CA Data Protection Policy
CA collects and stores personal data only when this is relevant and necessary. At the same time, we place high demands on the security of our IT systems to ensure optimal protection of the collected personal data at all times.
Subject to unemployment fund regulations, CA’s level of IT and information security is reviewed once a year by external auditors. When CA uses external suppliers for the handling of personal data, we always make the necessary agreements to ensure the protection of your information.
General deadline for deletion of eight years
CA will delete stored personal data, either on your request or automatically, at the expiry of our general deadline for deletion of eight years. In that, as an unemployment fund, CA is subject to unemployment fund regulations and cannot unconditionally delete personal data, the eight-year deadline is subject to the type of information concerned and the purposes for which it is used.
CA adheres to the following deadlines for deletion
As a member of CA, your personal data concerning your entitlement to unemployment benefit, early retirement benefit, etc., will not be deleted until eight years have passed since you reached pension age. This implies that your personal data concerning your unemployment fund membership will not be deleted continuously.
If you were formerly a member of CA, personal data concerning your unemployment fund membership will automatically be deleted eight years after the termination of your membership.
If you reach pension age or die while a CA member, personal data concerning your entitlement to unemployment benefits, early retirement, etc., will be deleted after eight years.
Unless subject to unemployment fund regulations, all other processing of personal data is stored in CA’s internal systems with restricted user access. This is done for statistical and marketing purposes. Such personal data is likewise deleted after eight years, unless you request that it is deleted earlier.
Below you will find an overview of the personal data stored by CA, the purposes for which the information is used, and your rights as a member of CA.
Casework procedures and membership fee
As an unemployment fund, CA is subject to special obligations that require the collection of personal data. In general, unemployment fund regulations do not oblige us to ask for your consent before receiving or passing on this information.
We collect the following personal data in connection with your registration with CA. The information is used for casework procedures and billing of the membership fee:
- CPR (civil registration) number
- Full name
- Postal address
- Telephone number
- Place of education
- Membership of other unemployment fund
- Any former membership/membership fee arrears with other unemployment fund
For the same purposes, we also share various information with other unemployment funds, municipalities and other authorities, including:
- The tax authorities
- The Ministry of Employment
- Udbetaling Denmark (public benefit payments administration)
- The CPR registry
- Danish Agency of Labour Market and Recruitment (STAR)
- Statistics Denmark
- FerieKonto (holiday pay administration)
- Center for Klager om Arbejdsløshedsforsikring (unemployment benefit appeals)
- Other unemployment funds
Information is shared only when this is relevant. For example we subscribe to address information from the CPR registry or share information with the tax authorities, FerieKonto, etc., only as long as you are a member of CA.
After the procedures you will receive an electronic evaluation form, which you may choose to ignore. For statistical use, information about you and the evaluation is saved securely with restricted user access.
CA uses automatic decision-making. This means that our IT systems automatically assesses and approves all received forms, if possible. Complex cases and refusals of applications will always be handled manually by a member of CA staff.
If you are in doubt whether your case was handled automatically, please feel free to contact us. If your case was handled automatically, you can always ask our staff to review your case.
CV and availability assessment meetings
In connection with the obligatory CV and availability assessment meetings, we access the personal data that already appear from our systems, as they may be relevant for your entitlement to benefits.
Only in exceptional cases do we collect new information for these purposes. To retrieve your data in our systems we may ask you to give your name, telephone number or date of birth. As a rule, bookings for meetings are made by you, using CA’s booking system, which is securely SSL-encrypted. SSL stands for Secure Sockets Layer, which is a global industry standard ensuring that your data is encrypted to allow access to the entered information only by you and CA.
Before the meetings, you will be asked to supply information on your previous job titles. This information is collected via CA’s self-service and entered into your file.
Meetings at the Jobcenter
When requested by a CA member, we will participate in the obligatory joint meetings at the Jobcenter. In such cases, CA receives an invitation from the Jobcenter via an encrypted email account. No minutes are taken; our systems register only that a meeting has taken place.
You can always refuse CA’s participation in the meetings. This is done by application to either the Jobcenter or CA.
Benefit forms, early retirement forms, unemployment statements, etc., may be submitted via CA’s self-service. You can likewise review all correspondence and payment specifications from CA to you since 1 March 2013.
To use CA’s self-service, you must be registered in CA’s member system. Log-in takes place using NemID. CA’s self-service is internally hosted, secured with SSL-encryption; the system likewise communicates securely with CA’s other systems. SSL stands for Secure Sockets Layer, which is a global industry standard ensuring that your data is encrypted to allow access to the entered information only by you and CA.
All documents and correspondence are saved in our system as long as you are a member of CA, or as long as we are obliged to store the information.
Application to CA via email, telephone or in person
When you call CA, we register the time, duration and the staff member taking the call. This information is used for statistical purposes and in case we need to retrieve the conversation. Unless otherwise agreed during the conversation, we neither take notes of nor record its content.
After the call you will receive an electronic evaluation form via text messaging, which you may choose to ignore. For statistical use, we securely store information from the evaluation for eight years.
As email correspondence to us will generally not be encrypted, we recommend that you do not to supply your CPR number and give as little personal information as possible. We are in the process of establishing a secure platform for the sharing of documents and messages with CA to enable you to email us via a secure connection. Until then you are most welcome to call us or appear in person. We continuously update our data protection policies in accordance with the implementation of new technical solutions.
All emails sent to our main email addresses are deleted from our servers each month. After deletion, a backup, which can be restored only by our IT department, is saved for five years.
Application in person
When you apply in person at one of our offices, your personal data are handled confidentially. For example, if you share confidential information or personal data with us, we will ensure that no one else can access it. For casework procedures, we will always ask you produce ID, for example your health insurance card, to avoid others from overhearing your personal details.
In our Gentofte offices all casework procedures take place in separate rooms to ensure your privacy.
Aalborg, Odense and Kolding
Our offices in Aalborg, Odense and Kolding do not handle cases.
In our Aarhus office casework procedures may occur at the reception desk. To avoid unauthorized persons from linking casework procedures with your person, you will not be asked to supply personal data orally. Instead we will ask you produce ID, for example your health insurance card.
Feedback on CV and job applications
All information and personal data regarding “Feedback on CV and job applications” has been deleted.
Feedback on CV and job applications” is no longer available as part of CA’s services, unless it is a part of any type of counselling or event.
Participation in counselling and events
CA members have the opportunity to book both face-to-face and telephone career counselling. Time for career counselling is booked either by calling or emailing us. In this connection we ask you not to forward any other personal data than your name and membership number or date of birth, as your data already appear from our systems.
During the meeting, the topics of the meeting are briefly summarized and the memo added to your personal data in our member system, which is accessible only for career counsellors and administrative coordinators. The registration aims at giving you the best service by enabling the career counsellors to continue the dialogue in future meetings or share information with a colleague who is better placed to help you.
Minutes and other information for use in the meeting that you send to us via email are copied into our member system, after which the email is deleted.
Tests in connection with courses and counselling
CA members have the opportunity to take various types of personality and career tests. The test results are stored in a secure system with restricted user access. Only certified career counsellors are authorized to handle your data in connection with test feedback. This information will not be shared with others. During the tests, you are asked to indicate for how long CA may store your information.
You can ask us to delete your test responses at any time. When your data is deleted by CA, no one has access it.
Registration for courses, workshops and after-work meetings organized by CA takes place via our webpage.
For IT courses, we share your name, date of birth and email address with the invited tutor, who will use the information only to record your presence (or absence).
At registration for the CV/LinkedIn photo event, you are advised that we share your name and email address with our photographer. We do this in order to enable the photographer to send the edited pictures directly to you. The pictures are subsequently deleted by the photographer.
After the course you will receive an electronic evaluation form, which you may choose to ignore. For statistical use, information about you and the evaluation is saved securely with restricted user access.
Lists of participants
Paper-based lists of participants in courses, workshops and after-work meetings contain personal data, including names and dates of birth. Lists of participants are used by tutors to confirm the presence (or absence) of the participants and are shredded immediately after the activity.
As a former mentor or mentee in the mentor scheme CA has processed personal data about you, including your CV and a completed application form for use in connection with the matching. The information, which included personal data, was sent to CA by email. All emails were deleted every month.
The participants’ contact info was shared with the other participants of the mentor team, provided acceptance was given by each individual in the application form. CVs and application forms were stored in paper-based files in a locked cabinet for up to one year, after which they were shredded. Information about mentees was stored as long as the mentor team existed for the purpose of re-matching.
For statistical purposes, information on you and the evaluation was saved securely, with restricted user access.
CA's CV bank
CA’s CV bank is a stand-alone platform on Jobindex. Your personal data will thus be handled by both CA and Jobindex. Below, we have compared Jobindex’ data protection policy with our own handling of personal data to clearly indicate what information is handled by CA.
Storage and use
Creating a Jobindex profile allows you to follow CA. You thereby accept that CA can find you when searching for relevant profiles for open positions and that your entire profile is visible to us, whether or not your CV is online or offline. We use Jobindex to contact you when there is a match between your profile and an open position. Your information is passed on to a company only when you have given your explicit consent in writing. We will ask for your consent for each new position.
CA will contact you via the Jobindex system, the telephone number or the email address that you have supplied on your profile. In the case of email communication, we save the correspondence until the recruitment is completed. We will furthermore note that you were considered for the position, and whether you were successful.
We also write comments and notes on our members’ profiles on the Jobindex platform, including any wishes for special positions, acceptance of sharing your CV with companies, or whether we may contact you again after six months.
The notes mentioned in connection with the use of Jobindex are saved in CA’s systems.
CA Legal Support
CA Legal Support is operated by a legal team from Advodan Lawyers with extensive experience in employment law. On registration with CA Legal Support, the following information is supplied to both CA and Advodan:
- CPR number
- Full name
- Postal address
- Telephone number
- Position (if applicable)
Paper-based registrations are saved in a locked cabinet after being entered electronically. They are shredded no later than three months after receipt. When data are shared and updated between CA and CA Legal Support, a secure server with limited user access is used.
Personal data held by CA Legal Support are deleted according to the deadlines applying to tax control and accounting law, which do not exceed 6 years.
CA Income Protection
CA Income Protection is offered to CA members by AmTrust Insurers in co-operation with Marsh. As CA is not involved in the administration of the scheme, you may likewise be asked to submit further information to AmTrust, for example concerning your unemployment benefit entitlement. At registration with CA Income Protection, you will be asked to supply information on the following personal data:
- CPR number
- Full name
- Postal address
- Telephone number
- Banking information
Information on your membership of CA Income Protection is shared and updated between CA and CA Income Protection using a secure server with limited user access.
CA members are offered private insurance at favourable prices via Gjensidige Insurance. If you request a call from Gjensidige Insurance via our webpage, we collect the following personal data about you:
- Telephone number
The information is handled by CA and our partner Gjensidige Insurance using a secure server with limited user access.
The information mentioned above in connection with registration with insurance offers is deleted once a year.
Membership offers from other partners
If you wish to take advantage of membership offers from Politiken, Jyllands-Posten, CA Student Insurance, Advodan and course providers other than CA, you are transferred from CA’s platform and asked to submit various personal data to our partners’ respective webpages.
Information is handled by our partners according to their own data protection policies. However, CA and our partners share and update information using a secure server with limited user access to validate a person’s membership.
For all users
CA Salary Checker
Like CA Legal Support, our Salary Checker is operated by a legal team from Advodan Lawyers in Holbæk. At registration with CA Salary Checker you submit information to both CA and Advodan, who subsequently share information on the following:
- Year of birth
- Employer’s post code
- Daily commute time in minutes
- Professional experience
- Title of position, industry, career level, working hours, employee benefits
- Pay, holiday and pension
The information is handled by both CA and CA Salary Checker and are shared and updated between CA and CA Salary Checker using a secure server with restricted user access. Data are shared for the purposes of handling user requests, monitoring the number of site users, performing statistical comparison of salary data and monitoring the number of CA|NYT newsletter subscribers.
As salary data is considered as particularly sensitive information, access is strictly controlled and limited to selected staff members. If salary data is used for purposes other than statistical, it is always anonymized.
Emailed requests concerning CA Salary Checker are stored in our Outlook system and deleted every month.
Newsletters and registration for events
Participation in CA’s events or subscription to CA's newsletters is not reserved for members. At registration for either, you are asked to supply the following personal data:
- Postal address
- Telephone number
- Email address
- Professional areas
By registering you consent to being contacted by CA to discuss the advantages of CA membership. The information is securely stored, with restricted user access. In the case of telephone contact, we use a third-party application with no access to your personal data for extraneous interests.
All personal information submitted at registration is stored for no more than 4 years after our latest interaction.
After the event you will receive an electronic evaluation form, which you may choose to ignore. For statistical use, information about you and the evaluation is saved securely with restricted user access.
When we collect your personal data in paper form, the forms are stored and saved in a locked cabinet until the information has been entered digitally, with restricted user access. Paper-based information is shredded no later than after 4 years.
Lists of participants
Paper-based lists of participants in courses, workshops and after-work meetings contain information about names, birth dates, etc. Lists of participants are shredded immediately after the activity.
Ebooks, competitions and quizzes
To participate in competitions, to download ebooks and similar services on our webpage and other platforms, you may be asked to complete a form with personal data, including name, telephone number and email address. By registering, you consent to being contacted by CA to discuss the advantages of CA membership. The information is stored securely and with limited access.
In relation to the completion of forms and telephone contact, we use a third-party application with no access to your personal data for extraneous interests.
All personal data are deleted no later than four years after our latest interaction, unless you request that it is deleted earlier.
Applications for jobs at CA
Application for a job at CA should be sent to firstname.lastname@example.org. Applications addressed to other CA mail addresses will be deleted on receipt.
When applying for a job at CA, your personal data are stored until the application process is completed. This means that, unless you are offered a position, we delete your information as soon as you receive conclusive information about your application. This applies whether the position was posted or you sent an unsolicited application.
If you are hired by CA, you will be informed about our handling of employees’ personal data.
IT remote support
If you experience technical problems when visiting our webpage, for example CA self-service, our IT department is ready to help you. In such cases, our IT department offers remote support in which you allow us access to your computer screen. This service is offered only if you give voluntary consent.
For support via remote access, we use a third-party application with no access to your personal data for extraneous interests.
Recording of still and video images at CA events
In connection with events hosted by CA, so-called situations photos may be taken and video recording may occur. If a person cannot be recognized from such images, the recordings are not covered by regulations concerning the protection of personal data. As a consequence, you will not be asked to give consent. You can, however, tell CA that you do not wish to appear in pictures or recordings. The same applies to earlier recordings.
In the case of portrait photos, personal interviews and similar, we will always ask for a declaration of consent or make separate agreements.
Images may be used for example in newsletters and on CA’s webpage and social media five years from the day of recording, unless otherwise agreed. Images are securely filed and deleted after eight years, unless otherwise agreed.
Cookies and digital footprints
Cookies are small text files that are stored in your web browser. They help us track what pages are visited, and users’ clicking pattern, etc., on the webpage. They may also be used for example to customize messages to better fit with your interests in order to improve services. Cookies pose no danger to your computer and cannot identify you as a person, only your computer.
For a similar purpose, users’ behaviour is linked with our CRM system to allow us to identify the individual user. Furthermore, ca.dk uses third party cookies for functional purposes, and for web analysis, marketing, and social media.
If you do not accept cookies, you can block their access, delete existing ones from your hard disk or ask for a warning against new cookies. Click here to learn more about browser setup.
Appeals against decisions concerning benefit payments
If your application for a payment from CA is not fully met, we must make a decision. The decision must be motivated, give an account of the case and refer to the relevant regulations. Information about appeal procedures are also given.
In general, we will contact you before making a decision to give you an opportunity to supply further information. It is your duty to inform us of any matter of consequence for your entitlement to a payment, etc., and to co-operate on procuring the necessary information.
If you appeal our decision within the four-week deadline, and our position is unchanged, we will forward the case, via a secure system, with all relevant supporting documentation to the appeals body, The Danish Agency of Labour Market and Recruitment (STAR). We will process the case within four weeks of receiving your complaint.
Decisions made by STAR can be appealed to “Ankestyrelsens Beskæftigelsesudvalg”.
Complaints concerning the handling of personal data
If you wish to make a complaint about our handling of your personal data, please address it to our data protection lawyer:
Tel. 3314 9545
If we cannot resolve the case amicably or you disagree with our decision, you can appeal to the Danish Data Protection Agency.
At any time, you are entitled to gain insight into and have surrendered the personal data that we store about you. If you find that the information is defective or erroneous, please contact us in order that it is corrected or deleted.
Besides, you are entitled to limit our handling of your information to storing, etc., if this is within the regulations.
Please note: If you wish to transfer your membership to another unemployment fund, we will automatically forward your data to the new unemployment fund, so that your seniority and entitlement to payments are retained.