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.
If you e.g. addresses you with a request to have your personal data corrected or deleted, we investigate whether the conditions are met and, if so, carry out changes or deletion as soon as possible.

You can always file a complaint with a data protection supervisory authority, e.g. The Norwegian Data Protection Authority.

Revision of the privacy policy

We reserve the right to make changes to this privacy policy from time to time. In case of changes, the date at the top of the privacy policy will be changed. The privacy policy in effect from time to time will be available on our website. In the event of significant changes, you will receive notification of this.

Adopted by the board

Pan Idræt is an association whose foundation and basis are built on an ambition for more diversity in the world of sports. Therefore, it is only natural that as an organization, we have an ambition for diversity in our democratically elected leadership.

This particularly applies to the board and steering committees.

(In the latest revision of this ambition, the secretariat has 1 employee, which is why employees are not included in the ambition.)

At Pan Idræt, we aim to have strong, engaged, and competent volunteer leadership in our board and steering committees. Competent decisions are best made in decision-making forums that encompass a broad spectrum of diversity.

We recognize that ambitious efforts are needed in the recruitment of volunteer leaders.

In Pan Idræt's democratic and member-elected forums, different diversity categories collectively should constitute a minimum of 30% of representation. There can be many diversity categories that contribute to diverse leadership and good decisions – in Pan Idræt, particular attention is given to gender, sexual orientation, and age.

Overall, judgment is used, as not all data is recorded.

Example 1 – Gender:

If the board/steering committee consists of 7 people and 5 (71.43%) of them are cisgender men, the ambition should be that the remaining 2 members are not cisgender men, perhaps they are transgender or cisgender women, thereby reaching 28.57% with a different diversity than the majority.

Example 2 - Age:

If the board/steering committee consists of 7 people and 5 (71.43%) of them are in the age range of 50-60, the ambition should be that the other 2 members are not in the age range of 50-60, and perhaps not even 49 or 61, but maybe closer to 25 years or 75 years.

In certain departments of Pan Idræt, such as those without members under 50, it is pointless to talk about recruiting volunteers under 50 for the next steering committee since it would be impossible to find anyone under 50. In such cases, consideration can be given to education/job background, training frequency, seniority in the club, or similar.

Example 3 – Sexual orientation:

If the board/steering committee consists of 7 people and 5 (71.43%) of them are gay men, the ambition should be that the other 2 members are not gay men, perhaps they are bisexual, lesbian women, pansexual, etc., thereby reaching 28.57% with a different diversity than the majority.

The ambition is about looking for differences that can contribute to good and healthy decisions.

Adopted by the board

Pan Idræt wants a safe and responsible club environment that focuses on promoting well-being for members, volunteers and employees.

Pan Idræt expects that the work of unfolding the club's activities takes place through a proper and constructive dialogue between members, volunteers and employees.

Therefore, working relationships in Pan Sports are based on an equal and respectful relationship among members, volunteers and employees, and we encourage an open dialogue about personal boundaries and expect a respectful and professional approach. This also applies to external collaborations.

That is why we have formulated a togetherness and safety policy:

Pan Idræt must be a safe place to be. We do not accept bullying, abusive behavior, abusive language, harassment, sexual harassment, violence, threats of violence and discrimination. Likewise this also means that we do not accept members in the club with convictions for crimes dangerous to persons.

RESPONSIBILITY
The board and management of the individual departments have a special responsibility to ensure a safe club environment. As part of ensuring security, the subject can be raised at general meetings, annual meetings, player meetings, network meetings and similar forums where volunteers, employees and members meet across the board during the year.

INTERVENTION
If violations of the policy nevertheless take place in Pan Idræt, the board has an obligation to immediately investigate what has happened - this can be done in close cooperation with any department management.

It can be different what the individual experiences as abusive behaviour.
Cases are therefore also assessed individually, and the starting point is the experience of the person(s) affected. Emphasis is placed on solving any problems as early as possible.

As a starting point and for reasons of confidentiality, cases are dealt with by the executive committee for Pan Sports. The person in charge and the deputy persons in charge will concretely determine on a case-by-case basis which persons among the board members must be involved in the case and which measures must be taken to solve the problem. In the event of exclusion, the entire board of directors is involved in the decision, cf. the section on exclusion in the articles of association.

WHAT CAN YOU DO?
It is the individual's responsibility to show an appropriate sense of the situation and common sense, as well as to recognize and understand that mood, boundaries, perspectives, etc. may vary from person to person. Some situations can therefore also be handled by simply speaking up in the given situation and thus the offending behavior has stopped - while other situations or conditions require special handling.

If you yourself experience or witness behavior mentioned in this policy that is not handled in the situation, or become aware of conditions in Pan Idræt that do not harmonize with this policy, you are encouraged to:

Assess whether you can handle the situation yourself.

If the situation cannot be resolved by yourself, you should contact your department management for assistance.

Finally, you always have the opportunity to contact Pan Idræt's executive committee. (forperson@panidraet.dk).

Our Security Policy was last adjusted in November 2024 and is continuously updated.
At least after each general meeting, the policy is reviewed.