Personal Data Policy

Privacy Policy for the Self-Governing Institution Swinging Europe
Date of last modification: 16.05.2018

Swinging Europe’s Data Responsibility

We process personal data and have therefore adopted this privacy policy, which briefly informs you about how we handle your personal data to ensure fair and transparent processing.
A general principle of our data processing is that we only process personal data for specific purposes and based on 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 needed.

Contact Information of the Data Controller

Swinging Europe is the data controller, and we ensure that your personal data is processed in accordance with the law.
Contact Information:
Contact Person: CEO Marie Lilholt
Address: Nørregade 7D, 7400 Herning
CVR: 32978665
Phone: 51168995
Email: jazz@swinging-europe.dk
Website: www.swinging-europe.dk

Processing of Personal Data

We process the following personal data:

1. Information about participants in our projects:

   • General personal data:

     • Registration and contact details such as name, gender, address, phone number, date of birth, and email address

   • Personal data requiring a higher level of protection:

     • Health information in connection with certain projects

2. Information about permanent and project-based employees, as well as board members:

   • General personal data:

     • Contact details such as name, address, phone number, and email address

     • Other information about positions of trust, other duties related to the organization, and bank account numbers

   • Personal data requiring a higher level of protection:

     • CPR number

     • Information about criminal records in connection with obtaining a child protection certificate

Sources of Information

Normally, we obtain information from you. In some cases, other sources may be used, such as:

• Public authorities, e.g., necessary tax information for salary payments

• Publicly available social media

Purpose of Processing Your Personal Data

We process your personal data for specific purposes when we have a legal basis to do so.

Legal bases for processing include:

• The organization’s legitimate interests in processing your information (balancing of interests rule)

• Necessity to fulfill a contract with you

• Legal requirements

• Processing based on consent

Purposes:

1. For participants in our projects:

   • As part of the organization’s activities, including planning, execution, and follow-up on projects

   • Compliance with legal requirements

   • Administration of your relationship with us

2. For permanent and project-based employees, as well as board members:

   • Managing employees’ duties and responsibilities within the organization

   • Overview and improvement of experience and skills, including courses

   • Compliance with legal requirements

   • Salary payments, reimbursements, and similar financial matters

   • Administration of your relationship with us

Processing Based on Legitimate Interests

If we process your personal data based on the balancing of interests rule, this will be motivated exclusively by legitimate interests such as:

• Carrying out activities and projects

• Hosting social events and other activities

• Using situational images taken within the organization or during projects depicting specific activities or events

• Retaining your general personal data for a period after your participation in projects or after your employment ends for practical and administrative reasons

• Maintaining contact information for parents of children and young people under 18 years of age

• Storing data with historical value for statistics and similar purposes

Consent

Most of our processing of your personal data is based on a legal basis other than consent. We only request your consent when it is necessary to process your personal data for the purposes described above.

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

When we collect personal data from children and young people, we assess whether the child is capable of providing the relevant information independently. If not, we obtain consent from a parent. Our general guideline is 15 years.

Disclosure of Your Personal Data

In connection with projects and activities involving partners, it may be necessary to disclose project participants’ personal data to relevant organizations. These organizations may be located within or outside the EU. We do not disclose personal data without your consent.

Personal data about permanent and project-based employees is disclosed as necessary to organizations that Swinging Europe collaborates with. Additionally, data is shared with an external payroll administrator and an auditing firm.

Board members’ personal data is disclosed to Handelsbanken, where the organization holds its accounts.

We do not disclose personal data for marketing purposes without your consent.

Retention and Deletion of Your Personal Data

We have different processing purposes and retention periods depending on whether we process your data as a project participant, permanent or project-based employee, or board member.

Project participants:

• Personal data is retained for up to 3 years after the end of the calendar year in which the project concluded.

Board members:

• Personal data is retained for up to 1 year after your position has ended.

Permanent and project-based employees:

• Accounting records, including salary documents, are kept for 5 years after the end of the relevant fiscal year.

• Other relevant information for follow-up and consideration of potential claims is kept for 5 years after employment ends.

Data with historical value for statistics and similar purposes is retained indefinitely.

Your Rights

Under the General Data Protection Regulation (GDPR), you have several rights when we process personal data about you:

• The right to be informed about the processing of your data

• The right to access your personal data

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability (transfer of data in a commonly used format)

• The right to object

You can exercise your rights by contacting us. Our contact details are provided above.

If you, for example, request a correction or deletion of your personal data, we will assess whether the conditions are met and, if so, make the changes or deletion as soon as possible.

You may always file a complaint with a data protection supervisory authority, such as the Danish Data Protection Agency.

Policy Revisions

We reserve the right to make changes to this privacy policy from time to time. In case of changes, the date at the top will be updated. The current privacy policy will always be available on our website. If significant changes occur, you will be notified.