Privacy Notice
This Privacy Notice explains how Scandinavian Aeromedical Academy (“the Academy”, “we”, “us”) collects and processes personal data in connection with course enquiries, registration, participation, examinations, certification and related activities.
We process personal data in accordance with the General Data Protection Regulation (“GDPR”), the Danish Data Protection Act and other applicable data protection legislation.
1. Data Controller
The data controller responsible for the processing described in this Privacy Notice is:
Scandinavian Aeromedical Academy
Bovin AeroMed ApS, CVR DK46469909
Kongenshusvej 4, DK-7470 Karup J
Denmark
Website: www.aeromedical.academy
Mail: info@kongenshus.com
Questions concerning the processing of personal data or requests concerning your data protection rights may be sent to the above email address.
2. Personal Data We Process
Depending on your relationship with the Academy and the course concerned, we may process the following categories of personal data:
2.1 Identification and contact information
This may include:
- Name;
- Professional title;
- Postal address;
- Country of residence;
- Email address;
- Telephone number; and
- Other contact information provided by you.
2.2 Professional information
This may include:
- Medical qualification;
- Professional authorization or medical license;
- Medical specialty;
- Current or previous AME certification or privileges;
- Professional position and employer;
- Country and competent aviation authority;
- Documentation submitted to establish eligibility for a course; and
- Other relevant professional qualifications.
2.3 Registration and course information
This may include:
- Course registrations;
- Correspondence concerning registration;
- Attendance records;
- Participation in practical activities;
- Examination and assessment results;
- Certificates issued;
- Requests, cancellations and changes relating to participation; and
- Other information necessary for administration of the course.
2.4 Payment and invoicing information
This may include:
- Billing name and address;
- Company or organization;
- VAT or business registration number;
- Invoice information;
- Payment status; and
- Information necessary for accounting and financial administration.
We do not normally require or store complete payment-card details.
2.5 Communications
We may retain correspondence with you, including emails and enquiries, where necessary for course administration, documentation, customer service or the establishment, exercise or defense of legal claims.
3. Sensitive Personal Data
The Academy does not normally require health information or other special categories of personal data for ordinary registration and participation in its educational courses.
Please do not provide medical or other sensitive personal information unless specifically requested and necessary for a stated purpose.
If it becomes necessary to process health information or another special category of personal data, such information will only be processed where an appropriate legal basis exists under Articles 6 and 9 GDPR.
Information documenting that a participant is a licensed medical doctor, medical specialist or AME is generally processed as professional qualification information rather than as information concerning the participant’s own health.
4. Purposes and Legal Bases
We process personal data only where there is a lawful basis for doing so.
4.1 Course enquiries and registration
We process identification, contact and professional information in order to:
- Respond to enquiries;
- Assess eligibility for a course;
- Process registrations;
- Reserve course places; and
- Communicate information concerning the course.
The legal basis is generally Article 6(1)(b) GDPR, where processing is necessary in order to take steps at your request before entering into a contract or to perform the agreement with you.
Where the agreement is entered into with your employer or another organization rather than directly with you, processing may instead be based on our legitimate interest under Article 6(1)(f) GDPR in administering the course and communicating with participants.
4.2 Delivery and administration of courses
We process personal data to:
- Organize and deliver teaching;
- Document attendance;
- Administer practical activities;
- Conduct examinations or assessments;
- Communicate program changes;
- Manage participant safety and course administration; and
- Issue certificates.
The legal basis is generally Article 6(1)(b) GDPR or, where appropriate, Article 6(1)(f) GDPR.
4.3 Regulatory documentation
Where relevant, we may process information concerning attendance, examination results, certificates and professional qualifications in order to document compliance with applicable requirements relating to approved aviation medicine training.
Processing may be based on Article 6(1)(c) GDPR where necessary to comply with a legal obligation or Article 6(1)(f) GDPR where processing is necessary for our legitimate interest in documenting regulatory compliance and maintaining course approval.
4.4 Accounting and financial administration
We process invoice, payment and transaction information for accounting, bookkeeping, taxation and financial administration.
Processing is based on Article 6(1)(c) GDPR where necessary to comply with legal obligations.
4.5 Establishment and defense of legal claims
Where necessary, we may retain and process relevant information in connection with complaints, disputes or legal claims.
Processing is based on Article 6(1)(f) GDPR and, where applicable, other relevant provisions of data protection law.
5. Information Received from Other Sources
Most personal data is obtained directly from you.
In some circumstances, information may be received from:
- Your employer or organization paying for your participation;
- A competent aviation authority;
- An instructor or course administrator;
- A partner organization involved in delivery of a course; or
- Another person registering participants on behalf of an organization.
Where required by GDPR, we will provide the relevant information concerning such processing.
6. Recipients of Personal Data
We do not sell personal data.
Personal data may, where necessary, be disclosed or made available to:
- Instructors and course administrators;
- Providers of IT, email, website, registration or administrative systems;
- Accountants, auditors and professional advisers;
- Banks and payment service providers;
- Venues and organizations involved in practical course activities where necessary for participation;
- Competent aviation authorities where required or relevant to regulatory approval, documentation or certification; and
- Public authorities where disclosure is required by law.
Service providers processing personal data on our behalf are required to process the data in accordance with our instructions and applicable data protection requirements.
Only information reasonably necessary for the relevant purpose will be disclosed.
7. Course Participants and Participant Lists
For organizational purposes, the Academy may prepare participant lists containing limited professional information, such as participant name, professional title and country or organization.
Such information will only be shared with instructors, course partners or other participants where there is a legitimate organizational or educational reason for doing so.
Contact information such as personal email addresses or telephone numbers will not ordinarily be distributed to other participants without an appropriate basis.
8. Photographs and Recordings
Photographs or recordings may occasionally be made during Academy courses or events.
Where an identifiable participant is the principal subject of a photograph or recording intended for promotional or marketing purposes, the Academy will obtain any consent required under applicable data protection law.
Participants will be informed where photography or recording is planned.
A participant may contact the Academy if he or she has concerns regarding the use of an identifiable image.
9. International Transfers
Some service providers used by the Academy may process personal data outside Denmark or the European Economic Area (“EEA”).
Where personal data is transferred to a country outside the EEA that has not been recognized by the European Commission as providing an adequate level of protection, the Academy will ensure that an appropriate transfer mechanism is used as required by GDPR, such as the European Commission’s Standard Contractual Clauses, together with any additional safeguards required in the circumstances.
Information concerning relevant safeguards may be obtained by contacting the Academy.
10. Retention of Personal Data
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to comply with applicable legal and regulatory requirements.
Retention periods may differ depending on the type of information.
In particular:
- Unsuccessful enquiries and incomplete registrations are deleted when they are no longer reasonably required;
- Ordinary course administration and correspondence are retained only for as long as necessary for administration, documentation and possible legal claims;
- Accounting and transaction records are retained for the period required under applicable Danish accounting and tax legislation;
- Attendance records, examination results and information necessary to document certificates issued may be retained for a longer period where necessary to verify a participant’s successful completion of an approved course or to satisfy regulatory documentation requirements; and
- Information that is no longer required is deleted or anonymized.
Where a specific legal or regulatory retention period applies, that period will take precedence.
11. Security
The Academy takes appropriate technical and organizational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access.
Access to personal data is limited to persons who reasonably require access for the performance of their duties.
12. Your Rights
Subject to the conditions and limitations set out in GDPR, you may have the right to:
- Obtain information about our processing of your personal data;
- Request access to your personal data;
- Have inaccurate personal data corrected;
- Request erasure of personal data;
- Request restriction of processing;
- Object to processing based on legitimate interests; and
- Receive personal data in a structured, commonly used and machine-readable format where the right to data portability applies.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
These rights are not absolute and may be subject to statutory exceptions.
To exercise your rights, please contact: info@kongenshus.com
We may request information necessary to verify your identity before responding to a request.
13. Complaints
If you are dissatisfied with the way in which the Academy processes your personal data, we encourage you to contact us first so that we can investigate the matter.
You also have the right to lodge a complaint with the Danish Data Protection Agency:
Datatilsynet
Carl Jacobsens Vej 35
DK-2500 Valby
Denmark
www.datatilsynet.dk
You may also have the right to complain to another competent supervisory authority within the EU/EEA.
14. Automated Decision-Making
The Academy does not use personal data for automated decision-making or profiling producing legal or similarly significant effects in relation to course participants.
15. Marketing Communications
Where the Academy sends information concerning future courses, educational activities or similar services for marketing purposes, such communications will only be sent where permitted under applicable law.
Where consent is required, marketing communications will be based on consent, which may be withdrawn at any time.
Participants may unsubscribe from electronic marketing communications at any time using the unsubscribe method provided in the communication or by contacting the Academy.
Administrative communications concerning a course for which a participant has registered are not marketing communications and may continue to be sent as necessary to administer the course.
16. Changes to this Privacy Notice
The Academy may update this Privacy Notice where necessary, including as a result of changes to our activities, systems or applicable legislation.
The current version will be made available on www.aeromedical.academy.
Material changes affecting registered participants may also be communicated directly where appropriate.
Scandinavian Aeromedical Academy
Bovin AeroMed ApS, CVR DK46469909
Kongenshusvej 4, DK-7470 Karup J
Denmark
www.aeromedical.academy · info@kongenshus.com
Version 2.0 – Effective from: 20.08.2026