INSTITUTE FOR STRAIN PSYCHOLOGY – DATA AND PRIVACY POLICY

1. Background

This privacy policy is intended to ensure that the Institute for Strain Psychology complies with applicable laws at all times, adheres to data protection regulations including the EU General Data Protection Regulation (EU Regulation 2016/679), and the Danish Act on the Processing of Personal Data. 

 

The purpose of this privacy policy is to ensure transparency and legality in our processing of personal data concerning individuals involved in our analyses, our employees, customers, and partners. The Institute for Strain Psychology ensures that all our employees are continuously informed about and comply with this privacy policy.

2. What personal data do we collect and how do we use it? 


2.1. If you have provided your contact information to us 

Hvis du har oplyst dine kontaktinformationer til os i forbindelse med forespørgsel om vores ydelser, tilmelding til nyhedsbrev, webinar, uddannelse eller anden aktivitet, vil vi typisk behandle flg. Personhenførbare oplysninger:

  • Name
  • Address
  • Email address
  • Telephone number


We use your information in accordance with the Danish Marketing Act, LBK No. 866 of 15/06/2022, in relation to the activities you have consented to.

2.2. If you participate in one of our surveys
If you participate in one of our surveys, such as a questionnaire, in-depth interview, or focus group, we typically process the following personal data about you:

 

  • Name
  • Address
  • Email address
  • Telephone number
 
In addition, we collect information that you provide when participating in our surveys. We always inform you of the purpose of the survey, and we will not process your data if you choose not to participate. Participation and answering questions are always voluntary.
 
The purpose of collecting your data is always legitimate and appropriate — typically, we use the data for research and to improve our services and products. Your information is always used in conjunction with data from other respondents, and during analysis and reporting, your data is anonymized.
 
All personal data will only be retained as long as it is relevant for the purpose it was collected. Typically, we store your information for up to 24 months after the survey has ended.

2.3. If you are an applicant or employee
As an employee of the Institute for Strain Psychology, we only process information necessary for your employment relationship to comply with legal obligations.
 
If you are applying for a position at the Institute, we will only process the information necessary to assess your application, and we retain it for a limited period if you are not hired (all information will be deleted no later than 3 months after the recruitment process concludes).
 
During employment or recruitment, we may process the following information:
 
  • Name, address, phone number, email
  • CV
  • Application
  • Criminal record (if required for employment)
  • References
  • Diplomas/certificates
  • Numbers
  • Other relevant information for the position


During employment and in connection with termination, we may also process:

 

  • Health information
  • Timesheets
  • Vacation information
  • Parental leave
  • Other employment-relevant information


Employee data is retained for 5 years for bookkeeping purposes, including salary and other employment-related information.


3. Sharing of information 

The Institute for Strain Psychology does not share your data with third parties without your consent, unless legally obligated to do so.

3.1. Sharing if you participate in a survey 

If you participate in a survey, you will always be informed beforehand whether your participation is fully anonymous (so that only Institute staff know your identity) or whether your responses will be shared with others, e.g., the client who commissioned the survey. This ensures you provide informed consent. 


3.2. Sharing if you are an applicant or employee 

We do not share your information with any third party if you are a job applicant. Likewise, we do not share information about our employees without their consent. However, we do share information where it is legally required, including in the following cases: 

Employee information is shared with public authorities in cases where we are legally obligated to do so, for example with the Danish Tax Agency (SKAT) or other authorities in connection with your employment. Information is shared with our pension fund in connection with your employment. 

  

4. Your rights:

 

You are always welcome to access the information we process about you, as well as to have it updated, corrected, deleted, or provided to you. If you have any questions or wish to contact us regarding this, you can reach out in writing to the Head of Digital Development, Simon Grund Sørensen, at simon@belastningspsykologi.dk 

If you are dissatisfied with the way the Institute for Strain Psychology processes your information, you are welcome to contact us, and we will make every effort to find an appropriate solution. You also have the right to file a complaint with the Danish Data Protection Agency. 

  

5. Security 

All your information is stored on secure servers that comply with all requirements to meet applicable legislation. In addition, we maintain the necessary organizational, technical, and physical security measures to protect your information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access, in accordance with the data protection regulations in Denmark and the EU.

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