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Privacy Policy

At Women in Life Science Denmark (WiLD), a voluntary association established in Denmark (in the following “WiLD” or “we”), we understand the importance of processing personal data in a respectful and secure manner.  

 We are committed to comply with the requirements and obligations relating to the processing of personal data under applicable law, namely the General Data Protection Regulation (“GDPR“) and have therefore implemented appropriate procedures to protect your personal data. 

 This Privacy Policy (“Privacy Policy“) is intended for visitors on our website www.womeninlifescience.dk (“Website“) as well as for persons applying for membership in WiLD, participants at our events and persons who contact us via our main email address  info@womeninlifescience.dk.  

 This Privacy Policy provides an overview of our processing activities, including the purposes and legal basis of the processing.  

 Data controller 

“Women in Life Science Denmark” (WiLD) is the data controller, and we ensure that your personal data is processed in accordance with applicable law.  

 Contact details: 

”Women in Life Science Denmark” (WiLD)
c/o The Back Office
Nordre Fasanvej 215
DK-2000 Frederiksberg
CVR-nr.: 43518615 

 If you have any questions in relation to this Privacy Policy or if you have questions to the collection, storage and processing of your personal data, please contact us at info@womeninlifescience.dk. 

 Categories and source of personal data; legal basis 

We collect the following personal data:  

  • From our members we collect personal information when signing up for membership of our organisation, such as name, address, date of application, e-mail address, link to personal LinkedIn profile, and name, address and invoicing data for you and/or your employer.  
  • We collect personal data via information provided by you when registering for events, networking, or mentorship activities.  
  • We collect personal data from e-mails sent to the organisation’s e-mail addresses for the purposes of sharing information, entering into and maintaining dialogue with stakeholders about the organisations purpose and activities.  
  • When you accept the use of cookies at our Website, we will obtain personal data through use of such cookies. Further information regarding the use of cookies can be found at our cookies policy. 

Purpose for personal data processing and legitimate interest 

As a general principle we only collect and process personal data for a specific purpose and on the basis of legitimate interests. We will delete your data when it is no longer necessary for such purpose. 

The purposes for collecting and processing your data are: 

  • Administration of your membership. 
  • Regular membership administration, including invoicing and accounting.  
  • Handling of your membership rights according to our Articles of Association, including in relation to our Annual General Meeting.  
  • For planning, conduct, and follow up on our regular membership activities such as events, network meetings and mentorship activities. 
  • For non-members and other stakeholders: replying to requests, providing information about the organisation, invitation to and participation in events and mentorships 
  • Storage and processing of information for historical or statistical purposes  

Consent 

As a general principle, our processing of your personal data will rely on other legal basis than direct consent, according to the above. Therefore, we will only request your consent in the rare instances when it is necessary to process your personal data for other purposes than described above. If we request your consent for other purposes, it is voluntary for you to provide your consent and you can withdraw your consent at any time by informing us directly.   

Recipients of personal data 

Your personal data will only be transferred to third parties if it is necessary to provide the service or activity that you have signed up for, and the data will only be used by the third party for the specific purpose.  

Thus, we will only transfer your personal data to WiLD’s business partners and suppliers, such as IT support, back-office services, accountants, suppliers of newsletter services etc, if such sharing is necessary to administer your membership and to deliver the service or conducting an activity for which you have registered or which you have requested. These business partners may solely process the personal data in accordance with WiLD’s instructions and may not process your personal data for their own purposes.  

WiLD is an organisation which has as its purpose to support networking among women in the Life Science industry. In conjunction with WiLD’s meetings and events, your name, job title and employer may be listed on participant lists, which are shared with selected third parties. In this instance, a third party may include instructors/speakers or other participants at the same event.   

Use of photographs from meetings and events 

WiLD will use situational photographs (situationsbilleder) or video from events and meetings in presentations and on digital media. We use these photos and videos in our communication to tell the good stories from our events and to share information about coming events and activities.  

WiLD will only use photos and video which depict a concrete activity or situation taken in conjunction with a WiLD event or meeting. The criterion for publication is that the persons depicted cannot reasonably claim to feel exposed, exploited or violated in a normal circumstance. If a participant wishes to have a published picture removed, where the participant is pictured, a request should be made to WiLD and to the extent possible the picture will be removed from further publicity, including on the internet.  

If we wish to use other pictures from our members than such ordinary situational pictures from our events and activities, we will request express consent from the persons pictured.  

Profilering and automated processing 

We do not conduct profiling or automated processing. 

Storage and deletion 

WiLD will collect and store your data in a responsible way. We collect your personal data in a restricted access manner and out IT security is subject to monitoring to determine if we handle and store the personal data of our members in a responsible way and in accordance with current regulation.  

Your data can only be accessed by members of the WiLD board of directors, employees involved in membership processing and handling, and selected collaborators involved with IT administration, hosting and bookkeeping. It is our responsibility to ensure that your personal data is handled responsibly and therefore we ask our collaborators to guarantee that your personal data is protected.  

We will delete your personal data when we no longer need to process it for one or more of the purposes mentioned above. However, special legislation, including in the Danish Bookkeeping Act may entail an obligation or right for us to store such data for an extended period of time.  

For practical and administrative purposes, we may store your regular membership information for up to one year after your membership of the organisation as ceased. If your personal data are included in WiLD‘s accounting records, your data might need to be stored for five years from the end of the financial year to which the accounting records relate. This is to ensure compliance with our legal obligations under the Danish Bookkeeping Act. 

Your rights 

You are entitled to information about how we process the personal data we have collected about you. 

  • You have the right to request access to, and receive a copy of, the personal data that we are processing about you. 
  • You have a right to have incorrect personal data about yourself rectified and to have incomplete personal data completed.  
  • You have the right to request that personal data about you be deleted in certain circumstances, e.g., if processing is based on your consent and you choose to withdraw that consent. 
  • You may withdraw your consent to the processing of your personal data at any time. Withdrawal of your consent will not affect the processing of your personal data that took place before the date of withdrawal. 

If you contact us with a request to correct or delete your personal data, we will investigate whether the conditions are met and, if so, make changes or deletions as soon as possible. If you wish to have your personal data deleted, it also means that we cannot charge a membership, and the consequence may therefore be that you can no longer be a member of WiLD. 

If you wish to exercise your rights as described above, you may contact us at any time. Our contact information is found above.  

Complaints 

You may file a complaint with the Danish Data Protection Agency if you disagree with our handling of your personal data. You can find information about how to file a complaint at  www.datatilsynet.dk 

Changes to our privacy policy  

This Privacy Policy is regularly updated and amended, including as required on account of changes to statutes, practices and rules and regulations on the data protection area. You are advised, therefore, to stay up-to-date on the contents of this Privacy Policy at all times. The current policy will always be accessible on our webpage. 

Version: May 2023