The purpose of the processing of personal data is to answer enquiries about access to documents, access to data, etc.
The legal basis for enquiries about access to documents is the Access to Public Administration Files Act. When parties concerned seek access to documents in cases where the Danish Immigration Service has made decisions, the legal basis is Part 4 of the Public Administration Act.
The legal basis for enquiries about the rights of data subjects is Chapter 3 of the General Data Protection Regulation and Part 6 of the Data Protection Act.
We process the contact information of the person contacting us. In addition, it may also be necessary to process other personal data in order to answer the enquiry. This could be both general as well as sensitive personal data about the person contacting us or about other persons.
Depending on the circumstances, we will disclose data about the person requesting data and the persons with whom the request is concerned. This may be to the following authorities:
The Danish Parliament, Folketinget (this will generally be in connection with a response to a question from a parliament committee concerning access to documents)
The immigration authorities (e.g. in connection with a briefing note to the immigration authorities about the outcome of a case concerning access to documents)
Other ministries (e.g. in connection with consultation of other authorities)
Enquiries are registered with a reference number in our electronic case and document management system. We file documents with personal data in accordance with the rules set out in the Access to Public Administration Files Act, and we hand them over to the state archival authorities in accordance with the rules set out in the legislation on archives (approximately every five years). We will, based on a case-by-case assessment, perform erasure of cases which have been handed over to the Danish National Archives. The assessment will take into account whether the Danish Immigration Service still has a need for the data in those cases, and this depends on whether the cases are of importance in relation to ombudsman review, preparation of reports and statistics on case administration times, etc.
