Effective from September 2026
We Are Responsible for Processing Your Personal Data
Sønderborg Line Dancers is the Data Controller responsible for the processing of your personal data. We ensure that your personal data is processed in accordance with applicable data protection legislation.
You may contact the association’s Data Protection Contact at any time:
Morten Bøjtang
Myrbjergvej 5 6440 Augustenborg
Phone: +45 57 77 37 31
Mail: formand@sdblinedance.dk
Website: www.sdblinedance.dk
CVR: 33021917
Personal Data We Process:
Members and Parents:
General Personal Data:
- We collect personal data when you register for membership through our website.
Instructors and Board Members:
General and Sensitive Personal Data:
- We collect general personal data when you register through our website.
- We collect sensitive personal data through personal contact or secure communication methods, such as secure email or Denmark’s secure digital mailbox (e-Boks).
Associations / Clubs:
General Personal Data:
- We collect personal data through forms completed on our website when registering for events.
Registration for Internal and External Events:
General Personal Data:
- We collect personal data through forms completed on our website when registering for events.
Members:
General Personal Data – Contact Information:
- Name
- Address
- Telephone number
- E-mail address
- Membership start date
- Day of birth
Parent Information for Children Under the Age of 15:
General Personal Data – Contact Information:
- Name of the child and parent(s)
- Parente’s telephone number
- Parente’s e-mail address
- Child’s date of birth
Instructors and Board Members:
General and Sensitive Personal Data – Contact Information:
- Name
- Address
- Telephone number
- E-mail address
- Membership start date
- Danish Civil Registration Number (CPR number)
- Information relating to criminal record checks required for obtaining a Children’s Certificate
Purpose of Processing Personal Data:
We process personal data only for specific purposes and when we have a lawful basis for doing so.
The lawful bases for processing include:
- The association’s legitimate interests in processing the information provided (legitimate interests)
- Processing necessary for the performance of a contract
- Compliance with legal obligations
- Consent
1. Members:
We process personal data for the following purposes:
- Membership administration, including the collection of membership fees
- Administration of association activities and events
- Compliance with legal obligations, including the Danish Adult Education Act (Folkeoplysningsloven)
- Delivery of products ordered through the association
- Administration of your membership
2. Instructors:
We process instructors’ personal data for the following purposes:
- Managing instructors’ duties and responsibilities within the association
- Maintaining an overview of qualifications, experience, and professional development, including training courses
- Sending emails relating to meetings and association activities
- Compliance with legal requirements, including applying for a Children’s Certificate
- Payment of reimbursements, allowances, and similar compensation
- Administration of your membership and volunteer activities within the association
3. Board Members:
We process board members’ personal data for the following purposes:
- Managing board members’ duties and responsibilities within the association
- Maintaining an overview of qualifications, experience, and professional development, including training courses
- Sending emails relating to meetings and association activities
- Compliance with legal requirements, including applying for a Children’s Certificate
- Providing documentation to financial institutions, including banks and MobilePay
- Payment of reimbursements, allowances, and similar compensation
4. Associations / Clubs:
- Maintaining contact information in connection with events and activities
Processing Based on Legitimate Interests:
Where personal data is processed based on legitimate interests, such processing is solely motivated by the association’s legitimate interests, including:
- Managing members’ rights in accordance with the association’s bylaws, including participation in the General Meeting
- Fulfilling members’ obligations, including the collection and payment of membership fees
- Organizing social events and other association activities
- Using photographs and videos taken during association activities that depict a specific activity or situation within or outside the association
- As the association is affiliated with DGI, relevant information about members, instructors, and event organizers may be shared with DGI to enable leaders and organizers to receive information about activities, events, and training opportunities
- Retaining general membership information for a period after membership has ended for practical and administrative purposes
- Processing parents’ contact information for members under the age of 18 when necessary for communication purposes
- Retaining information of historical value for statistical and similar purposes
Consent:
In most cases, our processing of personal data is based on a lawful basis other than consent. Accordingly, we only request consent in those limited situations where it is necessary to process personal data for the purposes described above.
Consent is voluntary and may be withdrawn at any time by notifying us.
Please note that choosing not to provide or withdraw consent where consent is required may affect your ability to participate in certain activities within the association.
When collecting personal data relating to children and young people, consent is obtained from a parent. Our general threshold is 15 years of age.
Disclosure of Personal Data:
- In connection with activities and events, personal data may be shared with relevant organizers where necessary.
- Information relating to members and instructors may be shared, where appropriate, with organizations of which the association is a member.
- We do not disclose personal data to companies for marketing purposes without your consent.
Retention and Deletion of Personal Data:
- Members:
We retain members’ personal data after membership has ended in accordance with the following criteria:
- For practical and administrative purposes, general membership information is retained for up to one year following the end of the calendar year in which membership ended.
2. Instructors:
We retain instructors’ personal data after their service has ended in accordance with the following criteria:
- For practical and administrative purposes, general personal information is retained for up to one year after the instructor’s service has ended.
3. Associations / Clubs:
We retain personal data relating to associations and clubs after an event has been concluded in accordance with the following criteria:
- For practical and administrative purposes, general personal information is retained for up to one year after the event has taken place.
However, information relating to members, instructors, and event organizers may be retained for statistical and similar purposes where it has historical value.
Your Rights:
Under the General Data Protection Regulation (GDPR), you have a number of rights regarding our processing of your personal data.
You have the right to:
- Be informed about the processing of your personal data
- Access your personal data
- Have inaccurate personal data corrected
- Request deletion of your personal data
- Restrict the processing of your personal data
- Receive your personal data in a commonly used and machine-readable format (data portability)
- Object to the processing of your personal data
You may exercise any of these rights, including objecting to our processing of your personal data, by contacting us using the contact information provided at the beginning of this Privacy Policy.
If, for example, you request that your personal data be corrected or deleted, we will determine whether the legal requirements have been met and, if so, make the requested changes or delete the information as quickly as possible.
You also have the right to lodge a complaint with a data protection supervisory authority, such as the Danish Data Protection Agency.
Revisions to This Privacy Policy:
We reserve the right to amend this Privacy Policy whenever necessary.
If changes are made, the effective date shown at the beginning of this Privacy Policy will be updated accordingly. The most current version of this Privacy Policy will always be available on the association’s website. Members will be notified of any significant changes.
