Study administration

If you are enrolled on a programme or a course at the University of Copenhagen we register personal data about you. We register data to handle the University’s study administration, including teaching and exams, student counselling, course evaluations, improved study environment and allocation of support.

Here you can read what we register and with whom we share the registrations.

We process your data on the basis of article 6 (1) (e) of the General Data Protection Regulation. Your civil registration number is processed on the basis of section 11 of the Danish Data Protection Act.

We register:

• Name
• Address
• Civil reg. no. (CPR)
• Date of birth, year and gender, if you do not have a Danish civil registration number
• Photo for ID card
• Private email address
• Educational information from other institutions (upper-secondary school, credit transfer concerning programmes from other educational institutions)
• Educational information at the University of Copenhagen (registrations for courses and exams, results, dispensations, allocation of support, SU information)
• If you are enrolled as a fee-paying student, we register billing and payment information

Sensitive and confidential information

We register any health information you have submitted where it is necessary for applications for dispensation and special study support. Your health information is stored in our records system and can only be accessed by authorised staff.

Storage of personal data

We store your personal data in our administrative systems and in our records system. We store your information for as long as we need it to meet the administrative purposes, and then we store the information about your enrolment and your exams for historical and statistical purposes. We hand over data to the Danish National Archives in accordance with the archive rules.

Other registrations

Payment information is stored in accordance with current auditing rules. Responses you have submitted in study environment surveys, course evaluations, etc., are stored in accordance with the information you were given when you participated.

With whom do we share data?

We retrieve addresses and names from the CPR register and SU data from the Danish Agency for Higher Education and Science. We send information about courses of study to the Danish Agency for IT and Learning and to the Danish Agency for Higher Education and Science.

We share your name and UCPH user name or exam number with external examiners along with your exam paper, depending on the form of examination.

We have signed data processing agreements with the suppliers of our IT systems. This means that your personal data can be sent to external suppliers, who store the data on their servers, but the external suppliers can only access your personal data if we ask them to do so. The data processors are not permitted to look at the data on their own accord, just as all data processing is subject to supervision and contract.