How HK processes your personal data

HK is the data controller responsible for any personal data processed by HK. You can contact us here.

HK
Weidekampsgade 8

2300 København S

Cvr.nr. 31429528

HK Danmark's data responsibility also includes the following CVR numbers:

53250017, 70435519, 31484219, 36390328, 39072416, 31331919, 54326211, 54721617.

Email: hk@hk.dk

Telephone: 7011 4545

You can also contact us for any questions using our contact form:

www.hk.dk/kontakt

If you have any questions about how HK processes your personal data, you are always welcome to con-tact HK's data protection officer, Anton Gramstrup Larsen.

You can do so as follows:

• by email: DPO@hk.dk
• by telephone: +45 3330 4916
• by letter: HK/Danmark, Weidekampsgade 8, 2300 København S, att. ”data protection officer” 

If your enquiry contains sensitive personal data, you should send it encrypted or via www.hk.dk/kontakt.

We process personal data about you as part of our activities as a trade union, for instance in relation to our counselling and assistance to you as a member or if you are a part of one of our cases. We also process personal data when we enter into, renew and enforce collective agreements and carry out cam-paigns and organising projects. In addition, we may process personal data for satisfaction and market surveys and for research and statistics.

For example, we process your data in these situations:  

• When you join the union and the subsequent payment of membership fees.
• For the administration of your membership.
• When you contact us in person, by phone, chat or email for advice and guidance on salary, well-being, work environment or questions about collective agreements, etc.
• When you use Mit.HK or any of our other self-service solutions.
• When you participate in career interviews, educational counselling, personal development pro-grammes and
•  When you participate in competence development projects.
• When you participate in professional networking activities and member surveys.
• When you register for and participate in courses, conferences, webinars, congresses, or similar events.
• In campaigns, user surveys and organising projects
• When we enter, renew and enforce collective agreements.
• When we compile earning statistics.
• If we need to pursue a case on your behalf. You will then receive further information about our processing of your personal data.
• If you wish to resign from the union and to contact you about possible re-enrolment.
• If you contact HK about one of our member affairs, projects or events.
• In addition, HK also uses your personal data to ensure personalized communication and to promote member offers. In this context, we use letters, emails, text messages

HK processes your personal data as part of HK's legitimate activities as a trade union. The legal basis for processing the data is:

Article 9(2)(d) of the General Data Protection Regulation (GDPR) (trade union authorisation) along with Article 6(1)(f) of the GDPR (legitimate interest).


The legal basis for processing the personal data may be:

• Article 9(2)(d) GDPR (trade union authorisation)
• Article 9(2)(a) GDPR (consent)
• Article 9(2)(b) GDPR (employment law obligations) 
• Article 9(2)(e) GDPR (published data)
• Article 9(2)(f) GDPR (legal claims)
• Article 9(2)(g) GDPR (substantial public interest)
• Article 9(2)(j) GDPR (statistical and scientific purposes)

 

and one of the following legal bases: 

• Article 6(1)(a) GDPR (consent)
• Article 6(1)(b) GDPR (performance of contract)
• Article 6(1)(c) GDPR (legal obligation)
• Article 6(1)(d) GDPR (vital interest)
• Article 6(1)(f) GDPR (legitimate interest)
• Article 10 GDPR (criminal convictions)
• Section 8(3) of the Data Protection Act (criminal convictions)
• Section 10 of the Data Protection Act (statistical and scientific purposes)
• Section 11 of the Data Protection Act (CPR number)
• Section 12 of the Data Protection Act (information in employment relationships).

Information on members and former members

We process data about you as part of your current or previous membership of HK. Being a member of a trade union is sensitive personal data within the meaning of data protection legislation (Article 9).

• We process your personal data covering: 
• HK membership
• CPR number 
• Master data, including your name and job title, private address, private phone numbers, email ad-dress, account number, salary information and statistics
• Your educational background
• Your places of employment
• When you have been in contact with HK (by phone or electronically)
• Which electronic newsletters you have received
• Which electronic letters you have received from HK and which letters you have read
• Which insurances you have purchased through HK
• Information about your pension details
• Which HK courses and events you have registered, declined and participated in
• Membership surveys
• Diet information (e.g. if there are any foods you don't eat in relation to catering)
• Any positions of trust and the election date (union representative, health and safety representative, A/S board member, department, sector and/or club board member, congress delegate, etc.)
• Test information (if you have participated in a course or development process in which such a test was used)
• Your CV (if you are registered with HK JobBørs or have participated in a personal career counselling session)

 

In special cases, we process additional information about you. For example, in the event that you have received professional or legal assistance from HK:

• Information about health conditions (e.g. in employment cases where it is relevant if you are disa-bled, in supported employment, or where illness has an impact on your employment relationship or your right to other benefits)
• Information about social circumstances
• Information about political, religious, racial, ethnic or sexual orientation
• Information about criminal offenses

 

The information above is generally only included in individual employment law cases.

Information about others who have been in contact with HK

We process the data about you that you have provided us with or have made public yourself. We only collect data that is relevant and necessary to fulfil our purpose of processing. We also process data about you in connection with our organisation activities.

Furthermore, we may process data about you if your data is part of a member's legal case. This could be as a colleague, executive, employer, customer or similar. Often in these situations, we will not have your contact information, as the information we receive about you may be sporadic information from fel-low members as part of a professional matter.

Without basic identity information and your CPR number, we are not able to offer you membership in HK.

It is voluntary whether you wish to take advantage of HK’s services and make use of our advice and as-sistance in employment law cases, etc. Without information about the reason for termination, unemployment, your employment history, or your sensitive information, etc. we are not able to provide you with optimal help and advice and ensure that you receive the benefits you are entitled to.

In general HK does not record telephone conversations. In exceptional cases, HK may need to record individual conversations as part of the training of HK's counsellors. HK will only record telephone conversations with you for training purposes if you have given your consent via the digital options of the telephone. The recordings are deleted within 2-3 hours after the conversation.

Car parks associated with HK's buildings may be video monitored for the safety of employees and guests and for documentation in relation to any insurance claims. If video surveillance is carried out, it will be indicated by signs in accordance with the rules of the Danish TV Surveillance Act.

All our employees are bound by confidentiality. We only disclose information to the extent that we are authorised or obliged to do so.
We disclose or transfer your personal data to the following recipients when necessary or appropriate for you:

• Public authorities
• Doctors 
• Union representatives
• FH and other labour unions
• Unemployment funds
• Banking, insurance and pension companies
• Hotels and conference venues
• Educational institutions and external teachers
• Courts and Quasi-Judicial Bodies
• Employers and employers' associations
• Advisors, e.g. lawyers, accountants, consulting companies or similar, if necessary to help you
• Data processors

 

Data processors are external private companies or public authorities/institutions that exclusively process data on behalf of and under instructions from HK.HK is also part of a joint administration with HK's unemployment fund pursuant to section 22 of the Ex-ecutive Order on requirements for and supervision of the recognised unemployment funds' finances and accounting etc. HK and HKA therefore share responsibility for the processing of personal data in con-nection with the correct collection of membership fees, et

When you use HK's services, your personal data may in some cases be transferred to countries outside the EU/EEA.

The situations in which such a transfer may exceptionally take place will be in cases where HK uses data processors and these use suppliers established outside the EU/EEA.

If the transfer is not to recipients established in so-called "safe" third countries authorised by the Euro-pean Commission, the basis for the transfer will often be the European Commission's standard contractual clauses. 

We primarily collect the information directly from you. However, we may obtain or receive information di-rectly from a third party. We only collect information that is relevant and necessary. This includes, for example, information from:

• Unemployment funds
• Employers
• Occupational Medicine Clinic
• The Department of Forensic Medicine 
• Labour Market Insurance (AES)
• The National Social Appeals Board
• CPR register 
• Your colleagues
• Your relatives
• Your insurance company
• Your pension company
• Feriekonto (holiday allowance) 
• FH or other labour unions
• Job Centres/Municipalities
• Doctors or other healthcare professionals
• Opposing parties in cases (Employers, lawyers, employers' associations or others)
• Police and courts
• The Danish Customs and Tax Administration
• The Danish Agency for Labour Market and Recruitment (STAR) 
• Union representatives
• Udbetaling Danmark (The authority responsible for the collection, disbursement and control of a number of public benefits.)
• Public authorities
• Members of HK 

When you visit www.hk.dk, we collect personal data about you in the following cases:

• when you sign up for a newsletter,
• when you sign up for an event, competition or event,
• when you use a tool on HK.DK, such as salary statistics and Getting ahead (Kom godt videre),
• when you contact us and

• when you consent to the use of cookies.

We only collect the information we need to process your request or to provide a service. We will usually only request additional information if we need it to provide you with the best possible answer to your enquiry or if we want to offer you membership. When you give your consent to a processing of your personal data, we will only collect the personal data that you have specifically consented to.

We work with social media, advertising and analytics partners to optimise HK's marketing on social me-dia and other websites.

You can read more about HK's use of cookies here: https://www.hk.dk/cookies 

Like many other organisations, HK uses social media for a wide range of tasks.

HK uses social media to create visibility in society, dialogue and relations with current and potential members. HK does not conduct casework on social media

You can find information about HK's use of media and handling of personal data here. 

Facebook, Instagram, LinkedIn, YouTube, Snapchat, TikTok and Twitter have their own privacy policies. We encourage you to read the privacy policies of these media before using them.

We share data responsibility with Facebook regarding HK's Facebook pages and when we target the material we send out.

HK stores your data for as long as it is necessary to fulfil the purposes for which the personal data in question is processed. This means that we store data for the period during which we can be met by a claim, are obliged by law or have another objective purpose for the storage.

A general storage period of a maximum of ten years from the end of a case or a member's resignation is assumed. However, there may be professional cases that are not deleted until after 30 years.

This is only a guideline, as there may be a specific need for a shorter or longer erasure period.

Here are a few examples of our erasure deadlines:

Information about course activities is deleted one year after the member's withdrawal. If the course par-ticipant is not a member of HK, data is deleted one year from the completion of the course.

Work injury/liability and consultancy cases are stored for up to 30 years for the general functioning and operation of HK.

Information about congresses and board meeting minutes and cases of legal and collective agreement interpretations are generally not deleted for the sake of the organisation's memory of current cases and documentation of HK's history.

HK does not make use of automated decision-making in relation to HK's trade union activities. 

HK does not generally use consent as a basis for processing your personal data. In some situations, we obtain explicit consent from our members to process or disclose personal data.  Where we have asked for your consent to process data about you, you have the right to withdraw your consent at any time.

You can do so by contacting us using the contact details listed in section 1. You can often withdraw your consent digitally at MitHK.dk.

If you choose to withdraw your consent, it will not be retroactive, so HK's processing of your personal data will be lawful up until the time you withdraw your consent.

HK stores your personal data in a secure and confidential manner. We have both technical and organisa-tional security measures in place to protect your data against accidental or unlawful destruction, loss or impairment, as well as against unauthorised disclosure, misuse or other unlawful processing.

When we share your sensitive information, we always use secure communication. If you send an email to HK, it is generally an unencrypted message.

We therefore recommend that you do not send sensitive information to us by email such as CPR num-ber and health information and that you include as little personal data as possible in your email to us.  Instead, you can use MitHK.dk or www.hk.dk/kontakt. 

When we process your personal data, you have the following rights:

Right to see the data (right of access) 

• You have the right to access the data we have registered and a series of additional information.

 

Right to rectification (correction)

• You have the right to obtain the rectification of inaccurate personal data concerning you.

 

Right to erasure 

• In certain circumstances, you have the right to have personal data erased prior to the time we would generally have deleted such data.

 

Right to restriction of processing

• In certain circumstances, you have the right to obtain restriction of the processing of your personal data.

 

If you have the right to restriction of the processing, we may subsequently only process your per-sonal data, with the exception of storage, with your consent or for the establishment, exercise or de-fence of legal claims or for the protection of the rights of another natural or legal person or for rea-sons of important public interest.

Right to object

• In certain circumstances, you have the right to object to HK’s otherwise lawful processing of your personal data. You can also object to the processing of your personal data for direct marketing pur-poses.

Right to transmit data (data portability) 

• Under some circumstances, you have the right to receive your personal data in a structured, com-monly used and machine-readable format and to have these personal data transmitted from one con-troller to another without hindrance.

 
You may read more about your rights in the Danish Data Protection Agency's guide to the rights of data subjects, available at www.datatilsynet.dk. 
If you wish to exercise one or more of your rights, please contact HK. You can write gdpr@hk.dk. 

You have the right to submit a complaint to the Data Protection Agency if you are dissatisfied with the way we process your personal data. You are welcome to contact us in advance so that we can see, if we can help you with what you are unhappy about. You can find the Danish Data Protection Agency's contact details at www.datatilsynet.dk. 

This privacy notice will when necessary be updated and amended regularly because of changes in data protection law and practice or when our use of new technological possibilities makes it necessary. We therefore recommend that you keep yourself regularly updated on our website.  

In case of major changes, our members will be notified directly on MitHK.dk.

This privacy notice was last modified: 
2024.06.27