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Personal data - Ordering certificates

Updated printUdskriv

Content

Purpose of processing personal data
Data Controller and Data Processor
The Data Protection Officer
What personal data is processed?
How long is your information stored?
Laws and regulations
  Your rights as a data subject
Complaints about the processing of personal data

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Purpose of processing personal data

The purpose of processing your personal data, your child's and any power of attorney holder's personal data is to process your order for a certificate. 

Data Controller and Data Processor

The parish where you or your child under the age of 18 resides at the time of the order for a certificate is the processing authority and thus the data controller for the processing of the personal data. 

If you or your child under the age of 18 do not reside in Denmark, the parish where you last resided in Denmark is the authority for processing the order for a certificate and is thus the data controller for the personal data.

If you or your child under the age of 18 were born in the Southern part of Jutland, the municipality of the Southern part of Jutland where you or your child was born is the authority for processing the order for a certificate and is thus the data controller for the personal data, regardless of your place of residence.

The Ministry of Health and Ecclesiastical Affairs and the authorities that use the Ministry's joint systems, including the municipalities in the Southern part of Jutland, have joint data responsibility for the processing of personal data when the processing takes place within the Ministry of Health and Ecclesiastical Affairs' remit, cf. 'Cirkulære om fælles ansvar' no. 9447 of June 15, 2021.

The data processor of the Danish National Church is DXC Technology.

The Data Protection Officer

Questions about an authority under the Ministry of Health and Ecclesiastical Affairs processing of your personal data can be made by contacting the Data Protecting Officer in the Ministry of Health and Ecclesiastical Affairs:

Senior Consultant Rasmus Paaske Larsen 
Tel.: 3392 3390 
E-mail: databeskyttelsesraad@km.dk

By letter: Ministry of Health and Ecclesiastical Affairs, Frederiksholms Kanal 21, 1220 Copenhagen K, Attn.: The Data Protection Officer.

Enquiries to other authorities' data protection officers should be directed to the relevant authority.

What personal data is processed?

The authority collects and processes the following information about you:

  • Name
  • Civil registration number
  • E-mail address
  • Address
  • Phone number

If the application concerns a child, the authority will also process the following information about the child:

  • Name
  • Civil registration number

If the application is granted by proxy, the authority will also process the following information about the holder of the power of attorney:

  • Name
  • Address
  • Civil registration number

How long is your information stored?

  • An order for a certificate that is approved or rejected by the processing authority is stored for 2 years. The application is then deleted, anonymised or transferred to the archive in accordance with the rules of the archive legislation.
  • A digital order for a certificate that does not reach the data controller for technical reasons in the system is stored in the system for 6 months, after which it is deleted.

Technical system reasons may be, for example, that the person ordering a certificate does not live in Denmark.

Laws and regulations

The certificate order is processed according to the following rules:

The processing takes place based on Article 6 (1)(c) and (e) of the General Data Protection Regulation on legal obligations and the exercise of public authority, cf. 'Cirkulære om førelse af folkekirkens ministerialbøger i den elektroniske kirkebog og om udfærdigelse af attester og udskrifter m. v.'

Processing of civil registration numbers takes place based on section 11(1) of the Danish Data Protection Act. 

Any processing of sensitive data (religious affiliation to the Evangelical Lutheran Church) takes place based on Article 9(2)(g) of the General Data Protection Regulation on the exercise of public authority in the public interest, cf. section 10 of 'Cirkulære om førelse af folkekirkens ministerialbøger i den elektroniske kirkebog og om udfærdigelse af attester og udskrifter m. v.'

No automated decision-making or profiling is used in connection with the processing.

You can read more about the regulatory framework here:

Your rights as a data subject

You have the following rights under the 'General Data Protection Regulation'.

  • Right of access to the data that the authority in question processes about you.
  • The right to have your information corrected in certain cases if it proves to be incorrect or misleading.
  • The right to object to the authority's otherwise lawful processing of your data.
  • The right, in certain cases, to have information about you deleted before the date of the authority's otherwise specified deletion occurs.
  • The right to transmit information (data portability) does not apply to an order for a certificate, as the processing takes place as part of an exercise of public authority that the data controller has been assigned by law.

You can read more about your rights in the 'Danish Data Protection Agency's guidance on the rights of data subjects'.

If you want to exercise your rights, including requesting access to the processing of your or the date of the deceased data by the processing authority, you must contact the relevant authority. 
You can find contact information on borger.personregistrering.dk.

Complaints about the processing of personal data

You have the right to complain about the data controller's processing of your personal data to the Danish Data Protection Agency in accordance with the rules in Article 77 of the General Data Protection Regulation.

You can contact the Danish Data Protection Agency from your digital mailbox on borger.dk or by e-mail to dt@datatilsynet.dk.