Privacy statement regarding pre-registration form for people fleeing the war in Ukraine.
The Minister of Justice has decided to activate Article 44 of the Foreign Nationals Act No. 80/2016, considering the mass flight following the Russian invasion of Ukraine.
In light of this decision the Directorate of Immigration, Dalvegi 18, Kópavogi, Iceland, the National Commissioner of the Icelandic Police, Skúlagata 21, Reykjavík, Iceland, and the Directorate of Health, Katrínartúni 2, 105 Reykjavík, Iceland has jointly as data controllers come to agreement on the use of pre-registration form to speed up the process of registration for your application.
In this privacy statement you will get information about how we collect and use your data regarding pre-registration.
Please be informed that this privacy statement only covers processing of personal information in relation to the pre-registration form. You will get more information from relevant government entities in Iceland when you arrive.
Personal data will be used by the Directorate of Health, the Directorate of Immigration and the National Commissioner of the Icelandic police
All data will be processed in accordance with the EU´s general Data Protection Regulation 2016/679, GDPR, which has been transposed into Icelandic law, Act No. 90/2018.
The roles of the parties
Applications are submitted to the police in Iceland. The police will get basic information from the pre-registration form, and your interview will be with the police who will be asking about your travel route to Iceland and identification documents. The National Commissioner of the Icelandic Police is the data controller for your register in the police system.
The Directorate of Immigration is the data controller for further processing and the decision. Based on the interview with the police The Directorate of Immigration is responsible for granting residence permit.
The Directorate of Health is the data controller for your medical examination when you arrive and further health service if needed.
Description of processing of personal information
Passengers must fill out pre-registration form before or when they arrive to Iceland. The pre-registration form includes the following:
Personal data:
- Name
- Date of birth
- Gender
- Marital status
- Expected arrival date
- If you have secure housing and location
- Country of last permanent residence
- Nationality
- Email address
- Mobile phone number
- Document type and number
Health data
- Questions about the need for medical health and treatment
- Questions regarding communicable diseases
- Questions regarding vaccinations
The Directorate of Health is the data controller of processing personal and sensitive data in the relation of the pre-registration form for the purpose to register you for your medical examination when you arrive in Iceland and further health service. Information about health data do not adversely affect your application.
Information in the registration form is used for reasons of public health and public interest and thus it may be necessary to pass on information to a third party according to the Act on Health Security and Communicable Diseases, no. 19/1997. Health information provided will be available for health care providers performing medical assessment in accordance with article 25 of the foreign nationals Act no. 80/2016, as well as to prioritize applicants with acute need for medical attention or prescription of medicines.
Information not related to health such as name, date of birth, nationality, passport number, phone number and/or email address will be made available to the police and the Directorate of Immigration in accordance with the foreign national’s act, to facilitate rapid processing of request for aid or asylum.
After the police have received your personal data from pre-registration form, you will get interviewed by the police, asking about your travel route to Iceland and identification documents. Based on the interview with the police The Directorate of Immigration is responsible for granting a residence permit.
At your arrival your will have access to further services and therefore it might be required to provide necessary information about you to a third party e.g., find you secure housing, help you get a system ID or register children to school. You will get more information from relevant government entities in Iceland when you arrive.
All information will be deleted in the pre-registration database, health data after your medical examination and other non-sensitive data when your application is processed. Each data controller will hold relevant data about your application and service in their systems.
What is our legal basis for processing your data?
The processing of personal data is based on the authorities role by the Foreign Nationals Act No. 80/2016 and Health Security and Communicable Diseases Act, No 19/1997.
Security of personal data
Personal information is processed in a secure manner.
Personal information is stored in encrypted form and its transmission takes place through encrypted and protected communication channels. Databases are protected by firewalls and other appropriate security measures. Access to and use of the database is only permitted for employees who have special access rights, and all views are recorded and traceable.
Your rights regarding your personal data
We are committed to respecting the data subjectsʼ rights. You have the right to access all data we may process regarding you. You also have the right to ask us to correct your personal information. You also have the right to demand amendment or deletion of personal information we have about you as well as the right to data portability restriction of processing of your personal data, to object to the processing and to file a complaint with the Icelandic Data Protection Authority, Persónuvernd.
If you intend to exercise your rights or if you need any further information, please contact the Directorate of Health: personuvernd@landlaeknir.is.
You can contact each data controller about your data subject rights and information about your rights in general privacy statement of each data controller:
General privacy statement of the Directorate of Immigration
General privacy statement of the Police in Iceland
General privacy statement of The Directorate of Health
Go back to registration form