Privacy Policy for Pan Idræt

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.