Enquiries about public access to documents, access to data, the rights of data subjects, requests for access, etc.

Purpose and legal basis

The purpose of this processing of personal data is to be able to respond to 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 Ministry 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.

Categories of data

We process the contact details of the person contacting us. In addition, it may also be necessary to process other personal data in order to be able to respond to the enquiry. This could be both general as well as sensitive personal data about the person contacting us (if the enquiry is concerned with that person's own case) or about other people.

Recipients or categories of recipients

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 (for example in connection with a briefing note to the immigration authorities about the outcome of a case concerning access to documents)
•  Other ministries (for example in connection with consultation of other authorities)

Storage of your data

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. This assessment will take into account whether the Ministry 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.