Information Security

Danish

Disclosure of personal data

If you are to disclose personal data in the course of your research project, e.g. due to a change in your place of employment, the data disclosure must be approved and registered by Aarhus University in each individual case.    

What you need to do

  1. Obtain a written declaration with grounds from the recipient. View the minimum requirements and find the template for the declaration.
  2. Complete the form on this page (note that there are cases in which the form should not be used - see the information in the right-hand column). 

Remember that the data disclosure must be in accordance with the purpose, and as a general rule, the informants must be notified of the disclosure when the data is collected.    

Skema til videregivelse

Personal data disclosure form
I confirm that the department head has approved disclosure of personal data*
Which type of personal data are you applying to disclose? Please notice that the personal data must, to the widest possible extent, be disclosed in such a way that it is not possible for the recipient to identify the individuals involved*
Confirm by ticking the boxes that the internal data controller/contact person at AU has received a written statement from the receiver that*
Is biological material, e.g. blood samles, disclosed?*
Personal data will be passed on to treatment outside the territorial field of application (e.g. The U.S.)*
The disclosure of personal data is happening with a view to publish information in acknowledged scientific journals etc.*
I confirm that TTO has assessed the legal basis prior to the disclosure of data (if not, you must contact TTO at tto@au.dk before you submit this form)*

NB! The form should NOT be used 

  • When disclosure is for processing outside the territorial scope of the General Data Protection Regulation (e.g. in the USA).
  • When the disclosure concerns biological material.
  • When the disclosure takes place with a view to publication in a recognised scientific journal or similar publication.

Instead, you must obtain permission from the Danish Data Protection Agency (Section 10(3) of the Danish Data Protection Act). You can do this by:

  1. completing this form (ONLY IN DANISH)
  2. and then sending it to legal@au.dk (Rector’s Office), which is responsible for contact with the Danish Data Protection Agency. 

Disclosure to third countries (outside the EU/EEA)

When you enter into agreements, you must know where the personal data will be stored, and where the recipient is registered. If the personal data is stored on a server in a third country, or if a company in a third country has access to personal data located in Denmark, you are obliged to ask whether the company has secured the right to transfer personal data to the country in question. 

Please contact the TTO team at tto@au.dk if you are to disclose personal data to third countries.

Any other permits

Requirements may be made under special legislation concerning e.g. notification and obtaining permission from other government agencies and institutions, such as the Danish National Committee on Health Research Ethics. 

Please contact the TTO team at tto@au.dk if you are in any doubt. 

Comments on content: 
Webredaktionen, Universitetsledelsens Stab

Revised 03.01.2019
1443880 / i40