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1. Studieskolen's personal data policy

The sections below describe how we collect, process and store personal information. Our clear goal is to be transparent with regards to the way we handle personal data and to protect information in accordance with the relevant legislation.

This Privacy Policy will be updated as required. Latest update 26 June 2023.

 

2. What personal data do we keep and why?

We only keep information that is necessary to comply with legislation and provide our course participants with services (contract fulfilment) including course attendance, invoicing, sending relevant course information and documentation and sending participant information to municipalities, cf. the Danish Public Information Act and municipal rules for subsidies and contracts with municipalities.

This information is:

• Name and surname
• Address
• Date of birth / CPR no.
• Email address
• Phone number

We do not keep any sensitive personal information.

 

3. How do we collect information?

The collection of personal data is done in one of the following ways:

• Via the website, where you enter personal data in an online form.
• By telephone contact; your data is transferred to the administration programme by Studieskolen's staff.
• Via email contact; your data is transferred to the administration programme by Studieskolen's staff.

 

4. How long do we keep information?

We store your data in accordance with the relevant law.

In line with the Accounting Act §10, we store the personal data for 5 years, calculated from the end of the relevant financial year in which the course was completed.

 

5. Who has access to the information?

Only trusted employees who have a professional reason have access to all or part of the stored personal data. These are:

• Administrative staff who are responsible for enrolments, room booking and invoicing for Studieskolen's courses.
• Studieskolen's administrative staff who are responsible for accounting regarding subsidies, bookkeeping and communication with the authorities.
• Studieskolen's teachers who are informed about names and other limited relevant information regarding the formation of attendance lists, meeting minutes and meeting cards.

6. Disclosure of information

In order to process payments, we only disclose information that is essential for completing the payment and identifying the payer. Information about the payer's ID, course ID and amount is passed on to A/S Scannet, who we use for payment gateway services.

At the same time, we forward information to the public authorities, cf. the relevant legislation. Name and contact information may be forwarded to the municipality, cf. the Danish Public Information Act.

CPR numbers are forwarded to the municipality in accordance with the rules for inter-municipal reimbursement. A solemn declaration can be forwarded to the municipality, cf. the municipal rules for payment of supplementary grants (reduced payments for participants).

 

7. Data Storage and Data Processors

All data collected in digital form is stored at Studieskolen.

Only trusted employees and technical partners with whom a data processing agreement has been made have limited access to data and only to the extent necessary for providing a good service.

Any personal data that is received via e-mail is stored on Office 365 Cloud, which is covered by Microsoft's current guarantee for data security.

 

8. Cookies and log files

On Studieskolen's website, we use Cookies for Google Analytics in order to improve the website’s features and statistics. No information that can identify individuals is stored in our cookies. The cookies we use include contain information about, amongst others:

• The pages have been visited and when.
• The visitor's IP address.
• Location in the country and which country visitors come from.
• The language used by the visitor's computer.
• The browser and OS used by visitors.
• The keywords visitors have used to generate content.
• The page visitors have just come from (external and internal links).
• The links visitors have clicked on.

Visitors on our website indicate their acceptance of these statistics cookies. If you turn cookies off in your browser, you will still be able to use our website.

On Studieskolen's website, we use Facebook Pixel in order to better target our marketing on Facebook and Instagram.

Instructions on how to delete or block cookies are usually found in your browser's help file.

If you use one of our IT services that require a login, your actions will be registered in our log files. This registration is in accordance with current legal requirements regarding the registration of activities in IT systems in order to prevent misuse and hacking. These digital trails are stored for a maximum of 5 years in accordance with the agreement with our data processors.

 

9. Your rights

In accordance with the applicable legislation, everyone is guaranteed the following rights:

• The right to receive information about how your personal data has been processed (duty of disclosure). You have the right to know who is responsible for the data, the purpose of the processing and who receives/processes the information. This Privacy Policy contains all this information.
• The right to access your personal data (right of access). You have the right to be informed about what sort of information we are processing as well as any printouts or copies of the collected information that may have been made.
• The right to have incorrect personal information corrected (right of rectification). If you believe that any information we have is incorrect, inaccurate or inadequate, you may request the information to be corrected.
• The right to have your personal information deleted (the right to be forgotten). If you believe that the information we have is not necessary for the purpose for which they were originally collected, you may request that the information be deleted. Please be aware, however, that we have a duty and the right to store certain personal data in order to comply with the rules of the law.
• The right to move your personal data (data transferability). You have the right to receive information about yourself in a structured, commonly-used and machine-readable format, and you have the right to transfer this information to another company.
• The right to object. You have the right to object to the use of personal data for, amongst others, direct marketing and profiling. However, we do not use profiling, while any marketing will always be preceded by explicit consent.

If you contact us regarding one of the above points (access, rectification, deletion, etc.), within one month, you will be notified about what we intend to do with regards to your inquiry. For example, if you request your information to be corrected or deleted, we will usually check that all the relevant conditions have been met, including whether there is a legal basis for the continued processing of data. If we conclude that the objection is justified, we will comply with the request.

 

10. Consent

For enrolments, invoicing and bookkeeping, we do not need to obtain consent to process data as its legality (See Article 6, EU Data Act) is derived from the necessity of processing data to be able to fulfil the contract.

However, in order to collect personal data for other purposes, e.g. supplementary information regarding a course or for signing up to receive our newsletter, we may request consent if necessary.

Consent may be in writing or verbal, but we must be able to document that consent has been given. In most cases, this consent will take the form of a ticked box on our website or during the enrolment process, when our IT systems will record the time and form. Consent may also be given via email or other digital communications.

When giving consent, you will be informed about the details, including the purpose and the retraction process.

 

11. Security

We ensure that any data is stored safely and discreetly. Our security measures are divided into organisational and technical measures.

The organisational security measures mean that only Studieskolen's trusted persons with a relevant professional purpose have access to your personal information. This is in connection with course enrolments, course administration, invoicing and communication. In addition, our teachers have limited access to your personal information. This is only information that is relevant for conducting the course (see point 6 above).

Our staff are guided and instructed about data security on an ongoing basis. This includes how to handle and protect information. We also keep track of our data processing activities, which are under the control of the Danish Data Protection Agency.

The technical security measures are linked to our use of IT systems for the registration and administration of group and participant data. Our data is securely located and has the required level of protection. All communication (for example, enrolments and payment) that occurs on our website is protected by authenticated security certificates with a 256-bit encryption key. A backup of the data is performed on a daily basis.

Our internal IT systems (PCs, etc.) are further protected with passwords, updated antivirus programmes and a firewall, while any physical material is locked in a secure location. In the event of destruction or repair of IT equipment, every effort is made to ensure that information can not be accessed by unauthorised persons.

 

12. Complaints and contact information

Studieskolen.dk is owned and operated by Studieskolen in Copenhagen. Any complaints about the way in which Studieskolen processes personal data, objections or questions concerning the Personal Data Policy should be addressed to the Data Manager:

Studieskolen in Copenhagen
Borgergade 12, 1300 Copenhagen K
33 18 79 00

persondata@studieskolen.dk
CVR-nr. 81246319

Foreign language course registration and Danish language course registration

 

Change of class

You can change classes if you let us know no later than one week before your course starts. After this date your enrolment is binding.

If you have started the course, and you turn out to be placed at the wrong level, you can talk to your teacher or the language consultant about changing classes within the same period. If you are enrolled in a foreign language course, the change must be made before the 3rd session. If you are enrolled in a Danish language course, the change must be made during the first week.

In the unlikely event of the course being sold out, we will contact you as soon as possible.

 

Invoice

If your employer is paying for the course, we will issue an invoice. We charge a fee of DKK 39 for issuing an invoice. Payment must be made within two weeks from the invoice date.

 

Refund of course fees

You can cancel your course registration and get a refund of the course fee until one week before your course starts. If you cancel your registration, an administration fee of DKK 100 will be deducted from the price. After this date your enrolment is binding whether you attend class or not.

Changes of location and teacher and prolongation of the course due to illness etc. do not entitle to cancellation/refund.

 

Right of cancellation

Purchases of courses, lectures and similar activities on this website are not covered by the right of cancellation under the Danish Consumer Contracts Act § 18, subsection 2, no. 12.

 

Course cancellation

During the week before courses start, Studieskolen will look at the number of enrolments for each course. If there are too few enrolments for a course, it cannot start. If so, we will refund the full course fee. Please note we cannot refund the book expenses. 

 

Force majeure

In the event we have to cancel a class, event or talk because of circumstances beyond Studieskolen's control, this will be considered a force majeure under which the right to a replacement class or refund does not apply. Such circumstances include war, natural disaster, terrorism, strikes, blizzards and epidemics.

 

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Deposit for Danish Education

The rules for deposit payment and reimbursement are regulated by law (Bekendtgørelse af lov om danskuddannelse til voksne udlændinge). If you have passed your module within the time frame and are not starting a new module, you can ask for a reimbursement of your deposit.

 

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Registration and payment for Danish Education

You can cancel your course registration until one week before your course starts. After this date, your enrolment is binding whether you attend class or not. If you cancel your registration, an administration fee of DKK 100 will be deducted from the refund.

 

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Registration to Danish Education tests (PD1, PD2, PD3, Studieprøven)

If you cancel your registration before the final registration date: You will get a 100 % refund of the exam fee; an administration fee of DKK 100 will be deducted from the price.

If you cancel your registration after the final registration date and until two weeks before the written test: you will get a 50 % refund of the exam fee due to planning and administration expenses.

If you cancel your registration later than two weeks before the written test and hereafter: the examination fee cannot be refunded. This also applies in the event of illness, departure from the country and the like.

 

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Registration to Indfødsretsprøven and Medborgerskabsprøven

If you cancel your registration before registration deadline: we will refund 100 % of the exam fee. We will deduct an administrative fee DKK 100.

If you cancel your registration after registration deadline and no later than two weeks before the test: we will refund 50 % of the exam fee.

If you cancel your registration later than two weeks before the test: We are not able to refund the exam fee.

 

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Cambridge exam registration

If you cancel your registration no later than six weeks before the exam, we can refund 50 % of the exam fee. We are not able to refund exam fees after that.

 

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Registration to all other exams

Cancellation of the exam registration can take place until the final registration date. If you cancel your registration, an administration fee of DKK 100 will be deducted from the price.

The examination fee cannot be refunded after the final registration date.

Purchase of courses and examinations on this website is not subject to the right of withdrawal (see Forbrugeraftaleloven (Consumer Contracts Act) § 18 paragraph. 2).

 

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Online English course registration

Your registration is binding and cannot be cancelled after the interview with the teacher.

If your employer is paying for the course, we will issue an invoice. Payment must be made within two weeks from the invoice date.

 

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Force majeure

In the event we have to cancel a class, event or talk because of circumstances beyond Studieskolen’s control, this will be considered a force majeure under which the right to a replacement class or refund does not apply. Such circumstances include war, natural disaster, terrorism, strikes, blizzards and epidemics.

In the event that a class has to close down because of coronavirus, teaching will continue online. Online teaching in classes closed down due to coronavirus are considered to be customarily completed, whether or not the individual participant chooses to make use of this option. In cases where you are offered online teaching, compensation in the form of returned payment or replacement teaching is not applicable. Shutdowns or cancellations for other reasons than coronavirus follow regular terms and conditions.

 

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Purchase of courses and examinations on this website is not subject to the right of withdrawal (see Forbrugeraftaleloven (Consumer Contracts Act) § 18 paragraph. 2).