Website Privacy Notice

At ICARS we respect and protect personal data, and we are dedicated to being as transparent as possible regarding the use of your personal data.

This privacy notice explains how we process personal data we collect via our website. At the same time, we will draw your attention to the choices you can make on how your information is collected and used.

Our website contains links to other websites. This Privacy Notice applies only to our website so when you access links to other websites you should read their own data protection/ privacy notices/policies.

Please note that there is a separate privacy notice for the ICARS whistleblowing system:.

For more information on ICARS commitments related to data protection view the data protection policy.

1. Who we are

As we process your personal data and determine the purposes and means of the processing, we act as a data controller pursuant to GDPR article 4(7).

You can contact us by using the following contact information:

International Centre for Antimicrobial Resistance Solutions
Ørestads Boulevard 5
2300 Copenhagen S

2. What is personal data?

Personal data are all kinds of information that can be attributed to you to some extent. When you use this site, we collect and process a variety of such information. This happens for example if you do one of the following:

  • Sign up for our newsletter
  • Sign up for an event
  • Contact us through a contact form

3. Why do we collect personal data?

We collect personal data via our website for the following purposes:

  • to send ICARS updates to newsletter subscribers.
  • to respond to you if you have reached out to us via our “contact us” form or directly via details provided on our website (e.g. individual employee email addresses).
  • to send information about events you have registered for
  • to improve our website

Our legal basis for processing your personal data is based on

  • your consent in accordance with Article 6.1.(a) GDPR (newsletter subscription, signing up for an event and website improvement), or
  • our legitimate interests except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject (Article 6.1.(f) GDPR), e.g. when processing personal data in response to your request submitted via other means than our “contact us” form.

4. What personal data do we collect?

We collect the following types of personal data:

  • Your contact information such as name, e-mail address, phone number, etc.
  • User information such as usernames, passwords, login information and security issues
  • Information from your web browser, such as IP addresses, browser type and language
  • Information to use in third party networks such as Facebook, Google Analytics and ePay.
  • Information included in contact forms, emails etc

5. How do we collect personal data?

We collect your personal data through our website and third-party software. We collect your personal data through forms on our website, and using cookies to collect data about your behavior. Cookies are small text files that contain several characters that uniquely identify a browser. Most browsers were originally created to accept cookies. However, you may be able to change your browser settings to allow your browser to deny third party cookies or specify when a third-party cookie is being sent. To learn more about cookies and how they work, visit

For more information about which cookies we use and how we use them, see our cookie policy in the footer of our website.

In addition to the personal data we collect through our website, we use a number of third-party software to collect data on this site. Below we have described the different types of third-party software used on our website:

  • Google Analyticsgives us access to your behavior on our site, and Google Analytics collects data using cookies. These cookies collect information about your use of our website, including your IP address for tracking your behavior. We also use Google Analytics for our marketing, and you can therefore experience dynamic ads after visiting our website.
  • MailChimp: We use the MailChimp email application to send newsletters and event invitations. Through MailChimp we collect email addresses, IP addresses and time stamps to tailor our email campaigns and generate insights about our audience.
  • Sleeknoteis a tool for generating pop-ups on websites. The tool is typically used in conjunction with MailChimp to obtain more signups for newsletters or highlight competitions. Your personal data is only disclosed to Sleeknote with your consent.
  • Facebook-pixels: We use Facebook pixels to improve our ads to visitors who have visited the site and have a Facebook profile. Through Facebook Pixels, we collect data about your behavior on our website.

Data about your use of this website, which ads you receive and, if any, click on, geographic location, IP address, etc. is passed on to third parties to the extent that you explicitly consent to it and even enter the information.

6. How we share personal data

We will only share your data with third parties outside ICARS with your explicit consent, unless we are legally or contractually required to do so, or:

  • for the purposes of securely storing the data, for example on cloud-based servers managed by third party providers (such as Microsoft, MailChimp etc.)
  • in connection with any legal proceedings or prospective legal proceedings;
  • in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention);
  • in accordance with our legitimate purposes for collecting your personal data.

If your personal data are transferred outside the EU/EEA, we will implement appropriate technical and organisational measures in such a manner that processing will meet the requirements of the relevant data protection laws including ensuring the protection of the rights of the data subject.

7. How long is personal data stored?

We will retain your personal data for as long as necessary to fulfill the purpose(s) for processing your data.

We will delete your personal data, when it is no longer required in relation to the purpose of our collection of your personal data, e.g. when we no longer need you as a contact as we have been notified that you have left your job position at your employer or when you unsubscribe from our newsletter.

If you would like to receive more detailed information about our retention policy, please contact us by using the contact information above.

There is a possibility that we process data for statistical purposes, but in this case your data will always be anonymised.

8. Your data subject rights

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data we hold about you.
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date.
  • The right to request that your personal data is erased where it is no longer necessary or required for us to retain such data.  This right does not apply where we have a legal obligation to retain your data.
  • The right to withdraw your consent to the processing at any time (if we are processing based on your consent).
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).  This right only applies where we are processing your personal data based on consent or for the performance of a contract with you and if, in either case, we are processing the data by automated means.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
  • The right to object to the processing of personal data. This right only applies where we are processing your personal data based on legitimate interests.

To exercise all relevant rights please use the contact information provided in section 1 above.

  1. Your right to lodge a complaint

If you have any questions, comments or requests in relation to how we use your personal data, please let us know by contacting us using the contact information described in section 1.

If you, however, are still not satisfied with the way we use your personal data, you have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet). You can contact the agency by using the following contact information:

Borgergade 28, 5
DK-1300 Copenhagen K

Tel: (+45) 3319 3200