The University of Copenhagen is responsible for the data that you enter when applying for at job using the recruitment system Talent Recruiter, provided by HR Manager.

Disclosure of personal data

Please note that if you are offered the position, your personal data, including name, contact information, application, CV, etc., will be disclosed to the relevant union representative and/or trade union for the purpose of negotiating pay in accordance with section 12 of the Danish Data Protection Act.

The data is disclosed in order for the union representative and/or trade union to perform their duties and obligations under the collective agreement system to negotiate pay supplement(s) in connection with your appointment.

Why do we process your personal data?
The University of Copenhagen processes your personal information for the purpose of assessing your application in relation to possible employment in the position applied for at the University of Copenhagen. The judicial basis for using your personal information is section 12 (1) of the Data Protection Act cf. the General Data Protection Regulation article 88 cf. article 6 (1) (b).

In addition to the primary recruitment purpose, your data may be used for statistical purposes. The University of Copenhagen is obliged to collect data about applicants for academic positions from assistant professor level and up and pass on the data to the Ministry of Higher Education and Science. The transmission of personal data to public authorities is in accordance with article 6 (1) (e) of the General Data Protection Regulation. 

When recruiting Ph.D. students with funds from Horizon Europe’s MSCA programme, data is stored for 10 years in the University of Copenhagen’s ESDH system for use in EU auditing.

If we need to use sensitive personal data from you, e.g. in connection with personality tests or by obtaining a criminal record or a statement of no previous convictions in respect of children, then this will only be done after obtaining an explicit consent from you.

Who processes your information?
As the data processor, the supplier of our recruitment portal, HR Manager, stores your data on our behalf. In addition to the above, your personal data will be processed by the recruiting manager and the HR department at the University of Copenhagen, and by the person(s) in the appointment committee and possibly the assessment committee. Your personal data may be disclosed to external members of the evaluation committee if your application concerns a position subjected to the use of external evaluators in accordance with the rules on assessment committees. Data may be transferred to countries not subjected to the rules of the EU General Data Protection Regulation if a member of the assessment committee resides in a third-party country.

If a recruitment company is used, relevant employees from the recruitment company will also have access to your personal data. The same applies if the position is partly financed by another organisation.

How long do we store your personal data?
We store your application and personal data in the recruitment system for 12 months from today's date in order to process the recruitment case. Data used for statistics (e.g. information about gender and citizenship) is stored for a longer time, but in anonymous form and cannot be associated with you.

Your rights
In accordance with the General Data Protection Regulation, you have a number of rights in relation to our processing of the information about you:  

• You have the right to gain insight into the information we process about you as well as additional information
• You have the right to have incorrect information about yourself corrected. You can correct some information on your profile in the recruitment system that you created in connection with the application
• In certain cases, you have the right to have information about you deleted earlier than the date of our normal deletion of your data.
• In certain cases, you have the right to object to our processing of your personal data.
• In certain cases, you have the right to acquire your personal data in a structured, commonly used, machine-readable format and to get the personal data transferred from one data manager to another without hindrance.

You can read more about your rights in the Danish Data Protection Agency's guide on www.datatilsynet.dk or in University of Copenhagen's Privacy Policy.

To take advantage of the above rights, please contact us at hrm-service@adm.ku.dk.