Venligboerne Randers — application for Christmas assistance
Last updated: 12 September 2026
When you apply to us for help, you give us information about yourself and your family. We look after it. This page tells you exactly what we store, why, for how long, and what you can ask us to do.
Venligboerne Randers is the data controller for your information.
Contact us at [kontakt@venligboerne-randers.dk] if you have questions about this policy, or if you want to exercise one of your rights set out below.
Our IT system is developed and operated for us by SustainImpact ApS, who act as data processor. They may only process the information on our instructions, and a written data processing agreement is in place.
About you
About the household's diet
About wishes for the children
Two kinds of information here receive special protection under the law. Information about halal or kosher can reveal your religion, and information about allergies is health data. We ask about them only because otherwise we cannot put together a parcel your family can eat — and we process them solely on the basis of your explicit consent.
You are not obliged to give us anything. But without a name, address and contact details we cannot process the application or deliver a parcel, and without information about diet we risk giving you food you cannot eat.
use numbers only, never names.
Legal basis. We process ordinary information under Article 6(1)(a) of the General Data Protection Regulation — your consent. We process information about diet for religious reasons and about allergies under Article 9(2)(a) — your explicit consent.
You can withdraw your consent at any time. Write to us. We will then delete your information, unless we are required to keep something under other legislation. Withdrawing your consent does not affect what has already happened.
Your name, address, telephone number and email are stored encrypted in the system. They can only be read by an administrator who unlocks them with a passphrase held by very few people in the association. Every single lookup is logged.
The volunteers who pack the parcels and deliver them do not see names. They see a case number, how many people are in the household, the children's ages and genders, and which dietary needs apply. Name and address are looked up only when the parcel is actually to be handed over.
We do not pass your information to anyone else, do not sell it, and do not use it for marketing. Apart from our data processor, nobody outside the association has access.
The information is stored on servers within the EU.
We keep the information for three years after the distribution you applied for. After that, name, address, telephone number, email and the children's names are permanently deleted.
We then retain the record that a parcel was given and what it contained — but with nothing that points to you. We do this because we must be able to account to those who donated, and because a parcel that has been handed out cannot be un-handed. That remaining material cannot be traced back to a person.
The system suggests which goods suit a household, based on the number of people, their ages and the dietary needs you have given. But a human being always makes the final decision about who receives help and what the parcel will contain. No automated decision is made that has legal effect for you.
You have the right to:
Write to us at this address [kontakt@venligboerne-randers.dk]. We will reply within one month. It is free of charge.
If you ask for your information to be released or deleted, please quote your case number so that we can be certain of finding the right family.
Tell us first — that is usually quickest.
You may also complain to Datatilsynet (the Danish Data Protection Agency), Carl Jacobsens Vej 35, 2500 Valby, Denmark. Telephone +45 33 19 32 00. www.datatilsynet.dk
The application page uses one cookie, which keeps track of your session while you fill in the form. It is necessary for the page to work, it contains no information about you, and it disappears when you close your browser. We do not use cookies for statistics, tracking or advertising.
If we change this policy, we will update the date at the top. If we change anything significant about what we use the information for, we will tell those affected.
This is a translation. The Danish version is the one the association has published and is the version that applies.
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