Privacy Policy for Fonden Sol og Strand by Margit og Kjeld

1. Introduction and Scope

This privacy policy describes how Fonden Sol og Strand by Margit og Kjeld (“the Foundation”, “we”, “us”, “our”) processes personal data.

The policy applies to you if you create a user profile in the application system, submit an application for support, receive our newsletter, participate in surveys, or otherwise communicate with the Foundation.

The purpose is to give you a clear overview of what information we collect, for what purposes, what legal basis we use, who we may share information with, how long we retain it, and what rights you have.

2. Data Controller and Contact Information

Data Controller:

The Fonden Sol og Strand by Margit og Kjeld
CVR No.: 40 47 58 69
Ilsigvej 21
9492 Blokhus
Email: fondsadministrator@fondensologstrand.dk

The Foundation is the data controller for the processing of personal data and ensures that information is processed lawfully, securely, and in accordance with the General Data Protection Regulation (GDPR).

3. Processing of Personal Data in Connection with User Profile Creation

Information We Collect

When you create a user profile in the Foundation's application system to apply for grants, we collect and register the following information:

Business Information:

• Organization/Company
• CVR number
• P number
• Department (if relevant)
• Address, postal code, city, and country

Contact person details:

• First name and last name
• Title
• Email address
• Phone number

Purpose and legal basis

The purpose of the processing is to create and manage user profiles, enable the submission of applications, and ensure correct communication between Fonden Sol og Strand and the applicant.

Legal basis:

• Creation and maintenance of the profile is based on your consent (GDPR art. 6, para. 1, letter a)
• Administration and operation of the system is based on legitimate interests (GDPR art. 6, para. 1, letter f)

Storage

Profiles are automatically deleted after 2 years of inactivity. You can delete your profile manually at any time.

4. Processing of personal data in connection with applications

When you fill out and submit an application for support, Fonden Sol og Strand processes the information you provide in the application form.

Information We Collect

General information:

• Organization type
• Previous support
• Project title, brief description, and attached files
• Detailed project description
• Project timeline and documentation

Finance and disbursement:

• Requested amount
• Total budget and own financing
• Uploaded budget files
• Information on support from other funds
• Bank details (reg. no. and account no.)
• Information on disbursement via NemKonto

Purpose and legal basis

Purpose:

• To process and assess the application
• Communicate with the applicant
• Disburse funds
• Document grants
• Fulfill accounting and legal obligations

Legal basis:

• Article 6, paragraph 1, letter f – legitimate interests (processing applications and administering grants)
• Article 6, paragraph 1, letter c – legal obligation (bookkeeping and tax obligations)
• Article 6, paragraph 1, letter b – implementation of a contract (upon granting)

Important: The foundation does not collect CPR numbers.

5. Consent Declaration

By creating a user profile and submitting an application, you consent to the following:

Consent can be withdrawn at any time by contacting: fondsadministrator@fondensologstrand.dk

6. Newsletters

By signing up for our newsletter, your email address and possibly your name will be registered. Dispatches are handled via Agillic.

Purpose: To send news, information, and invitations to events.

Legal basis: Consent according to GDPR art. 6, para. 1, letter a.

Storage: Your email address will be stored until you unsubscribe from the newsletter. You can unsubscribe at any time via the link at the bottom of each newsletter.

7. Questionnaires and Evaluations

The foundation sends out questionnaires via AG Analytics to collect experiences and documentation from beneficiaries.

Purpose: To improve the foundation's activities, document the effect of the support, and meet reporting requirements.

Legal basis: Legitimate interests according to GDPR art. 6, para. 1, letter f.

Storage: Responses to questionnaires are stored for 5 years after project completion and are then anonymized.

8. Recipients and Data Processors

We only share information with technical providers that support our systems. All providers act as data processors and only process information on our behalf and according to our instructions.

Our data processors include:

• Amazon Web Services (AWS) – hosting and technical operations
• Agillic A/S – newsletter and communication
• Typeform S.L. – form data and surveys
• AG Analytics – surveys and evaluations
• Cookie Information A/S – handling of cookie banners and consents

All data processors are subject to data processing agreements that ensure they meet the same data protection requirements as us.

Data transfers to third countries

Some of our suppliers (e.g., Amazon Web Services) may transfer data to the USA or other countries outside the EU/EEA. These transfers are secured through the EU Commission's standard contractual clauses or certification under the EU-US Data Privacy Framework.

9. Storage and deletion

We do not store personal data longer than necessary to fulfill the purposes of processing:

• Applications: Stored for 5 years after project completion to meet accounting and legal requirements
• User profiles: Deleted after 2 years of inactivity
• Surveys: Deleted or anonymized after 5 years
• Newsletter: Email addresses are deleted upon unsubscription
• Communication: Emails and correspondence are stored for up to 5 years

10. Your rights

According to the data protection regulation, you have the following rights:

• Right to access: You have the right to obtain information about what data we process about you
• Right to rectification: You have the right to have inaccurate data corrected
• Right to erasure: You have the right to have your data erased under certain conditions
• Right to restriction: You have the right to have the processing of your data restricted
• Right to data portability: You have the right to receive your data in a structured, commonly used, and machine-readable format
• Right to object: You have the right to object to processing based on legitimate interests
• Right to withdraw consent: You have the right to withdraw any given consent at any time

To exercise your rights, you can contact us at fondsadministrator@fondensologstrand.dk. We will process your request within 30 days.

11. Data security

Fonden Sol og Strand protects your data through technical and organizational measures:

• Encryption of data during transmission (SSL/TLS)
• Access control and authentication
• Regular security updates
• Data backup and recovery procedures
• Employee training in data protection

12. Complaint to the Data Protection Agency

If you are dissatisfied with our processing of your personal data, you have the right to file a complaint with the Data Protection Agency:

The Danish Data Protection Agency
Carl Jacobsens Vej 35
2500 Valby
Phone: 33 18 32 00
Email: dt@datatilsynet.dk
Website: www.datatilsynet.dk

13. Data breach

In case of suspected data breach, Fonden follows the procedure in GDPR art. 33 and reports the breach to the Data Protection Agency within 72 hours. If the breach poses a high risk to the rights and freedoms of the data subjects, we also inform the affected individuals.

14. Record of processing activities

Fonden maintains a record of processing activities in accordance with GDPR art. 30. The record contains information about purposes, categories of data subjects, recipients, retention periods, and technical/organizational security measures.

15. Updates to the privacy policy

This privacy policy is continuously updated to reflect changes in our processing activities or legislation. The latest version will always be available on our website.

Significant changes will be communicated to affected individuals where possible and relevant.

Last updated: November 14, 2025