Statement of data use
How we collect and use your data
Medlemsplatformen processes personal data to run mentoring programs - managing memberships, activities, the mentoring process, an optional webshop, and payments. This page describes what data we collect and how we use it.
Who is responsible for what
There are two roles here, and which one applies decides who you should contact.
Your forening is the data controller for information about its members. The forening decides what is recorded and how long it is kept.
Medlemsplatformen ApS is the processor and handles that information on the forening’s instructions. We do not use it for our own purposes. The exception is what you give us directly, for example when you write to us or create a forening: we are the controller for that.
What we process
What is held on the platform depends on what your forening uses it for. It may include:
- Account and contact: name, email, phone, address and your role in the forening.
- Membership: membership type, join and leave dates, subscription and payment status.
- Programmes: mentor and talent tracks, notes, agreements and progress, where the forening uses them.
- Files you upload: documents, images and attachments, including child certificates if the forening has enabled that.
- Payments: amount, time and status. We never see card numbers; the payment provider handles those.
- Webshop orders: items, amounts and delivery details.
- Enquiries: what you write to the forening or to us, and our replies.
- Newsletters: whether you opted in, and whether a message was opened or bounced.
- Incident reports: what is reported, and who is named in it.
- In-app feedback: your message, and a screenshot if you attach one.
- Minutes and decisions: who attended and what was decided.
- Technical: IP address, browser and sign-in times, so we can run and secure the service.
What we use it for
Only to make the platform work for the forening:
- Giving access, keeping track of memberships and showing the right things to the right people.
- Running activities, bookings, programmes and whichever modules the forening has chosen.
- Collecting subscriptions and handling orders.
- Sending questionnaires and collecting the answers.
- Sending the messages that come with running the service: receipts, reminders and notices.
- Answering what you write to us.
- Sending newsletters to those who asked for them.
- Finding faults and improving the platform based on how it is used.
- Running the AI features the forening has enabled, such as suggesting text. The models run on our own hardware, and content is not sent to an external AI provider.
We do not sell information, and we do not use it for advertising.
What we base it on
Where we are the controller ourselves, we process information on one of these bases:
| Purpose | Basis |
|---|---|
| Providing the platform to the forening | The agreement with the forening, Article 6(1)(b) |
| Bookkeeping and accounts | Legal obligation, Article 6(1)(c) |
| Operation, security and fixing faults | Legitimate interest in a service that works and is secure, Article 6(1)(f) |
| Answering enquiries | Legitimate interest in being able to reply, Article 6(1)(f) |
| Newsletters and optional cookies | Consent, Article 6(1)(a) |
Where we process on the forening’s behalf, the forening sets the basis. Our role is described in the data processing agreement.
When the information did not come from you
Some information about you may have been written by somebody else:
- The forening can create you as a member and fill in your details.
- You may be named in minutes, an incident report or a note written by someone else.
Your rights apply the same way whoever wrote it. Contact the forening, or us, if you want to know what it says.
Automated decisions
We do not make decisions about you based solely on automated processing, and we do not profile. AI features suggest text to a person, who decides.
Who we share with
We use a small number of suppliers to run the service. They only process information on our instructions:
- Hosting and file storage.
- Sending email.
- Sending SMS.
- Payment processing, where the forening collects through the platform.
- Usage statistics. We use Umami, which we host ourselves and which sets no tracking cookies.
- Issue and task tracking, when an enquiry has to be followed through.
- AI features run on our own hardware. The content does not leave the platform.
Our suppliers process information within the EU and EEA. Should that change, any transfer will rest on a valid basis, and the data processing agreement describes how.
We disclose to authorities only where the law requires it.
The current list of sub-processors is in the data processing agreement and can be provided on request.
How long we keep it
The forening decides how long member information is kept and can delete it. Accounting records we keep for five years plus the current year, because bookkeeping law requires it. What you write to us we keep while the matter is open, and afterwards for as long as we may need to document it. When a forening leaves, we delete or anonymise as set out in the data processing agreement.
Your rights
You have the right to:
- See what information we hold about you.
- Have anything incorrect put right.
- Have information deleted once there is no longer a reason to keep it.
- Have processing restricted while an objection is being resolved.
- Object to processing that rests on a legitimate interest.
- Receive the information you provided yourself in a common format.
- Withdraw consent. That does not affect what has already happened.
- Complain to the Danish Data Protection Agency if you believe we are handling your information wrongly.
If it concerns your forening’s information, contact the forening; we help them answer. If it concerns what you gave us directly, write to info@medlemsplatformen.dk.
More on the formal side
The terms and the data processing agreement describe the agreement between us and the forening. The cookie policy describes what is placed in your browser.
Contact
Medlemsplatformen ApS, CVR no. 46692667, Willemoesgade 50, 2., 2100 København Ø, Denmark. Write to info@medlemsplatformen.dk with questions about this page or to use one of your rights.