Data protection in NOCA

NOCA is an association of companies with the purpose of lifting and strengthening the role of HR in organizations.

In this regard, NOCA is in possession of the following data:

1. Contact data for the companies
2. Contact data for the employees who have signed up for NOCA’s Newsmail
3. Contact data for the employees who have signed up to participate in NOCA’s events.
4. Contact data for applicants for positions in NOCA
5. Contact data for current employees and board of directors

Contact data in points 1-3 means the following data:

• Company Name
• Person Name
• Business Address
• Business Phone
• Mobile Phone
• Work Email
• Link to Personal LinkedIn Profile

Point 4 also contains the following data:

• Private Address
• Private Phone Number
• Private Email

Point 5 also contains the social security number and private address for both employees and the board of directors, as the board of directors is registered as the “Beneficial Owners” of NOCA (Requirements according to legislation)

For the employees, NOCA also has bank information for payment of salaries, etc.

How NOCA handles personal data:

1. Contact data for the companies
   • Contact data for the companies does not contain data that is not publicly available. In some cases, NOCA has a CVR number, but this is also publicly available
2. Contact data for employees who have signed up for NOCA’s Newsletter
   • The employees of the member companies who have asked to receive NOCA’s Newsletter are registered in NOCA’s CRM system, which has the sole purpose of keeping track of who would like to be kept informed about NOCA’s activities. NOCA’s Newsletters have a function where you can opt out of this, which is why we assume that everyone who receives Newsletters without opting out is interested in continuing to receive the Newsletter. People who no longer wish to receive the Newsletter will continue to be registered in the CRM system, now simply with a note stating that they do not want to receive the Newsletter. In this way, they can continue to receive specific, targeted invitations to meetings that interest them. If they also wish to avoid this, they must request that the data be deleted or delete it themselves in “My NOCA Profile” on the NOCA website.
3. Contact data of employees who have registered to participate in NOCA events.
   • The employees of the member companies who have registered for NOCA activities themselves are registered in NOCA’s CRM system, which has the sole purpose of keeping track of who would like to be kept informed about NOCA’s activities. The registration is also the basis for the preparation of participant lists that are distributed to participants at NOCA activities, so that everyone can see who the other participants are. This data is maintained on an ongoing basis and individuals are deleted when they are no longer employed by a member company, unless they continue to wish to receive NOCA’s Newsletter: in which case the connection to the member company is removed.
4. Contact data of applicants for positions in NOCA
   • NOCA only stores job applications from individuals as long as the recruitment process lasts or the individual has specifically accepted that NOCA saves their application for a later opportunity. This applies to both printed applications and electronic files in emails and stored files in NOCA’s or individual employee systems.
5. Contact data on current employees and the board
   • According to the legislation on money laundering, the board, because NOCA is an association, must be registered as what is called “Beneficial Owners”. This means that the Bank must at all times keep a copy of the Health Insurance Certificate and passport or driving license of everyone on the board. In the event of changes in the board, new members must be registered in the same way, while outgoing members must be deleted. NOCA deletes all data about this and informs the bank that they must do the same.
   • In order for NOCA to be able to pay salaries, employees must provide bank account information. This information, together with all other data that NOCA may have on the employee in question, will be deleted as soon as the employee is no longer employed.

NOCA’s website is divided into two “layers”. The first layer is freely accessible, while the second layer is reserved for members. In the layer, which only members have access to by logging in, you as a member can see who has registered for NOCA’s activities. If you are considering registering for a NOCA meeting, you can see who has already registered.

NOCA/PGH/16.5.2018