Data protection (GDPR)

Your personal data

Aarhus University (AU) is the data controller of the personal data that we process in connection with your enrolment and your further studies at the university.

This means that AU only processes personal data concerning you if this is required by legislation, or you have given your consent to this processing. AU has security measures that help to ensure that your personal data is processed in accordance with applicable legislation. 


Processing and storage

AU treats personal data as confidential. 

Personal data will be processed and stored in the university’s various case handling systems. When data is no longer required for the purpose for which it was collected, it will be erased or archived in the designated filing systems.

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Disclosure

Your data will not be disclosed to other parties without you being informed thereof, unless AU is obliged to disclose the data to other government agencies and public institutions.  

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Right of access

As a student, you always have right of access to your personal data in AU's systems. Please contact Educational Law (ujs@au.dk) if you wish to apply for access to your personal data.

STADS and ITX-FLEX

Via student self-service (mit.au.dk) students have access to view and print the university’s records in the study administration system (STADS). Through this, there is access to the ITX-FLEX system in which you can also see the records made concerning you.

SU (student grants and loans)

If you require access to your personal data concerning your SU (student grants and loans) situation, you must contact the data controller, which is the Danish Agency for Institutions and Educational Grants. This request must be made in writing via borger.dk.

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Projects and Master’s theses 

If you as a student process personal data in connection with a project or Master’s thesis, it is important that you are familiar with the EU’s General Data Protection Regulation (GDPR) and the Danish Data Protection Act, and that you consider a number of aspects in this respect.

Processing of personal data includes collection, registration, storage and disclosure, and may constitute a potential risk for the person which the data concerns. See this as if the person concerned has lent their data to you, subject to the condition that you do your utmost to take care of the data and do not do anything that might harm the person concerned.  

We are currently awaiting guidelines from the Danish Data Protection Agency with regard to students’ processing of personal data in connection with projects and Master’s theses. 

Find more information.

Recording classes

As a student, you may neither record classes nor share the teacher’s recordings of classes from a course forum in Brightspace or Panopto without consent from the teacher and your fellow students. This is due to rules about copyright and data protection.

If you record or share a recording of a class without consent, this will be regarded as a breach of the university's rules and regulations and a violation of the teachers’ copyrights. Breaches of the rules and regulations are handled in accordance with AU's disciplinary rules.

Special exceptions

As a student, if you wish to record teaching as part of the study assistant scheme or the dual career scheme, for classroom teaching, you can only do so with the teacher’s and your fellow students’ consent. This is for the sake of your fellow students.

 If you wish to record a lecture, you must notify your teacher at least one week before the lecture takes place. You do not require consent from your fellow students to record a lecture.

If you need to record a class as part of special educational support (SPS) and have, for example, been given a dictaphone on the grounds of a functional impairment, you can record a class without obtaining consent. However, you must notify the teacher at least one week before you wish to record the class.

For both classroom teaching and lectures, recordings covered by the above exceptions must avoid including fellow students’ personal data to the greatest extent possible, such as video images of fellow students or personal data on a white board or similar. The recording must be deleted as soon as it has been used for the purpose intended and no later than at the end of the semester. Recordings must never be shared with others. Sharing is regarded as a breach of the university's rules and regulations and a copyright infringement.