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Privacy Policy for Pole Fitness Vejle

May 24 2018 latest change in privacy policy


Pole Fitness Vejle's data responsibility
We process personal data and therefore we have adopted this Privacy Policy which briefly tells you how we process your personal data to ensure fair and transparent processing. The pervasive feature of our data processing is that we only process personal data for specific purposes and based on legitimate interests. We will only process personal information that is relevant and necessary for the purposes stated, and we will delete your information when it is no longer needed.


Contact information on the data controller Pole Fitness Vejle is the data controller and we ensure that your personal data is processed in accordance with the legislation.

Contact details:
Contact person: Lia Damén

Address: Havnegade 7, 1 sal.

CVR: 34676143

Telephone No.: 40753349




Processing of personal data

We process the following personal data:

  1. Member Information:

  • General personal information:

    • Registration and contact information such as name, address, entry and possibly cancellation date, telephone number, date of birth, email, if the member is under the age of 18, information is obtained from the parent/guardian.

  • Personal data added to a higher level of protection:

    • Social Security number and bank account information needed to pay through NETS 


  1. Information on instructors:

  • General personal information:

    • Contact information such as address, telephone number and e-mail address

    • Other information on trust items, other duties in relation to the club and bank account numbers


  • Personal data added to a higher level of protection:

    • Social Security number

    • Information on criminal record/child certificate

    • Bank details


We collect information from

Usually we get the information from you. In some cases, there may be other sources:

  • Public authorities, e.g. necessary tax information when paying wages


The purpose of processing your personal data

We process your personal information for specific purposes when we have a legitimate reason.

Legal reasons for treatment are in particular:

  • Pole Fitness Vejle's legitimate interests in processing your information (the balancing rule)

  • That it is necessary to fulfill a contract with you

  • Treatment according to legal requirements

  • Treatment with consent


The objectives:

  1. Purpose of processing member information:

  • Pole Fitness Vejle's handling of members, including quota collection

  • As part of Pole Fitness Vejle's activities, including planning, implementation and follow-up

  • Compliance with legal requirements, including the Public Information Act

  • Delivery of goods and services you have ordered

  • Managing your relationship with us



  1. Purpose of processing information on instructors:

  • Handling of the duties of the instructors in Pole Fitness Vejle

  • Overview and improvement of experiences and competencies, including courses

  • Compliance with legal requirements

  • Payment of wages, allowances, reimbursements, courses and the like

  • Managing your relationship with us



We only process personal data based on legitimate interests

To the extent that we process your member information on the basis of the balancing rule, this processing will be motivated solely by legitimate interests such as:

  • Exercise of class activitys, including booking of classes, signing up for workshops, attending events.

  • Management of your members' rights in accordance with the articles of association, etc., including in relation meetings at the club

  • Fulfillment of member duties, including collection and payment of fees, etc.

  • Organization of social events, sporting and other activities

  • Using situational images taken in the association that depict a specific activity or situation in Pole Fitness Vejle. The studio has clear rules that images are not shared publicly without everyone in the picture agreeing. Everyone must give permission every time.

  • Disclosure of your ordinary personal information to special associations with DGI as well as to DGI's regional offices, as appropriate and necessary in connection with sports activities

  • As Pole Fitness Vejle is a member of sports organizations, information about managers and coaches is passed on to them so that managers and coaches can receive information and activities and courses from these sports organizations.

  • For practical and administrative reasons, we also retain your regular membership information for a period of time following your resignation of the association.

  • For the sake of contact, information about parents can be processed for children and adolescents under 18 years

  • Preserving information with historical value for statistics and the like




Most often, our processing of your personal data will be based on a legal basis other than consent. Therefore, we only obtain your consent when it is necessary to process your personal data for the purposes described above.

If we obtain your consent, it is voluntary if you want to consent and you may withdraw it at any time by notifying us.

When we collect personal information about children and young people, we make an assessment of whether the child is able to provide the personal information in question. If not, we obtain the consent of a parent. Consent is given automatically when parents enter their social security number when purchasing memberships. Our starting point is 18 years.

If we collect personal information on children through information services (apps and social media), children from the age of 13 can even give consent.


Disclosure of your personal information

In connection with sports activities / competitions, information about participation and results is provided to relevant organizations.

Information on instructors to the extent that Pole organizations to which the association is affiliated is communicated.

We do not disclose personal information to marketing companies without your consent.


Storing and deleting your personal information

We have different processing purposes and retention periods depending on whether we process your personal information as a regular member of Pole Fitness Vejle or as an instructor:


We will keep your personal information for a period from the end of membership and in accordance with the following criteria:

  • For practical and administrative reasons, we keep your regular membership information for up to 5 years after the calendar year of your cancellation of Pole Fitness Vejle

Unpaid instructors:

We will keep your personal data for a period from the end of your work and in accordance with the following criteria:

  • For practical and administrative reasons, we retain your regular membership information for up to 5 years after your termination has ceased

In case of paid instructor work:

We will keep your personal data for a period from the end of your work and in accordance with the following criteria:

  • Posting documents, including e.g. payroll voucher must be stored for 5 years from the end of the financial year in which the voucher relates

  • Other relevant information for following up and assessing any requirements are stored for 5 years after the work has ceased

However, we keep information on both members and instructors for statistics and the like, as long as they have historical value.


Your rights

You have a number of special rights under the Personal Data Regulation when we process personal information about you:

  • The right to be informed about the processing of data

  • The right to access your personal data

  • The right to rectification

  • The right to delete

  • The right to restrict treatment

  • The right to data portability (disclosure of data in a commonly used format)

  • The right to object

You may exercise your rights, including objections to our processing, by contacting us. You will find our contact information at the top.

For example, if you respond to a request to have your personal data corrected or deleted, we will investigate whether the conditions are met and, if so, make changes or deletions as soon as possible.

You can always file a complaint with a data protection regulator, e.g. Data Protection Agency.


Revision of the Privacy Policy

We reserve the right to make changes to this Privacy Policy from time to time. In the event of changes, the date at the top of the Privacy Policy will be changed. The Privacy Policy in effect at any time will be available on our site. If you make any significant changes, you will be notified.


2nd Edition, February 2018.

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