Processing personal data
For students and the parent(s)/guardian(s) of students under 18 years of age1
Information about processing personal data prior to the start of the programme
As part of the admission process at Ikast-Brande Gymnasium, the school collects and processes personal data about the student (and the student’s parent(s)/guardian(s) if the student is under 18 years of age), cf. GDPR Articles 6 and 9.
The data we process about the student and the student’s parent(s)/guardian(s) is partly data that the student and the student’s parent(s)/guardian(s) have given us in the application form via www.optagelse.dk, and partly data that the student and the student’s parent(s)/guardian(s) may give us prior to the start of the programme. In addition, we obtain data from Team Denmark if the student applies for admission as a Team Denmark student.
Ikast-Brande Gymnasium endeavours to process as little personal data about the student and the student’s parent(s)/guardian(s) as possible, and we only process the personal data we have if the processing is necessary, objectively justified and proportionate.
We therefore only collect and process personal data that is necessary for us to fulfil our obligations under applicable law. Prior to the start of the programme, personal data will be processed in the Lectio study administration system, in the DocuNote electronic case and document management system, and in connection with the creation of Unilogin for students.
We also process personal data if it is necessary for objective, operationally justified reasons, e.g. for the implementation of control measures or for use in the school’s financial management, including information about the student’s access to traffic in the IT systems in which the student is created as a user, as we have access to information about user traffic and behaviour in the school’s IT systems as part of our system operation and maintenance and to prevent misuse.
In rare cases, it may be necessary to process confidential or sensitive personal data about the student, and possibly also the student’s parent(s)/guardian(s), for example, if the student wishes to attend school under special conditions due to disability, special social circumstances or other factors.
Ikast-Brande Gymnasium’s collection and processing of personal data is confidential and only carried out by employees who have a legitimate purpose.
Disclosure
Ikast-Brande Gymnasium only discloses personal data about the student and/or the student’s parent(s)/guardian(s) if it is required by law and is otherwise necessary for the fulfilment of our operations and duties as an upper secondary school.
Recipients of this personal data may be a recipient upper secondary school (if the student moves upper secondary school before the start of the programme), a Youth Guidance Centre (Ungdommens Uddannelsesvejledning), the Central Denmark Region and the Ministry of Education or its agencies.
The student’s rights (and the rights of parent(s)/guardian(s) if the student is under 18 years of age)
Right of access: The student and the student’s parent(s)/guardian(s) may, in accordance with Article 15 of the GDPR, be informed what personal data we process about the student and/or the student’s parent(s)/guardian(s), what the purpose of the processing is, how long we store the personal data, where we obtained the data (if we did not receive it from the student and/or the student’s parents/guardian(s)), and any recipients to whom we may have disclosed or will disclose the personal data. The access is granted through us providing you with a copy of the data.
However, the right of access may be limited if so required by the consideration of private interests, the confidentiality of other people’s data or the duty of confidentiality in public administration.
Right to object: The student and the student’s parent(s)/guardian(s) may object to our processing of personal data if the interests of the student and/or the student’s parent(s)/guardian(s) in not having personal data processed take precedence over Ikast-Brande Gymnasium’s legitimate interests in carrying out the processing, cf. GDPR Article 21.
Right to rectification: The student and the student’s parent(s)/guardian(s) can have incorrect or incomplete personal data about themselves corrected or supplemented, cf. GDPR Article 16.
Right to restriction of processing: The student and the student’s parent(s)/guardian(s) have the right to restrict our processing of personal data if there are specific grounds for doing so, cf. GDPR Article 18.
Right to deletion: We store the student’s personal data from the admission procedure for as long as is necessary for Ikast-Brande Gymnasium’s documentation of the admission procedure, i.e. for up to five years after the student has stopped attending the school.
The personal data (master data and contact details) of the student’s parent(s)/guardian(s) is stored until the student turns 18. If, at the start of the programme2, the student consents to us continuing to contact their parent(s)/guardian(s) after the student has turned 18, and the parent(s)/guardian(s) also consent to us storing their master data and contact details, we will store the personal data of the parent(s)/guardian(s) for five years after the student has stopped attending the school.
For example, if data about parents’ income or other circumstances has been obtained as part of the application for a student grant, we will store this data for five years after the student has stopped attending the school.
How to exercise your rights: The student and/or the student’s parent(s)/guardian(s) should contact the school, cf. the “Formalities” section below, and state which right they wish to exercise and why. We will then consider whether we agree that the right can be exercised. If we do not immediately agree, we will give reasons for this and the student and/or the student’s parent(s)/guardian(s) will be given the opportunity to comment before we make a final decision on whether the right can be exercised. In making our decision, we will follow the rules of the Danish Public Administration Act on consultation, justification and appeal guidance, cf. sections 19-25 of the Act.
Formalities
Ikast-Brande Gymnasium is the data controller for the processing of the personal data we have described above. If the student and/or the student’s parent(s)/guardian(s) have any questions or wish to exercise any of the rights described above, the school can be contacted by emailing ig@ikast-gym.dk or phoning +45 97153611, and the school’s external data protection officer can also be contacted.
Complaints
Complaints about Ikast-Brande Gymnasium’s processing of personal data can be made to the Danish Data Protection Agency, Borgergade 28, 5th floor, 1300 Copenhagen K.
Yours sincerely,
Ikast-Brande Gymnasium
Marianne Dose Hvid
Principal
1This information is provided with reference to Articles 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), hereinafter “GDPR”.
2Students who turn 18 before August 2020 will be contacted by the school before the start of the programme.
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