Updated: 09/09/2026 · Replaces the version of 05/09/2026.
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 |
| 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 | 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), Google (Gemini AI for CV drafts and translations; third-country transfer 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.
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.
- Server logs: rotated automatically after a short period.
- Data fetched from LinkedIn: deleted when you disconnect, or when the profile closes; the association keeps no other copy.
- 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).
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, or delete your CV and photo directly in the mentor form.
- 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. Everything else goes.
7. Changes
The current version always lives on this page; material changes are announced to members by email.