How we process your personal data
How we process your personal data
When you apply for, are employed in a PhD position and/or are enrolled as a PhD student at AAU, AAU processes your personal data. You can read more about how we process your personal data in this connection in the section below.
- If you are employed at AAU, you can find further information about how we process your personal data as an employee, see the webpage: Personal data policy for employees.
- If you are enrolled as a PhD student but are not employed, you can find information about how we process your personal data, see the webpage: Personal data policy for external persons
- If you want to read about your rights, including the right to complain and AAU's role as data controller or contact the Data Protection Officer, se the webpage: Privacy and cookie policy - Aalborg University
Processing of your personal data in connection with:
Why we process your personal data
The purpose of processing your personal data is to administer your application and enrolment as a PhD student at AAU.
We process this information about you
Name, CPR.nr., private address, private email, exam grades, title - MSc and BSc incl. date and place, citizenship, CV. We have received the information directly from you in connection with your enrolment.
We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and section 6 of the Executive Order on the PhD Programme at Universities and Certain Artistic Educational Institutions.
How we store your personal data
We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.
In addition to storing personal data on local servers at AAU, suppliers of IT systems such as Microsoft and KMD use WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.
Especially in connection with your employment, enrolment and PhD education in general, we use Varbi, PhD Manager, Ithenticate and Pure.
For how long do we process and store your personal data
The information is stored until the PhD degree has been awarded and the PhD diploma has been sent to the person in question, after which the case is closed in our system. If the PhD programme is interrupted, the case will be closed in the system. The case is stored for 3 years, after which the case is archived according to the rules of the Archives Act.
Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.
We disclose your information in these cases and to these recipients
- Statistics Denmark for statistical purposes. AAU is required to disclose the information for statistical purposes.
- The Innovation Fund Denmark regarding industrial PhDs, if the course is covered by the scheme. AAU is obliged to disclose the information in this case.
- The Danish Agency for Higher Education and Science regarding assessment of foreign diplomas. The purpose is to determine whether candidates with a foreign education meet the qualification requirement for enrolment.
We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.
For more information
If you have any questions about how AAU processes your personal data in connection with enrolment, you can contact AAU PhD here: aauphd@adm.aau.dk
Why we process your personal data
In order to administer and conduct your PhD programme, it is necessary for us to process your personal data for the following activities in which you participate:
- Supervision during the PhD programme
- Participation in PhD course activities
- · Credit transfer
- Study visits
- PhD plans and progress reports
- Leave of absence from the PhD programme
- Printing and extension of the PhD programme
We process this information about you
- Supervision during the PhD programme: Name, email, title, affiliation.
- Participation in PhD course activities: Name, address and email.
- Credit transfer: Name, e-mail, CPR number and exam grades.
- Study visits: Name, CPR.nr., address, e-mail, registration number on car, health information (medical certificates/examinations, etc. required for entry into certain countries, as well as illness during the stay).
- PhD plans and progress reports: Name, e-mail, cpr.nr., and health information in case of lack of progress.
- Leave of absence from the PhD programme: Name, CPR.nr., address, e-mail, health information in the event of leave due to illness including pregnancy-related illness, maternity leave.
- Discharge and extension of the PhD programme: Name, e-mail, citizenship, actual start date, expected end date, possibly leave, any credit transfer.
We have received the information directly from you.
We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and art. 9(2) (g) and the Executive Order on the PhD Programme at Universities and Certain Artistic Educational Institutions, Sections 4 and 7-10. In addition, Circular on the collective agreement for academics in the state, Appendix 5, Minutes on PhD fellows § 10, Circular on the Business Travel Agreement and the Danish Tax Assessment Act.
How we store your personal data
We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.
In addition to storing personal data on local servers at AAU, suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.
Especially in connection with your participation in PhD course activities, we use PhD Moodle. In connection with your PhD programme, we use the PhD Manager system.
For how long do we process and store your personal data
The information is stored until the PhD degree has been awarded and the PhD diploma has been sent to the person in question, after which the case is closed in our system. If the PhD programme is interrupted, the case will be closed in the system. The case is stored for 3 years, after which the case is archived according to the rules of the Archives Act. For participation in course activities, this is 5 years.
Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.
We disclose your information in these cases and to these recipients
- Statistics Denmark for statistical purposes. AAU is required to disclose the information for statistical purposes
- The Innovation Fund Denmark regarding industrial PhDs, if the course is covered by the scheme. AAU is obliged to disclose the information in this case.
- The Danish Agency for Higher Education and Science regarding assessment of foreign diplomas. The purpose is to determine whether candidates with a foreign education meet the qualification requirement for enrolment.
We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.
For more information
If you have any questions about how AAU processes your personal data in connection with the administration of your education, you can contact AAU PhD here: aauphd@adm.aau.dk
Why we process your personal data
The purpose of processing your personal data is to be able to ensure, administer and run the process of submitting and assessing your PhD thesis. We process your personal data in the following cases:
- Submission without prior registration
- Plagiarism check of dissertation
- Publication of dissertation
- Assessment of the thesis
- Preparation of diploma incl. principal supervisor's statement
- Confirmation of award of PhD degree
We process this information about you
- Submission without prior registration: Name, CPR.nr., private address, private email, exam grades, title - MSc and BSc incl. date and place, citizenship, CV.
- Plagiarism check of dissertations: Name.
- Publication of dissertation: Name.
- Assessment of the thesis: Name, email, affiliation, academic degree information.
- Preparation of diploma incl. principal supervisor's statement: Name, CPR.nr., e-mail, date of birth, information about completed education, title, affiliation.
- Confirmation of award of PhD degree: Name, address, email, CPR.nr.
We have received information directly from you, your supervisor, your department and from our system PhD Manager.
We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and Sections 12, 14, 16, 18, 21 and 23 of the Ministerial Order on the PhD Programme at Universities and Certain Artistic Educational Institutions.
How we store your personal data
We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.
In addition to storing personal data on local servers at AAU, suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.
Especially in connection with plagiarism checks, we use Ithenticate. For the distribution of the thesis for assessment, we sometimes use Deic Filesender. We use the PhD Manager system to register information about the assessment of your thesis, including defence, award of degree and issuance of diploma.
For how long do we process and store your personal data
The information is stored until the PhD degree has been awarded and the PhD diploma has been sent to the person in question, after which the case is closed in our system. If the PhD programme is interrupted, the case will be closed in the system. The case is stored for 3 years, after which the case is archived according to the rules of the Archives Act.
Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.
We disclose your information in these cases and to these recipients
- Statistics Denmark for statistical purposes. AAU is obliged to disclose the information to Statistics Denmark.
- The Innovation Fund Denmark regarding industrial PhDs, if the course is covered by the scheme. AAU is obliged to disclose the information in this connection.
- External assessors: Name. Disclosure takes place so that you can have your thesis assessed.
- Foreign universities in connection with the issuance of joint/double degrees (Name, E-mail, CPR.nr., date of birth). Therefore, personal data may be transferred to a recipient outside the EU in accordance with the General Data Protection Regulation art. 49(1) (b). It is necessary to ensure the award of your degree.
- The information about the PhD degree with the name and title of the thesis is published in connection with the defence.
- At the request of external recruitment agencies and new employers, confirmation of the awarded PhD degree will be handed out with the consent of the (former) PhD student to the person who has requested this and has your consent.
- In the event of suspicion of plagiarism, information about the name and suspicion is disclosed to the Committee on Research Misconduct (processing of information in this connection can be found under "Employees -> The Committee on Research Misconduct")
We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.
For more information
If you have questions about how AAU processes your personal data in connection with the submission and assessment of your thesis, you can contact AAU PhD here: aauphd@adm.aau.dk.
Why we process your personal data
The purpose of processing your personal data is to ensure that you can manage your submission, assessment and defence of your doctoral thesis at AAU as well as the issuance of a diploma.
We process this information about you
- Submission of doctoral thesis: Name, email, title, academic degree.
- Recommendation of assessment: Name, address, e-mail, place of work, title.
- Defence of doctoral thesis: Name, email, title, audio recording.
- Diploma for the doctoral student: Name, title, degree awarded.
We have received the information directly from you.
We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and Ministerial Order on Doctoral Degrees § 2, § 3, § 8 and § 16.
How we store your personal data
We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.
In addition to storing personal data on local servers at AAU, suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.
Especially in connection with plagiarism checks of your thesis, we use Ithenticate. In some cases, we use Deic Filesender to send out your thesis.
For how long do we process and store your personal data
The information is stored until the doctoral degree has been awarded and a diploma has been sent to the person concerned, after which the case is closed in our system. If the doctorate is not awarded or if the thesis is withdrawn, the case is closed in the system. The case is stored for 3 years, after which the case is archived according to the rules of the Archives Act.
Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.
We disclose your information in these cases and to these recipients
- External assessors: Name.
- Publication in the context of defence: name, academic titles.
- In the event of suspicion of plagiarism, information about the name and suspicion is disclosed to the Committee on Research Misconduct (processing of information in this connection can be found under "Employees -> the Committee on Research Misconduct")
The purpose of the disclosure is: We disclose your information to external reviewers for the purpose of assessing your doctoral thesis. We will publish your name in connection with the defence, as the defence is public.
We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.
For more information
If you have questions about how AAU processes your personal data in connection with the submission of a doctoral thesis, you can contact AAU PhD here: aauphd@adm.aau.dk
Why we process your personal data
At AAU, we carry out analyses of our data and business procedures, prepare statistics and analysis reports with a view to optimising our processes, conduct internal and external audits, develop the university's offer of education, research and administration, or respond to inquiries from the authorities about the university's activities.
In addition, we are obliged to provide data for the use of statistics to Statistics Denmark.
We process this information about you
The personal data that we may have collected about you in connection with other workflows described in this personal data policy may be used for data analysis, but not information about criminal offences. We pseudonymise your personal data to the extent possible so that you cannot be directly identified from the analysis.
We have received the information from AAU's various departments in connection with the activities listed in the other sections of this policy.
We process the personal data on the basis of the following legislation: General Data Protection Regulation art. 6(1) (e) and art. 9(2) (g), Section 2 of the University Act and Section 6 of the Consolidated Act 2018-05-30 no. 610 on Statistics Denmark.
How we store your personal data
We store your personal data securely and confidentially in accordance with applicable information security regulations. Only employees who have a work-related need have access to process the personal data.
In addition to storing personal data on local servers at AAU, suppliers of IT systems such as Microsoft and KMD WorkZone for general processing of personal data. We have entered into data processing agreements with the suppliers. This means, among other things, that the suppliers are subject to instructions from AAU, confidentiality and compliance with the data protection rules and other relevant legislation.
Especially in connection with data analysis for internal management information, we use Varbi, ØSS/Oracle, QlickView, PhD manager and RES, with whom we have data processing agreements with.
For how long do we process and store your personal data
Internal management information: Data extraction is carried out and processed for as long as necessary to solve the specific task. The data extraction will be deleted 30 days thereafter.
Archiving your personal data under the Danish Archives Act means that AAU, as a government authority, in some cases may be obliged to file and/or submit the information to the Danish National Archives. When the information is submitted to the Danish National Archives, the rules of the Danish Archives Act apply, and among other conditions, permission from the Danish Data Protection Agency is required for the disclosure of personal data.
We disclose your information in these cases and to these recipients
- Statistics Denmark for statistical purposes
We may lawfully disclose your personal data (or parts of your personal data) to specific recipients for purposes that are not incompatible with the original purposes and in accordance with applicable law. In some cases, we may be required by other public authorities to disclose personal data about you in accordance with sector-specific legislation (GDPR art. 6(1)(e)) for the use of statistics, surveys, political work, access to documents and other societal tasks that are imposed on us.
For more information
If you have any questions about how AAU processes your personal data in connection with data analysis, you can contact AAU PhD here: aauphd@adm.aau.dk