Updated: 12/10/2026 · Replaces the version of 27/09/2026. This version adds the digital member card, benefits at partner shops, and confirming membership when the card is scanned.
1. Data controller
Association of Vietnamese Experts and Intellectuals in Denmark (AVIDE), CVR 44096544, Herningvej 296, 9220 Aalborg, Denmark. Personal-data contact: [email protected] · +45 22 92 98 88.
2. What we process, why, and on what basis
| Activity | Data | Purpose | Legal basis (GDPR) |
|---|---|---|---|
| Account & membership | Name, email, phone, address, membership tier, payment status | Membership administration, member benefits (M365), elections | Membership agreement, Art. 6(1)(b); bookkeeping, Art. 6(1)(c) |
| Mentoring program | Mentor profile (areas, intro, time budget, photo, CV if you upload one), mentee application (needs, goals, period), connections | Review, mentor-mentee matching, running the program | Consent, Art. 6(1)(a); activity reminders: legitimate interest, Art. 6(1)(f) |
| Events | Name, email, phone, note, answers to per-event questions | Organizing events, contact, seat management | Contract, Art. 6(1)(b) |
| Payments | Name, email, phone, order data | Processing payment, receipts | Contract, Art. 6(1)(b); 5-year retention, Art. 6(1)(c) |
| Support & sponsorship | Contributor identity, CVR, message, public/anonymous choice, logo and materials | Recording contributions, the transparency listing per your choice | Consent, Art. 6(1)(a) |
| AI CV assistant (optional) | CV content you paste or upload | Drafting your profile; uploaded files are kept privately for coordinator review | Consent, Art. 6(1)(a); you may skip this step |
| AI assistant on the website | Question, answer, anonymous session id, hashed member id when logged in, hashed IP address for the question quota, contact details when you ask for a human to help (name, email, phone), your rating of the answer | Answering questions about the association’s activities and life in Denmark; the answer is drafted by an AI assistant (artificial intelligence), not a person answering directly | Legitimate interest for guests, Art. 6(1)(f); membership agreement for members, Art. 6(1)(b) |
| The association’s social pages | The content the association publishes, and the access token of the administrator account publishing it | Publishing AVIDE’s posts, events and news on the association’s LinkedIn and Facebook pages | Legitimate interest, Art. 6(1)(f) |
| LinkedIn connection, if you press it yourself | Name, profile picture, email and whether it is verified, and a LinkedIn identifier. That is everything LinkedIn permits; it does not release headline, employer or experience, so those stay something you type yourself or point at with a public profile link. | Prefilling the registration form and your expert profile so you do not retype it | Your consent, Art. 6(1)(a). Disconnect and what we fetched is deleted. |
| Measurement and advertising | Browser or device identifier and the pages you view on avide.dk | Measuring whether the association’s posts and adverts reach the people they are meant for | Your consent, Art. 6(1)(a). Without consent these measurement scripts are not loaded. |
| Website statistics (Google Analytics, Microsoft Clarity) | A random identifier in a cookie in your browser; the pages you view (address without parameters), language and page type; country and city estimated from your IP address (Google Analytics does not store the IP address); device and browser; actions such as menu clicks, scrolling, starting or sending a form (without what you type) and how often the AI assistant is used (without the conversation). Microsoft Clarity also records clicks, mouse movement and scrolling as heatmaps and session replays, in which every input field and account area is masked; Clarity does not run on account pages, payment pages and personal links sent by email. | Learn which pages and features are useful and what readers look for without finding it, to improve the website | Your consent, Art. 6(1)(a), and the Danish cookie rules. Without a click on Accept no statistics code is loaded. |
| Digital member card and benefits at partner shops | The card photo you upload; the card code, which changes every 30 seconds; for each use of a benefit: the shop, the time, the amount, the discount and the receipt number if the shop records it; your answer “Correct/Not correct” and your note; your report if a shop gave a discount without scanning | So that you receive member benefits, the till can check the card, the association can prepare the monthly statement with the shop and compare it with the shop’s till system, and mistakes and misuse are found | The membership agreement (benefits are part of membership), Art. 6(1)(b); bookkeeping under Danish law, Art. 6(1)(c); checks for anomalies: legitimate interest in preventing misuse, Art. 6(1)(f) |
| Confirming membership when someone scans the card | Photo, name, the line “AVIDE member, valid”, and a seat on the Executive Board if you hold one; the number of confirmations per day (not who scanned whom) | So that others can check that you belong to the association when you yourself show the card code: someone scanning with an ordinary phone sees a confirmation page while the code is valid (90 seconds). The page records no benefit and shows no email, phone, fee status or reasons | The association’s legitimate interest in confirming who is a member, Art. 6(1)(f). This information is already on your public profile. The choice is on from the start; you turn it off with one tap under your member card (right to object, Art. 21) |
| Partner shops | The shop owner’s name and email, cashiers’ names if the shop enters them, activated till phones, monthly till-system reports, the benefit and fee agreement | Running the benefits programme, sign-in, statements and invoices | The partner agreement, Art. 6(1)(b); bookkeeping, Art. 6(1)(c) |
| Website | IP addresses in server logs, login cookies | Security and abuse prevention | Legitimate interest, Art. 6(1)(f) |
3. Processors
AVIDE uses the following processors under data-processing agreements: Microsoft (M365: mail, Teams, documents), Novodan ApS (operates the AI assistant service on the website, as processor; servers in the European Union (EU)), OpenAI (the AI model that answers questions in the AI assistant, sub-processor; servers in the United States, transfer under the EU-U.S. Data Privacy Framework/SCCs), Google (Gemini AI, until now for CV drafts and translations, now also used to answer questions in the website AI assistant, sub-processor; third-country transfer under the EU-U.S. Data Privacy Framework/SCCs), Google Ireland Limited (Google Analytics, website statistics, only with your consent; transfer to the United States under the EU-U.S. Data Privacy Framework/SCCs), Microsoft Ireland Operations Limited (Microsoft Clarity, heatmaps and masked session replays, only with your consent; transfer to the United States under the EU-U.S. Data Privacy Framework/SCCs), Vipps MobilePay A/S and Nets/Nexi (payments), Cloudflare (website protection), LinkedIn Ireland and Meta Platforms Ireland (the association’s social pages, the LinkedIn profile connection, measurement and advertising; both groups are US-owned, so a third-country transfer takes place under the EU-U.S. Data Privacy Framework/SCCs), and the hosting provider (AWS, EU data centre). We never sell data and share with no one else unless the law requires it.
Partner shops do not process data on the association’s behalf: each shop and the association are each controllers of their own records. When the card is scanned, the till sees only your first name and the initial of your family name, the card photo, and whether the card is valid; never email, phone, address or the reason a card is not valid. On the monthly statement you appear only under a code that is particular to that shop (for example HV-0001), so two shops cannot recognise the same person.
4. Retention
- Membership: while you are a member; payment records 5 years under the Danish Bookkeeping Act.
- Mentoring: anonymized 24 months after closure; CV and photo deleted when the profile closes or on your request.
- Events: attendee lists anonymized 12 months after the event (at the latest 24 months after registration).
- Contributions: contact details deleted after 5 years; names on the public listing stay per your own choice.
- AI assistant on the website: chat messages are kept for 30 days; if you ask to be escalated to a volunteer, the contact details you leave are kept for 90 days after that request is closed; feedback on an answer is kept for 12 months, without the original question text; the related server logs are kept for 14 days, without the message content.
- Member card and benefits: card codes are deleted 24 hours after they expire. The card photo is kept until you replace or delete it, or until your account is deleted. Each use of a benefit is an accounting record of the association and of the shop: 13 months after that month’s statement is locked, the link to your account is deleted; the rest (shop, time, amounts, a code that no longer points to anyone) is kept for 5 years under the Danish Bookkeeping Act. Confirmations by scanning are only counted per day; who scanned whom is not stored.
- Server logs: rotated automatically after a short period; member card codes are masked in the logs.
- Data fetched from LinkedIn: deleted when you disconnect, or when the profile closes; the association keeps no other copy.
- Website statistics: Google Analytics keeps event data for 14 months; Microsoft Clarity keeps session replays for 30 days and heatmaps for up to 13 months. Your choice (Accept or Reject) is kept in your browser for 6 months, then you are asked again.
- Measurement and advertising: the association stores none of it itself; the data sits with LinkedIn and Meta under their own periods, and you can withdraw consent at any time.
5. Your rights
You have the right to access, rectify, erase, restrict, object, and receive a copy of your data; consent can be withdrawn at any time without affecting prior processing (for example, remove your CV directly in the mentor form, or write to us). Send requests to [email protected]; we answer within 30 days. You may complain to the Danish Data Protection Agency, Datatilsynet (datatilsynet.dk).
For the AI assistant on the website: a logged-in member can view, download and delete their own chat history directly in the assistant panel; a guest clears the local history in their own browser, and the server copy expires automatically after 30 days (section 6 spells out how). Requests by email are still handled like any other rights request.
For the member card: under “Used benefits” you see every time you used a benefit, can confirm or report each one, and can see what shops see about you. The choice “Let whoever scans my code confirm that I am a member” sits just under the card: turned off, someone scanning with an ordinary phone only sees a message that the code is for the till.
For website statistics: change your choice at any time with the “Cookie settings” link at the bottom of every page. Choosing Reject stops the statistics from the next page on.
6. Deleting your data
You can ask for deletion at any time, without giving a reason:
- What you can do yourself: disconnect LinkedIn on your profile, delete your CV and photo directly in the mentor form, or view, download and delete your chat history with the AI assistant directly in the assistant panel (logged-in member). As a guest, you clear your chat history in your own browser at any time; the server copy expires automatically after 30 days regardless.
- What we do for you: write to [email protected] with the subject “Data deletion”. We confirm your identity, delete within 30 days, and tell you when it is done.
- If you came from LinkedIn or Facebook: use the same address. We delete what we hold; what LinkedIn or Meta hold themselves, ask that platform for.
The only thing we must keep is accounting records, for 5 years under Danish law. For uses of benefits, the association deletes the link to your account and your note, and the amounts stay without a name. Everything else goes.
7. Changes
The current version always lives on this page; material changes are announced to members by email.