Effective Altruism Denmark Data Protection Policy

Date updated: October 2nd, 2024

Introduction

We want you to be confident that the personal data you provide to us is in safe hands at all times. Effective Altruism Denmark (EA-DK) has prepared this Data Protection Policy to document how we ensure that our processing of your personal data is in compliance with the General Data Protection Regulation.

Data controller

Effective Altruism Denmark, CVR: 41417226, is the data controller for personal data collected from you and processed on this website and within the scope of our services.

When do we collect your personal data?

  • When you visit or interact with our website (e.g., through cookies, analytics tools, or contact forms);
  • When you apply for a job, internship, grant or any other services from EA-DK;
  • When you contact EA-DK;
  • When you register or attend an event or seminar organised by EA-DK;
  • When you subscribe to newsletters, sign up as member or order materials from EA-DK;
  • When we request your personal data with your informed consent for future contact and processing.

What data do we collect?

The main type of personal data we may process is information such as names and contact information, including phone numbers and email addresses. We may also collect photographs and video recordings at our events which may capture your image. We also collect information about the qualifications of candidates who have applied for a job, internship or project grant from EA-DK. When you contact EA-DK, we process the personal data relevant to your enquiry. We will store data for as long as required to render a service you have requested or for which you have given your consent. We may store data longer if required by law or to protect our legitimate interests, for example, during ongoing legal proceedings.

What do we use the data for?

We use the personal data you provide to process enquiries and for our own statistical purposes. Photographs and video recordings are used to document events, promote our activities, and may be shared on our website, social media channels, newsletters, and other promotional materials. 

The personal data may also be used for information-processing purposes (e.g. actions in response to your request, admissions to events, producing newsletters, including you in professional opportunities data base on your request, etc), following up and improving the activities of EA-DK (feedback forms, impact evaluation activities, response to community health inquiries, etc.), and to defend the organisation’s rights. We also collect data to measure our impact, e.g. to find out the number of people who attend our events or if we have impacted someone’s career choice or donation decisions. When you apply for jobs, we will use your personal data strictly for the purpose for which they were provided. We may save applications for six months from the end of a recruitment period to ensure compliance with Danish legislation. Data that is no longer needed for legitimate purposes is actively deleted once its use expires. However, to ensure compliance with best practices under GDPR, all data retention periods are reviewed annually in June before any deletion actions are taken.

 

Who has access to your personal data?

EA-DK ensures that personal data is only accessed by authorised individuals. This includes employees, contractors, and volunteers, all of whom are required to handle personal data in accordance with GDPR and EA-DK’s data protection policies. Volunteers who assist with organising events, managing communications, or working on specific projects may have limited access to personal data, but only as necessary for their roles.

All individuals with access to personal data are bound by confidentiality agreements to ensure the security and privacy of your information.

Who do we share your data with?

EA-DK may share personal data with companies that process personal data on behalf of EA-DK (data processors), such as IT suppliers and partners (e.g. Airtable, Google LLC). EA-DK is always responsible for the processing of your data by such companies. Your data might be shared with third parties only if there is a lawful basis or it is connected to your request and fulfilling our obligation connected to it. We never will share data for commercial use.

Photographs and video recordings may be shared publicly through our website, social media platforms, newsletters, and other promotional materials.

Personal data may also be shared if required to:

  • comply with applicable law, regulations, legal proceedings or requests from executive agencies
  • to measure our impact
  • safeguard legitimate interests of EA-DK
  • discover, prevent or otherwise call attention to security or technical issues and fraud.
  • data that you explicitly instructed us to share with a third party.

We may also share your name with The Centre for Effective Altruism and details about our encounters with you, if there is a community health interest in it. If you are a member of EA Denmark, we might have to share your member status with authorities upon request.

EA-DK always strives to store personal data within the EU/EEA, but personal data may be transferred to and processed in countries outside of the EU/EEA by a supplier or subcontractor, for example, in the case of cloud service usage. EA-DK shall take organisational and technical measures to ensure secure processing of personal data at an adequate level of protection comparable to and at par with the protection provided within the EU/EEA. This transfer may be associated with legal obligations, your explicit consent for specific tasks (such as attending events outside the EU/EEA, applying for professional opportunities like fellowships or roles), or the necessity to store data with services located outside the EU/EEA area due to service limitations. By default, EA Denmark actively avoids any services that have such limitations.

Information From Others 

We also receive data from other Effective Altruism organisations such as the Centre for Effective Altruism, but only if they have received your consent to share it. The Centre for Effective Altruism never shares data with us without your consent, including anonymised alterations of your data.

Links to external websites

The EA-DK website may contain links to websites owned or operated by third parties. EA-DK is not responsible for the processing of your personal data by these external sites. We do not share personal data with these websites, nor do we engage in any data collaborations with them. Please be aware that the privacy practices of these external sites may differ from those of EA-DK, and we encourage you to read their privacy policies before providing any personal data.

Data Protection Policy amendments

In the event of amendments to this Data Protection Policy, EA-DK will publish the modified Data Protection Policy at effectivealtruism.dk including notice of the effective date of the amendments. If EA-DK makes any significant amendments to the Data Protection Policy, we may also choose another method of informing you, such as by email or publishing an announcement at effectivealtruism.dk.

Legal basis, storage and deletion of personal data

By providing data to EA-DK, you consent to EA-DK collecting and storing information about your enquiry and processing the personal data provided for the specified purpose(s). EA-DK’s legal basis for processing will be one of the following: performance of a contract, a legal obligation, legitimate interest or consent. If EA-DK uses legitimate interest as the legal basis, this will be solely for the purposes described above. Please note that you can withdraw your consent at any time by notifying us. Data is processed in accordance with applicable legislation, which means that personal data is not retained for longer than is necessary in relation to the purposes of processing.

In practice, this means that data are deleted when they are no longer necessary or useful for analyses or contacts under the purposes for which they were collected. Some information may be retained longer than this to meet other statutory requirements, such as those of the Danish Bookkeeping Act. EA-DK shall maintain a high level of security and confidentiality in all personal data processing.

If you do not wish to be photographed or recorded at our events, please inform a member of our staff at the event. You also have the right to request removal of your image from our online platforms and promotional materials at any time by contacting us.

Your rights and options

You have rights with respect to your personal data, including the right to influence your data and what data is saved. EA-DK will rectify information that is discovered to be incorrect on your initiative or its own initiative. You also have the option of requesting that your data be deleted or its use restricted at any time by contacting us. If you believe that your rights are not being respected, you are welcome to contact EA-DK or the Danish Data Protection Authority. You can opt out of receiving communications from EA-DK at any time. You are always welcome to contact EA-DK for assistance in opting out of our communications.

Right to request information and rectification

You are entitled to request a copy of the personal data undergoing processing by EA-DK and information about the purpose of the processing free of charge twice a year. You are also entitled to rectification, anonymisation or erasure of data. Contact us using the addresses under the section entitled Contact information of EA-DK if you would like to learn more about how EA-DK processes your personal data.

Contact information of EA-DK

If you have questions about how EA-DK processes personal data or wish to request a copy of your personal data processed by the foundation, please contact us: contact@effectivealtruism.dk

If you request a copy of your personal data more often than twice in one year, EA-DK will charge a fee of 400 DKK to cover its administrative costs for processing these requests. The fee is payable in advance to an account designated by EA-DK.

How we store your personal information

EA-DK has taken the technical security measures necessary to protect your personal data from unauthorised access, modification and erasure. 

We will then dispose of your information by 30 days after the data has filled its purpose. In some cases, we might store your cases longer if we are under lawful basis or obligation to do so.

Third-Party Processors

We use the following service providers to process and store personal data:

  • Google LLC (Google Drive, Google Photos, Google Forms): Used for storage and form management, including storing photos and videos. Google LLC may process data outside the EU/EEA, and appropriate safeguards are in place. More details can be found in Google’s privacy policy: https://policies.google.com/privacy.
  • Airtable: Used for organising and managing project and customer relationship data (CRM). Airtable processes data on our behalf and adheres to GDPR requirements.
  • HubSpot: Used for customer relationship management (CRM) and email marketing (newsletters). HubSpot processes personal data in compliance with GDPR and may transfer data outside the EU/EEA under Standard Contractual Clauses.
  • Zapier: Used to automate workflows and data transfers between different apps. Zapier processes personal data on our behalf in accordance with GDPR standards and may transfer data outside the EU/EEA under Standard Contractual Clauses.
  • Discord: Used for communication and community management. Discord processes personal data and may transfer data outside the EU/EEA under Standard Contractual Clauses. You can find more details in Discord’s privacy policy: https://discord.com/privacy.
  • Plausible.io: Used for privacy-friendly web analytics. Plausible.io processes anonymized data in compliance with GDPR. It does not track individuals across sites or process personal data. You can find more information in their privacy policy: https://plausible.io/data-policy.

Use of cookies

EA-DK uses cookies to collect information on how our website is used in order to improve it. No directly identifying information is collected.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at contact@effectivealtruism.dk if you wish to make a request.

How to Complain (EU)

You can reach the EDPS in the following ways:

Using the EDPS contact form, select ‘My personal data’ as the relevant subject. 

E-mail: edps@edps.europa.eu 

EDPS postal address: European Data Protection Supervisor, Rue Wiertz 60, B-1047 Brussels, Belgium