Privacy Policy for General Meetings

Notice and registration for the general meeting

We convene for Koda's general meetings on Koda's website and in at least two national newspapers with a 14-day notice, pursuant to § 13, subsection 1, of Koda's bylaws. The general meeting is also communicated as a service message to the members who have subscribed to Koda's newsletter, and who are therefore registered in Koda's membership register with an email address, along with information about name, email address, and any voting rights. Information about voting rights, which also appears on My Koda, is based on whether you meet the conditions in § 3 of Koda's bylaws. Timely, prior registration according to the detailed rules in § 15 of Koda's bylaws is a condition for exercising the right to vote, even if it is done through a proxy. Registration and submission of a proxy form also include the aforementioned personal information about you and any proxy. If you have indicated at registration that you wish to vote digitally, possibly via remote access, information about your password will be created and processed by Koda's provider of digital voting solutions, currently Assembly Voting, with whom Koda has a data processing agreement.

Proposals, including nominations for positions

If you submit advance proposals, including nominations for positions such as board member or auditor, this will involve additional processing of personal data about you. If you stand as a candidate, according to § 7, subsection 3, of Koda's statutes, you must provide a declaration to the general assembly about all interests in Koda and all amounts received from Koda in the preceding fiscal year, in accordance with the law on collective management of copyright § 8, subsection 3 and § 9, subsection 3. Both proposals and declarations are stored as mentioned under processing purposes and deletion policy.

The general assembly: Participation, photography, streaming, right to speak and posing questions

If you wish to attend the general meeting, you are asked to provide documentation of your membership. If you meet the conditions for having voting rights, you will be given a digital voting device or ballots. Koda's general meetings are live-streamed over the internet, which is necessary for digital remote voting, and is also a service for all members who are unable to be physically present. In addition, a photographer will be present to take pictures for Koda's coverage of the general meeting. The meeting will therefore begin with information that both photos and video will be taken, and that one should make themselves known if they do not wish to appear in pictures/film.

Regardless of whether one has declined to appear in photos, one must expect to be recorded on the audio side of the streaming if one speaks during the general meeting or is asked to identify oneself as a candidate for a position of trust. This collection and processing of personal data about you is based on Koda's legitimate interest in being able to identify you and document that the general meeting has proceeded lawfully.

Read below on the summary of the general meeting.

Voting results

If the conductor considers it unproblematic to assess the general meeting's position based on an informal indication from the audience, the conductor may choose this method. However, actual votes at Koda's general meetings are anonymous. The information in the digital voting units that can identify the member behind the vote is stored solely by Koda's data processor, currently Assembly Voting, and Koda only has access to the voting results in an anonymized form.

Minutes of the general meeting

Minutes of the general meeting are prepared, which are subsequently approved by the chairman. In this context, your personal data may be processed if, for example, you have submitted proposals, nominated yourself for a position of trust, or spoken at the general meeting. The requirement for minutes is partly due to Koda's statutes and partly due to the collective management law, which imposes a number of requirements on the content of Koda's general meeting. The processing is thus carried out in order to fulfill a legal requirement.

Purpose of treatment and deletion policy

Koda will retain the summons, agenda, proposals for consideration, names of nominated candidates, and statements from these candidates about Koda interests, cf. section 2, registrations, and completed proxy forms, the issuance of proxy or digital vote, until it is no longer necessary for Koda to retain the information in order to protect the interests of Koda and its members, but for a maximum period of 5 years, after which they will be deleted. Koda's data processor, currently Assembly Voting, will however only retain information for a maximum of three months after the general meeting. The purpose of Koda's retention is to be able to document that Koda's statutes and the law on collective management have been complied with in all respects concerning the general meeting and its decisions. When submitting proposals for inclusion on the agenda, it is not possible to request that names be omitted from the summons or the proposal itself, nor any such mention in the minutes. Koda may retain the minutes of the general meeting until it is no longer necessary for Koda to retain the information, in order to protect the interests of Koda and its members, including for the purpose of documenting the proceedings and decisions made at the general meeting. This means that minutes are not deleted. Once the minutes of the general meeting have been finally approved and signed by the chairman of the meeting, proxy declarations, votes cast physically or digitally, and statements of Koda interests made by candidates who were not elected, will be deleted.