Personal data

In Bevar Ukraine, we process your personal data partly according to the applicable EU personal data regulation and partly according to the Danish Personal Data Act.

Personal data policy

2.3 All questions regarding this policy, the processing of your information and suspicions of non-compliance must be addressed in the first instance to mail@bevarukraine.dk.

3 Definitions

3.1 Below are definitions of some of the most important terms in personal data law:

Personal data: Any type of information about an identified or identifiable natural person. This means all information which, directly or indirectly, alone or in combination, can identify a specific natural person.

Data controller: The natural or legal person, public authority, institution or other body that, alone or together with others, decides for which purposes and with which aids the processing of personal data may be carried out.

Data processor: The natural or legal person, public authority, institution or other body that processes personal data on behalf of the data controller.

Processing: Any activity or series of activities involving the use of personal data, e.g. collection, registration, systematization, modification of, search in, compilation, transfer or disclosure to persons, authorities, companies, etc. outside the organization.

Special categories of Personal Data: Information about race or ethnic origin, political, religious or philosophical beliefs or trade union affiliation, genetic data, health information or information about a natural person’s sexual relationship or sexual orientation, as well as information in the form of biometric data, if biometric data is processed with the purpose of uniquely identifying a natural person (sensitive information).

Personal data regulation: Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons in connection with the processing of personal data and on the free exchange of such data and on the repeal of Directive 95/46/EC with related regulation .

Data Protection Act: The Act which may be adopted on the basis of a proposal for a law on supplementary provisions to the regulation on the protection of natural persons in connection with the processing of personal data and on the free exchange of such information (the Data Protection Act) tabled on 25 October 2017.

4 Purpose of the processing of your personal data

4.1 Depending on whether you are a member, contributor, job applicant or volunteer with us, or perhaps just a user of our website, we are obliged to process your personal data to such an extent that we can provide you with the services you request and that we can live up to the obligations we have as a charitable organisation. This applies both when handling your possible contributions – unless you choose to contribute anonymously – your possible purchases of services or goods from us, and/or when we have to manage your possible subscriptions or memberships with us. It can also be through your use of our webshop, our member service and/or in connection with our marketing to you and if you contact us. It can also be if you apply for a job through our recruitment system or are in an existing employment relationship. In all places where we collect personal data about you, we inform you about the purpose of processing your personal data.

5 Personal information we process about you

5.1 We collect this information directly from you:

5.1.1 Depending on whether you are a member, customer, job applicant, contributor with us, participate in social activities or a volunteer, we collect the following general personal data from you, which may be: Name, address, postcode, city, mobile number, e-mail address, (registration and account number for permanent contributors and members). Depending on your relationship with us, we collect information about your CPR number, for example if you are to have deductions for contributions, as we are obliged to report.

5.1.2 As a general rule, we do not collect any special categories of personal data (sensitive information) about you, but in cases where we need it, e.g. in connection with employment, we may ask for information about trade union relations in relation to salary negotiation.

5.2 We collect this personal data from others about you:

5.2.1 In some cases it is necessary for us to collect personal data about you from others. It can, for example, be personal data from previous employers in relation to reference taking.

6 Cookies

6.1 Our website uses “cookies” to collect web statistics. A cookie is a small text file that is sent from our server to your browser and stored on your computer

hard drive or your mobile device. Cookies mean that you can use the website more efficiently and more easily. We do not process information about user behavior that is collected via cookies in a way that can link user behavior to specific individuals. You can set your browser to inform you when you receive a cookie so that you always have the opportunity to decide whether you want to accept it. You can also choose to turn the function off completely. If you do that, however, the website will not function optimally. The cookies do not contain Personal Information such as information about your e-mail address, your user ID or other personal information other than what appears in this policy.

7 How we process your personal data

7.1 Specifically, we use your personal data for several different purposes, depending on whether you are a member, contributor, job applicant, customer or volunteer with us, or whether you are simply a user of our website.

7.1.1 If you are a member with us, we use your personal data to manage your membership

7.1.2 If you are a customer of ours, we use your personal data to send you order confirmations

7.1.3 If you are a job applicant with us, we use your personal data to be able to contact you

7.1.4 If you are a contributor with us, we use your personal data to be able to manage your payments and report your contribution to SKAT, so that your contribution will appear on your tax return

8 Why are we allowed to process information about you (processing basis)?

8.1 When you become a member with us, make a contribution to us, buy an item in our webshop or enter into another form of agreement with us, we process your general personal data for the specific purpose in question. We can also process your general personal data if, for example, you have an inquiry or similar that precedes your decision to enter into an agreement with us. The legal basis for processing your personal data is the Personal Data Regulation, Article 6, subsection 1 (b), as the processing of your information is necessary for us to fulfill our agreement with you or for us to handle inquiries and the like prior to your eventual conclusion of an agreement with us.

8.2 We also have the option to process your general personal data because we have a legitimate interest in processing the information about you, cf. Article 6, subsection of the Personal Data Regulation. 1 (f), unless your right to obtain protection of your own general personal data takes precedence over our legitimate interest in processing your data.

8.3 We have a legitimate interest in processing your personal data (your name and your e-mail address) for marketing purposes. Our legitimate interest thus consists in knowing your preferences so that we can better adapt our information to you and ultimately offer news and services that meet your needs and wishes. Of course, we also comply with the rules of the Marketing Act. It is also with reference to this provision that we compile various statistics on the number of members, purchases, contributions, use of the website, etc.

8.4 In certain cases, we are also legally obliged to process personal data about you, cf. Article 6, subsection of the Personal Data Regulation. 1 (c). It can, for example, be used for documentation of transaction traces and the like in accordance with the rules in the Accounting Act. Among other things, we must store accounting material for five years from the end of the financial year to which the accounting material relates. It can also be in connection with reports to SKAT, so that you can get a deduction for your contribution to us. Reports to SKAT must be made with an indication of the CPR number, cf. the Tax Control Act, and this is therefore the basis for our processing of information about your CPR number.

9 Sharing of your personal data

9.1 We may share your personal data with the suppliers and business partners who assist us, for example, with the execution of your fixed contribution agreement, your order or who assist us with our IT operation, hosting, etc. This means that we can share your information with, for example, our service providers and NETS.

10 Storage and deletion of your personal data

10.1 We store your personal data according to the rules below:

If you are a member or contributor with us, we will store your personal data for as long as you are associated with our organization and up to five years after the current year from your last donation in accordance with the Accounting Act. Personal information about bank reg. no. and account number will be deleted 13 months after your Betalingsserviceagreement is terminated with NETS, cf. Payments Act (Act 652 of 8/6 2017), which requires Bevar Ukraine to be able to document that an agreement has been concluded up to 13 months after contractual relationship

10.2 If you are a job applicant with us, we will store your personal data for up to 6 months from your latest application date.

10.3 If you are a volunteer with us, we will store your personal data for as long as you are associated with our organisation. If you volunteer on projects, we store your information for up to 2 years after the project in order to recruit you again

 10.4 If you are a customer of ours, we will store your personal data for up to five years after the current year from your last purchase in accordance with the Accounting Act.

10.5 If you are a user of our website and at the same time neither a customer, member, former member nor contributor, we store the information we have registered about you for up to 6 months from the last visit.

11 Your rights

11.1 Insight – You have the right to gain insight into the personal data that we process about you. By writing to us at mail@bevarukraine.dk, you can request insight into the personal data that we have registered about you, including the purposes for which the information was collected. We will comply with your access request as soon as possible.

12.2 Correction and deletion – You have the right to request correction, additional processing, deletion or blocking of the personal data we process about you. We will comply with your request as soon as possible, to the extent necessary. If we cannot accommodate your request, we will contact you.

12.3 Withdrawal of consent – If the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. Your withdrawal does not affect the lawfulness of the processing carried out before you withdrew your consent. Please contact us if you wish to withdraw your consent.

13 Complaint to supervisory authority

13.1 If you are dissatisfied with our processing of your personal data, you can complain to the Danish data supervisory authority: Datatilsynet, Borgergade 28, 5. sal, 1300 København K., telephone 3319 3200, e-mail: dt@datatilsynet.dk

14 Updating this Policy

14.1 Keep Ukraine is committed to complying with the basic principles of personal data protection and data protection. We therefore regularly review this policy to keep it up to date and in line with applicable principles and legislation. This policy is subject to change without notice. Material changes to the policy will be posted on our website along with an updated version of the policy. The personal data policy was last updated on 6 September 2022