Privacy Policy

Last updated: 2026-06-17

Healthcare Denmark respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and share personal data when you interact with us, use our website, register for our events, subscribe to our communications, participate in our activities, apply for a job, or otherwise engage with Healthcare Denmark.

 

1. Data controller

The data controller is:

Healthcare Denmark
CVR: 34566054
Ole Maaløes Vej 3
2200 Copenhagen N
Denmark
Email: info@healthcaredenmark.dk

You can contact us at the above email address if you have questions about how we process personal data.

 

2. What personal data we process

We process different types of personal data depending on how you interact with us.

This may include:

  • Name

  • Email address

  • Phone number

  • Organisation, company, institution or authority

  • Job title or professional role

  • Country

  • Areas of professional interest

  • Event registration details

  • Visit request details

  • Dietary requirements, allergies, accessibility needs or other practical information, where relevant

  • Photos, video and audio recordings from events and activities

  • Communication with us, including emails and form submissions

  • Newsletter subscription preferences

  • Website and cookie data

  • Job application material, such as CV, application, contact details and other information submitted as part of a recruitment process

We only process personal data that is relevant for the specific purpose.

 

3. Why we process personal data

We process personal data for the following purposes:

 

Website and forms

We process data when you visit our website, fill in forms, request information or contact us through the website. This may include visit requests, contact forms and other forms related to Healthcare Denmark’s activities.

We use this data to respond to your request, administer our communication with you, plan visits and activities, improve our website and ensure that the website works securely and effectively.

Form submissions may be stored in our website system and sent to relevant Healthcare Denmark email inboxes.

 

Cookies, analytics and embedded content

We use cookies and similar technologies on our website for necessary website functions, security, statistics and embedded content.

We use Cookiebot to manage cookie consent. Our website may use analytics and related services such as Matomo, Google Analytics, Google Tag Manager and Piwik Pro, as well as embedded video services such as Vimeo. We may also use services such as Google reCAPTCHA, Cloudflare or similar technologies to protect the website from spam, misuse and automated traffic.

You can change or withdraw your cookie consent through the cookie banner or cookie settings on our website.

 

Newsletters and email communication

We process personal data when you subscribe to newsletters, receive event communication or otherwise receive emails from us.

We use MailerLite to store newsletter subscriptions and manage email communication. We may use SendGrid to send technical emails from the website, including internal form notifications and confirmation emails when you submit a form.

You can unsubscribe from newsletters and marketing-related emails by using the unsubscribe link in the email or by contacting us.

 

Events, conferences and visits

We process personal data when you register for or participate in events, conferences, delegation visits, workshops, meetings or similar activities organised by or involving Healthcare Denmark.

This may include name, organisation, job title, country, contact details, registration choices, dietary requirements, accessibility needs, participant lists and practical information.

We use this data to administer registrations, communicate with participants, plan and deliver the event or visit, prepare participant lists where relevant, handle catering and access needs, manage name badges and logistics, evaluate activities and document our work.

Where necessary, we may share relevant information with third parties involved in planning and delivering the activity. This may include venues, catering providers, hotels, transport providers, workshop hosts, co-organisers, ministries, public authorities, photographers, video teams, streaming suppliers, name badge suppliers, interpreters, security, reception staff and other relevant suppliers or partners.

We only share information that is necessary for their specific role.

 

Photos, video and recordings

We may take photos, record video or make audio recordings at events, conferences, delegation visits, workshops and other activities.

We may use this material for documentation, communication, reporting and promotional purposes, including on our website, LinkedIn, newsletters, reports, presentations and other Healthcare Denmark channels.

Where appropriate, we inform participants through event information, signage or similar notices. If you do not wish to appear in photos or video, you can contact us or speak to the event organisers.

 

Partner, stakeholder and professional contact lists

We process contact information about partners, stakeholders, decision-makers, professional contacts, organisations, delegations and other relevant contacts in Denmark and abroad.

This may include name, organisation, job title, email, phone number, country, professional interests, communication history and other relevant business-related information.

We use this data to maintain professional relations, coordinate activities, share relevant information, invite contacts to relevant events and support Healthcare Denmark’s purpose and activities.

This information may be stored in systems such as Airtable, SharePoint, Outlook and other relevant administrative tools.

 

Job applicants

When you apply for a job with Healthcare Denmark, we process the personal data you provide as part of the recruitment process. This may include your application, CV, contact details, education, work experience, references and other information you choose to provide.

We use this data to assess your application, communicate with you and complete the recruitment process.

Applications may be stored in SharePoint and Outlook. We generally delete job application data no later than 1 year after the recruitment process has ended, unless there is a specific reason to keep it longer.

 

Employees

This Privacy Policy does not describe employee data processing in detail. Employee data is handled separately through internal processes and information.

 

4. Legal basis for processing

We process personal data on the following legal bases, depending on the context:

  • Consent, for example when you subscribe to newsletters, accept certain cookies, provide consent in a form, or agree to specific processing.

  • Contract or steps prior to a contract, for example when we process information needed to manage registrations, participation, visits, services or agreements.

  • Legal obligation, where we are required to process or retain information under applicable law.

  • Legitimate interests, for example when we maintain professional contact lists, communicate with stakeholders, plan and evaluate activities, ensure website security, document events, manage business relations and promote Healthcare Denmark’s work.

Where we process dietary requirements, allergies, accessibility needs or similar information, we do so only where relevant and necessary for planning and delivering an event, visit or activity.

 

5. Sharing personal data

We may share personal data with suppliers, partners and service providers where necessary for the purposes described in this Privacy Policy.

This may include:

  • IT and hosting providers

  • Website and form providers

  • Email and newsletter providers

  • Analytics and cookie providers

  • Event venues

  • Catering providers

  • Hotels and transport providers

  • Workshop hosts and facilitators

  • Co-organisers and partners

  • Ministries, public authorities and relevant public-sector partners

  • Photographers, video teams and streaming providers

  • Name badge suppliers

  • Interpreters

  • Security and reception staff

  • Other suppliers or partners involved in our activities

Some recipients process personal data on our behalf and only according to our instructions. Others may act as independent data controllers for their own processing. We only share personal data where relevant and necessary.

We do not sell personal data.

 

6. International transfers

Some of the systems and suppliers we use may process personal data outside the EU/EEA.

Where personal data is transferred outside the EU/EEA, we aim to ensure that appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses or other lawful transfer mechanisms.

Relevant systems and providers may include Microsoft/SharePoint/Outlook, Airtable, MailerLite, SendGrid, Zapier, Vimeo, Google services, Cookiebot, analytics providers and similar tools used for administration, communication, website operation and event management.

 

7. How long we keep personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, unless we are required or permitted to keep it longer.

As a general rule:

  • External activity data, such as event, conference, visit and stakeholder data, is generally kept for up to 4 years.

  • Dietary requirements, accessibility needs and similar practical information are minimized and generally deleted no later than 2 years after collection.

  • Newsletter subscription data is kept until you unsubscribe or ask us to delete it, unless we need to keep limited information to document your preferences.

  • Job application data is generally deleted no later than 1 year after the recruitment process has ended, unless there is a specific reason to keep it longer.

  • Cookie retention depends on the specific cookie and your consent settings, as described in our cookie information.

We may keep data for longer where necessary to document our activities, comply with legal obligations, handle disputes or protect legitimate interests.

 

8. Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Access to personal data is limited to persons and suppliers who need the information for relevant purposes.

 

9. Your rights

You have a number of rights under data protection law.

Depending on the circumstances, you may have the right to:

  • Request access to the personal data we process about you

  • Request correction of inaccurate information

  • Request deletion of your personal data

  • Request restriction of processing

  • Object to processing based on legitimate interests

  • Withdraw consent where processing is based on consent

  • Request data portability where applicable

  • Lodge a complaint with a supervisory authority

To exercise your rights, contact us at info@healthcaredenmark.dk.

If you withdraw consent, this does not affect the lawfulness of processing carried out before the withdrawal.

 

10. Complaints

If you are dissatisfied with how we process your personal data, we encourage you to contact us first at info@healthcaredenmark.dk.

You also have the right to lodge a complaint with the Danish Data Protection Agency:

Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
Denmark
Website: www.datatilsynet.dk

 

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be available on our website.

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