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Dataprocessing (1)

How we process your data in connection with your accident at work

We are the data controller

Aalborg University
Fredrik Bajers Vej 7K
9220 Aalborg Ø
CVR No. 2910238

Purpose of processing your information

Aalborg University (AAU), as your employer, is required to register work accidents and to prevent similar incidents from occurring in the future.

Work-related accidents that cause injury to AAU employees or students must be reported to the Working Environment Section at AAU. This applies regardless of whether the injured person is on sick leave due to the injury or if the injuries are considered temporary.

The Working Environment Section must then report the accident through the national reporting portal, EASY, which is part of Virk.dk. The authorities behind EASY are the Danish Labour Market Insurance (AES) and the Danish Working Environment Authority (WEA - or AT in Danish).

The Working Environment Section collects and processes personal data about the injured person necessary for the report in EASY and for further case processing—both by AES under the Workers’ Compensation Act and by AT, which uses parts of the data for statistical purposes.

If AES does not receive the requested information, it may negatively affect the injured party. Without all relevant information, AES cannot assess the work injury or determine whether the injured person is entitled to compensation. AES may therefore have to deny compensation.

The Working Environment Section also uses data on work injuries and accidents to report anonymized statistics to AAU’s management and occupational health and safety organization.

We process the following personal data

AAU processes your data in accordance with the General Data Protection Regulation (GDPR) and the supplementary rules in the Danish Data Protection Act.

One of our obligations is to inform you about how your personal data is processed. Therefore, this text is linked when you receive information about the Working Environment Section’s report of your work injury.

We process:

  • General personal data, cf. GDPR Article 6(1)(c):
    • Name, CPR number, email address, phone number, employment details, and information about the accident.
    • All this information is provided by the person reporting to the Working Environment Section.
  • Sensitive personal data, cf. GDPR Article 9(2)(b):
    • Health information and details about sick leave and its duration.
    • All this information is provided by the person reporting to the Working Environment Section.
  • Your CPR number, cf. the Danish Data Protection Act § 11(1):
    • This information is provided by the person reporting to the Working Environment Section.

How we store your information

We store your personal data securely and confidentially in accordance with applicable information security regulations.

We use IT system providers such as Microsoft and KMD for processing and storing personal data at AAU. We have data processing agreements with these providers, meaning they are subject to AAU’s instructions, confidentiality obligations, and compliance with data protection regulations.

We retain your personal data only as long as necessary for the stated purpose and in accordance with applicable legislation. After that, we delete, anonymize, or archive your data.

Archiving is done in accordance with the Danish Archives Act, which means that AAU, as a public authority, may be required to record and/or transfer the data to the Danish National Archives. Once transferred, the data is subject to the Archives Act, which requires permission from the Danish Data Protection Agency to disclose personal data.

 
Disclosure to Third Parties Within the EU
We may legally disclose your personal data or parts thereof to specific recipients for purposes that are not incompatible with the original purpose and in accordance with applicable law.

We disclose your data to AES and AT as part of the work accident report. This is authorized under GDPR Article 6(1)(c) and Article 9(2)(b).

We do not disclose your personal data to other third parties within the EU.

 
Disclosure to Third Parties Outside the EU
We do not disclose your personal data to third parties outside the EU.

 
Your Rights
When we process your personal data, you have several rights under the GDPR. This includes the right to deletion and data portability.

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

Please note that you cannot withdraw any consent retroactively.

You can read more about your rights in AAU’s privacy policy here:
https://www.aau.dk/om-cookies

 
AAU’s Data Protection Officer
If you have general questions about your rights, you can contact AAU’s Data Protection Officer:
dpo@aau.dk

 
Want to File a Complaint?
If you believe we are not fulfilling our responsibilities or are not processing your personal data in accordance with the rules, please contact the Occupational Health and Safety Section by email:
arbejdsmiljoesektion@adm.aau.dk

If we cannot resolve the issue to your satisfaction, you can always file a complaint with the Danish Data Protection Agency. See how to proceed here:
https://www.datatilsynet.dk/borger/klage/saadan-klager-du
One option is to write to: dt@datatilsynet.dk

However, we encourage you to contact the Occupational Health and Safety Section first, as we will do our best to address your complaint.