In many cases, Koda sends identical e-mails to many recipients, e.g. to members, customers or partners.
Technically, we may monitor whether the recipients have opened the mail and clicked on links within the mail. This involves the collection and processing of personal data about the recipients. However, we only use the information for statistical purposes in order to optimize our communication with our community.
The legal basis for the collection of these personal data depends on the group of recipients, members, customers or partners:
Members
If you are a member, you receive this kind of mail because it contains important information for you as a member of Koda. The subject might be Koda's Member Democracy, about your works or your distributions. If you are a new member, it may also be an email notifying you how to report your works. This information is part of Koda's obligations once you have granted Koda the right to manage your rights. This is in accordance with the Data Protection Regulation, GDPR, Article 6 (2). 1, b) and c), cf. law on collective management of copyright, Section 19, subsection 1, no. 2 and Sections 15-16.
Customers
If you are a customer, you receive this kind of mail because it contains important information for you as a customer of Koda or because you are likely to arrange an upcoming an event where you will need the right to use the music. You can acquire this right by entering into an agreement with Koda - which also covers Gramex if you will be using pre-recorded music. Both Koda and Gramex are approved by the Ministry of Culture under the Copyright Act. This is in accordance with the Data Protection Regulation, GDPR, Article 6 (2). 1, e), cf. Section 75a of the Copyright Act.
Partners
If you are a partner, you receive this kind of mail as part of Koda's work on our communication and public relations. We have obtained your email address from official sources or from previous business correspondence. This is in accordance with the Data Protection Regulation, GDPR, Article 6 (2). 1, f) - a legitimate interest.
Koda does not disclose your information to third parties other than to our data processor with whom we have a data processing agreement.
Koda is responsible for the processing of your personal data. You have the right to request Koda for access to and rectification or erasure of data about you, the right to restrict and object to processing, and the right to receive an extract of your data in a structured, commonly used and machine-readable format.
Koda stores information about what mails you receive including statistics on the use of the mail for five calendar years from the sending of the individual mail. After that, the information is only stored in anonymized form.
You can complain about Koda's processing of your data to the Danish Data Protection Agency.
