Purpose
We process your personal data for the purpose of handling questions and proposals submitted prior to the general meeting, questions and the right to speak during the general meeting and the preparation of minutes of the general meeting. If questions are answered in writing prior to the general meeting, we will process your information in order to be able to submit questions, answers and the name of the person who has put forward the question at the general meeting. If proposals are included on the agenda, wewill process your personal data (your name and proposal) provided on the forms for appointment of proxy or written voting as well as on the agenda. Forms, postal votes and agenda, including complete proposals, are published on our website. Finally, we will process your personal data when preparing and issuing the minutes of the general meeting.
Categories of personal data
We process the following categories of personal data about you:
Ordinary personal data:
- name
- documentation of your status as a shareholder or proxy
- the content of your question
- the content of your proposal
- the content of your opinions expressed at the general meeting
Source of the personal data
We collect your personal data from the following sources:
- Directly from you, including when you provide information via our shareholder portal, see above
Legal basis for the processing
We process your personal data on the following legal basis:
- Article 6.1.c - necessary for us to comply with the legal obligations of Sections 78, 90 and 101 of the Danish Companies Act
- Article 6.1.f - necessary for the pursuit of our legitimate interest in being able to identify you as a shareholder or proxy so that you able to exercise your rights during the general meeting
Recipients
We may share your personal data with:
- Suppliers, including IT-suppliers
- The public via publication on the website cph.dk in accordance with the flagging rules regarding major shareholders
- Nasdaq Copenhagen A/S
- Public authorities, including the Danish Business Authority
Data retention
We will retain personal data for as long as it is necessary for the purposes mentioned.
- We retain your personal data for up to 5 years plus the current financial year after you no longer own shares in CPH
- A notice to convene the general meeting with agenda and complete proposals as well as registrations, proxies and postal votes are retained for 5 years plus the current financial year after the general meeting has taken place
- Material that documents the company's history, decisions made, etc. is retained for as long as the company exists