How we process personal data
The Student Ambassador has a duty of confidentiality, and all enquiries will be treated as confidential.
When you contact the Student Ambassador, it is entirely up to you how much information you share with us. It is our experience that we provide better guidance when we understand your situation well. Thus, in many cases it may be meaningful to share various information with us. This could, for example, be your name, contact information, your study programme and information about your situation.
In general, the Student Ambassador registers and stores your name, study programme and contact information. We also register what your enquiry is about. In some cases, we may also register other relevant information about your situation and store emails, documents and the like. We do this:
- to provide quicker and better guidance to students who make follow-up enquiries.
- because the information is the basis of anonymous statistics etc. in, for example, newsletters and the annual report which is sent to the University management each year.
‘Anonymised statistics’ in newsletters and reports means that we remove all information that may be used to identify you, for example, your name, contact information, etc.
For the reasons above, we store personal data for up to two years (often less). However, anonymised data about your enquiry may still be used in our statistics afterwards. We delete emails containing personal data from our email system no later than 30 days after receiving it and store relevant emails for up to two years in our archiving system.
If you want to have personal data deleted, please send an email to studambassador@adm.ku.dk.
The data is not available to anyone other than the employees in the Student Ambassador’s office. The Student Ambassador never shares personal data without your written consent. However, in exceptional cases involving criminal activity, the Student Ambassador may decide that it is necessary to report the matter to the police. In such cases, the Student Ambassador is obliged to disclose relevant information to the University Director.
The Student Ambassador processes personal data with the student's consent, and the personal data collected is processed in accordance with section 6(1)(a) of the General Data Protection Regulation (GDPR, 2016/679 of 27 April 2016). If health data or other sensitive personal data is included in a case processed by the Student Ambassador, the sensitive personal data will be handled with the student's consent in accordance with section 9(2)(a) of the General Data Protection Regulation.
Have you requested access to information at the University of Copenhagen?
If you have been in contact with the Student Ambassador, and you wish to gain access to your personal data, please submit your request directly to the Student Ambassador at studambassador@adm.ku.dk.
Personal data about you stored by the Student Ambassador cannot be accessed by any other employees at the University of Copenhagen than those working in the Student Ambassador’s office. This means that personal data about you stored by the Student Ambassador will not be disclosed if you request access to data by other employees at the University of Copenhagen.
Find more information about how the University of Copenhagen protects personal data about you.