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Privacy policy for the List of Danes, Crisis List and Rejseklar

Following The Data Protection Regulation(1) Article 13-14 you are informed below how your data is processed when registering on the List of Danes Abroad for a given country or a Crisis List in connection with a specific crisis and when using the Ministry of Foreign Affairs’ Rejseklar app.

The purposes of the data processing 
When you are registered on the List of Danes Abroad the Ministry of Foreign Affairs processes your personal data so that the Ministry of Foreign Affairs can inform you via SMS, e-mail, and Rejseklar app in case of an emergency situation in the country where you are registered. The Ministry of Foreign Affairs will also be able to contact you directly in the event of a crisis. 

In certain situations, the Ministry of Foreign Affairs can generate a Crisis List related to a specific incident. This happens when there is a need for the Ministry of Foreign Affairs to create an overview of Danes abroad affected by a specific incident for the purpose of being able to provide consular assistance.

The Ministry of Foreign Affairs’ Rejseklar app provides information from the Ministry of Foreign Affairs to Danish travellers, including the opportunity to register on the List of Danes Abroad and to receive messages from the Ministry of Foreign Affairs through Rejseklar app.

The Ministry of Foreign Affairs processes information on the use of Rejseklar app for the purpose of usage statistics, error correction as well as security purposes. 

Automatic registration on the List of Danes Abroad with Rejseklar app
Automatic registration on the List of Danes Abroad must be actively chosen by the user in Rejseklar app. This functionality will automatically register you on the List of Danes Abroad if you are located in a country for which the Ministry of Foreign Affairs has a List of Danes Abroad. The functionality requires Rejseklar app to be open or minimised (i.e. in the background) and connected to the internet. Moreover, you must have accepted notifications. If Rejseklar app is closed, the automatic registration will not apply.


What categories of data are registered?
When you are registered on the List of Danes Abroad the Ministry of Foreign Affairs processes the following personal data: name, contact information, travel destination and travel period. Moreover, when registering on the List of Danes Abroad through Rejseklar app a token is registered, so that you can receive push notifications from the Ministry of Foreign Affairs. 

When the Ministry of Foreign Affairs generates a Crisis List, there may be a need for the Ministry of Foreign Affairs to register information such as CPR number and passport number.

You can save your contact information in Rejseklar app. The Ministry of Foreign Affairs does not have access to this information. The Ministry of Foreign Affairs only receives your contact information when you are registered on the List of Danes Abroad.

Information on the use of Rejseklar app encompasses installation ID, device information, app version, IP address, and error messages. 

Automatic registration on the List of Danes Abroad with Rejseklar app: use of background location
An automatic registration on the List of Danes Abroad registers the same information as a manual registration on the List of Danes Abroad. The travel period is continuously and automatically updated. The travel destination is determined by Rejseklar app locally on the phone and when using the phone’s location services registers that the phone is located in a country for which the Ministry of Foreign Affairs has a List of Danes Abroad. Therefore, automatic registration requires Rejseklar app to have access to the phone’s location services, both when the app is open as well as minimised (i.e. in the background). Rejseklar app does not access the phone’s location services when the app is closed. The Ministry of Foreign Affairs only receives the information submitted when registering on the List of Danes Abroad and thus cannot access information on the phone’s location.


Where does my personal data come from?
If you have not registered on the List of Danes Abroad (including automatic registration) or a Crisis List yourself, your personal data has been submitted by another person e.g. a family member.


Will anybody else receive my personal data?
If you are registered on the List of Danes Abroad or a Crisis List, the Ministry of Foreign Affairs will in some cases disclose your personal data to other Danish authorities on the basis of a specific request from another authority. In addition, the Ministry of Foreign Affairs can disclose your personal data to relevant authorities regarding a crisis, for instance in order to verify the information you have provided when registering on the List of Danes Abroad or a Crisis List.

The disclosure will happen in accordance with the general rules in the legislation on disclosure of personal data between authorities. If the Ministry of Foreign Affairs receives a request for access to documents in a case where your personal data figures, the Ministry of Foreign Affairs is usually obliged to disclose the information unless the information is confidential.

In order to provide you with the best assistance possible, for instance in case of hospitalization, imprisonment abroad or chartered flights, the Ministry of Foreign Affairs will, when objective reasons dictate, disclose personal data to foreign authorities or collaborators in Denmark or abroad. 

If you register on the List of Danes Abroad via SMS through Rejseklar app, or if you receive an SMS from the Ministry of Foreign Affairs, your phone number and the information in the specific SMS will be processed by the Ministry of Foreign Affairs’ supplier of SMS services.


For how long is my personal data stored?
When you are registered on the List of Danes Abroad, the Ministry of Foreign Affairs by default stores your personal data until 7 days after the end of your registered travel period. If you are a permanent resident, as a rule, you can register on the List of Danes Abroad for a maximum period of 12 months at a time. The Ministry of Foreign Affairs stores your personal data in this period. You can always cancel your registration on the List of Danes Abroad either through Rejseklar app or by using the unsubscribe link in the confirmation e-mail you received when registering on the List of Danes Abroad.

However, the Ministry of Foreign Affairs can store your personal data for a longer period of time when it is necessary for handling our jobs and responsibilities as a public authority, for instance if you have been registered on a Crisis List in the event of a crisis. When the purpose of the processing is no longer present, your personal data will be deleted or archived according to the rules in the archive legislation unless the Ministry of Foreign Affairs is obliged to store the information pursuant to other rules.

Data processed by the Ministry of Foreign Affairs' supplier of SMS services is stored for up to 60 days.

Automatic registration on the List of Danes Abroad with Rejseklar app
If you actively have chosen automatic registration on the List of Danes Abroad, you will be registered on the List of Danes Abroad when Rejseklar app registers that you are in a country for which the Ministry of Foreign Affairs has a List of Danes Abroad. When Rejseklar app registers that you are no longer in this country, your registration and the information registered in this regard will be deleted. If you are automatically registered on the List of Danes Abroad and then close Rejseklar app or lose connection to the internet, your registration on the List of Danes Abroad cannot be continuously renewed. Therefore, it will expire after 7 days from the time your automatic registration was last renewed. After the registration has expired, your data will be stored for a further 7 days before it will be deleted.


Evacuation in crisis situations 
In the exceptional cases where the Ministry of Foreign Affairs initiates an evacuation from abroad, the Ministry of Foreign Affairs will, in order to assist in evacuating you, request your personal data, including confidential personal data. In the situation, it may be necessary for you to submit your personal data to a dedicated mailbox provided by the Ministry of Foreign Affairs by using your ordinary private email account. In such cases, you are encouraged to make sure that your email provider supports Transport Layer Encryption (TLS) in version 1.2 or above. Your personal data will then be sent encrypted to the Ministry of Foreign Affairs. Normally, emails sent to the Ministry of Foreign Affairs from your regular private email account - such as Gmail, Hotmail, Outlook.com, ProtonMail or Yahoo - will be encrypted as necessary.


Legal basis
The processing of your personal data is based on The Data Protection Regulation Article 6 (1), point c and e, as well as The Act on the Danish Foreign Services (with subsequent amendments) §1(3) according to which the Ministry of Foreign Affairs provides consular assistance to i.a. Danish citizens, foreigners with permanent residence in Denmark, unrepresented Nordic citizens, and unrepresented EU citizens in third countries.

If the Ministry of Foreign Affairs in connection with an evacuation or preparation of an evacuation receives sensitive personal data about you that are necessary for preparing or conducting the evacuation, this data will be processed on the basis of The Data Protection Regulation Article 9 (2), point c, f, or g regarding processing of special categories of personal data.


Your rights
In connection with the Ministry of Foreign Affairs' processing of personal data, you have the right to:

  • Request access to information that is processed about you.
  • Request to have inaccurate or incomplete information about you rectified.
  • In special cases, request to have information about you deleted.
  • In certain cases, request to have the processing of your personal data restricted.
  • In certain cases, object to the Ministry’s otherwise lawful processing of your personal data.
  • Submit a complaint to the Danish Data Protection Agency if you are dissatisfied with the way the Ministry of Foreign Affairs processes your personal data. You will find the Danish Data Protection Agency’s contact information at www.datatilsynet.dk/english.

If you want to invoke your rights, you have to contact the Ministry of Foreign Affairs.

How to contact the Ministry of Foreign Affairs?
The Ministry of Foreign Affairs is responsible for the processing of the personal data as described above. The Ministry can be contacted via:

Ministry of Foreign Affairs of Denmark
Asiatisk Plads 2
DK-1448 Copenhagen K
CVR-nr.: 43271911
Phone: +(45) 33 92 00 00
E-mail: [email protected]

If you have any questions or wish to invoke your rights as described above, please contact the Ministry’s Data Protection Officer:

  • E-mail: [email protected].
  • Mail: Ministry of Foreign Affairs of Denmark, Asiatisk Plads 2, DK-1448 Copenhagen K, att.: ”Data Protection Officer”.

(1) Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)