Privacy Notice – UDcore

The Ministry of Foreign Affairs takes your right to privacy seriously. As the data controller for UDcore, we are responsible for using the information we have about you in the UDcore database in accordance with the data protection legislation.

This privacy notice explains how we use and protect your personal data in UDcore, and what your rights are. Personal data in this context includes any information relating to you as an individual.

What is UDcore?

UDcore is the Ministry of Foreign Affairs’ Contact Register and Event Management Database, which is based on Microsoft Dynamics 365. It is used by the Norwegian diplomatic and consular missions abroad and by the Ministry in Oslo (hereafter referred to jointly as ‘the Ministry’) to store information about contacts and to create and manage events. UDcore contains personal data that is collected and processed by the Ministry. Most of this personal data has been given to the Ministry by the people concerned, for example in connection with participation at an event. All the data is stored securely on a server in Oslo that is under the physical control of the Ministry.

What information do we have about you?

Information that you have given us: When you participate at an event organised by the Ministry, exchange emails or business cards with Ministry employees, or are in contact with the Ministry in another way, you typically give us the following information:

Contact details such as your name, nationality, where you work, your home address, your email address and your office/home/mobile phone numbers.

Preferences, for example your food preferences.

UDcore does not actively gather information about its users.

How do we use this information?

We mainly use the information in UDcore to:

administer your relationship with the Ministry (contact details)

invite you to attend Ministry events (contact details and preferences).

The legal basis for using information for the above purposes is the Ministry’s legitimate interest in maintaining a contact register and organising events that are relevant for the Ministry’s work.

Please let us know if you do not want us to use your personal information for these purposes.

Who does the Ministry share personal data with?

We may sometimes share your personal data in UDcore with partners, for instance with caterers or those who are responsible for security at our events.

Your personal data in UDcore will never be shared for commercial purposes.

Information may also be shared with partners outside the European Economic Area (EEA). In all cases, we ensure that your personal data is protected in a responsible manner through agreements with the recipients. If you would like more information about these agreements, please contact us.

How long does the Ministry keep personal data?

We store personal data in UDcore for as long as necessary.

Typically, this means that we do not delete your:

Contact details

Preferences

All personal data is stored within the limits prescribed by law, and if a particular need arises – for instance in the event of complaints or claims being brought against us or by us against others.

Your data protection rights

Your data protection include:

The right to be informed: You have a right to ask us for further details about how we process your personal data.
The right of access: You are entitled to a copy of your personal data.
The right to rectification: You have the right to correct and supplement your personal data.
The right to erasure: You have the right to ask us to erase personal data we no longer have a reason to store.
The right to restrict processing: You have the right to ask us to restrict the use of your personal data.
The right to data portability: You have the right to ask for your personal data to be transferred to you or to another organisation in a structured, commonly used and machine readable form.
The right to object: You have a right to object to our use of your personal data.

Please note that these rights are subject to the limitations prescribed by law. Please contact us if you wish to exercise any of these rights. We will respond as soon as possible, normally within a month.

If you feel that we are using your personal data wrongfully, you have the right to lodge a complaint with the Norwegian Data Protection Authority. We hope that you will contact us first, so that we can consider your objections and clear up any misunderstandings.

Privacy notice revisions

We may need to revise the UDcore privacy notice from time to time. The most recent version is always posted on this website.

Cookies

UDcore does not use cookies.

Contact information

Please do not hesitate to contact us if you have questions or comments, or if you would like to exercise your rights. You can do so by calling the Ministry at (+47) 23 95 00 00 and asking to speak to: