Rules of procedure

Objectives, etc. of the Council

• Clause 1. The objective of the Data Ethics Council is to establish a forum which is capable of creating debate on data ethics and which may continuously support responsible and sustainable data use in the business sector and the public sector.
• Clause 1, subclause 2 The Data Ethics Council will fulfil the object described in subclause 1 through advice, recommendations, reports and statements on general and fundamental data ethical issues and other debate-stimulating activity.
• Clause 1, subclause 3 To fulfil its objective, the Data Ethics Council must co-operate with relevant councils, etc. to boost the debate on ethics and avoid double work.

Organisation of the Council

• Clause 2. The Data Ethics Council is an independent, public administrative authority. The members’ work for the Data Ethics Council must comply with public law rules. Questions regarding public law rules may be addressed to the secretariat employee from the department of the Ministry of Justice.
• Clause 3. The chairman of the Data Ethics Council will preside over the meetings of the Council.
• Clause 3, subclause 2 If the chairman is prevented from participating in a meeting, the chairman will appoint one of the members of the Council to preside over the relevant meeting.
• Clause 4. The Data Ethics Council will jointly decide, possibly after a vote, the subjects which the Council wants to discuss at its own initiative. Decisions are made by simple majority. 
• Clause 4, subclause 2 After consultation with the other members of the Council, the Chairman decides which advisory tasks and other enquiries on sparring, etc. that the Council will take on. Consultation with the other Council members will take place in writing; see the procedure in clause 12.
• Clause 5. Members of the Data Ethics Council may establish internal task forces and advisory groups, which will work with one or several subjects prior to or after plenary discussions in the Council. The establishment of task forces and advisory groups is approved by the Council members.
• Clause 5, subclause 2 A task force will consist solely of members of the Data Ethics Council. In addition to the members of the Data Ethics Council, an advisory group may also consist of external persons, such as experts or other stakeholders, who may contribute knowledge and insight.  
• Clause 5, subclause 3 The Chairman of the Data Ethics Council will appoint a chairman of the task force or advisory group.
• Clause 5, subclause 4 The secretariat will prepare ad hoc draft terms of reference for the subject with which the task force or advisory group will work. The ad hoc terms of reference are approved by the Council. The terms of reference may be approved in accordance with the procedure in clause 12.
• Clause 6. Recommendations, reports, discussions, etc. by the Data Ethics Council are signed by all Council members in accordance with the provisions in the communication policy.
• Clause 6, subclause 2 A recommendation, report etc. must reflect the views of both the majority and the minority.
• Clause 7. As a guiding principle, the authority of the Data Ethics Council to conclude agreements on legal obligations is delegated to the Chairman of the Data Ethics Council. Upon decision by the Chairman, special agreements etc. may be presented to the Council members in writing; see the
  procedure in clause 12.
• Clause 7, subclause 2 The Data Ethics Council will make decisions on the right of access to documents included in the Council's work. As a guiding principle, the authority of the Data Ethics Council to make decisions on right of access to documents or insight is delegated to the Chairman of the Data Ethics Council. The secretariat will prepare a draft decision. Special legal issues relating to the decisions may, upon decision by the Chairman, be presented to the Council members in writing, see the procedure in clause 12.
• Clause 7, subclause 3 The authority to respond to other external enquiries that are not in the nature of an administrative law decision is delegated to the Chairman. The secretariat will prepare a draft response. The Chairman may decide that the secretariat can respond to certain enquiries without prior approval by the Chairman.
• Clause 7, subclause 4 At the first meeting in each quarter, the secretariat will inform the members of the Data Ethics Council of the decisions and responses from the most recent quarter.
• Council activities
• Clause 8. The Data Ethics Council will hold ordinary meetings approx. 4-5 times every year. The Council will not hold meetings in July. The meeting dates are fixed by the Chairman at the beginning of the year. As a general rule, the meetings are held at the Danish Business Authority.
• Clause 8, subclause 2 After the ordinary meetings, the secretariat will prepare a draft record of decisions, which must be approved by the Chairman.
• Clause 9. The ordinary meetings of the Data Ethics Council are not public. Discussions at Council meetings are confidential.
• Clause 9, subclause 2 Appointment as a member of the Data Ethics Council is personal and it is not possible to attend by proxy or substitute. 
• Clause 9, subclause 3 The Council may decide that external parties may participate in (parts of) the ordinary meetings to share knowledge about a certain subject, professional input, etc.
• Clause 10. Cancellation of attendance at an ordinary meeting must be addressed to the secretariat using the function mailbox post@dataetiskraad.dk. Cancellation must be received three weekdays before the ordinary meeting, if possible.
• Clause 10, subclause 2 A letter calling the meeting, together with meeting material, will be sent out seven calendar days before the meeting.
• Clause 10, subclause 3 Subjects and other points to be discussed at a meeting must be sent to the secretariat 14 calendar days before the meeting.
• Clause 11. The meeting material is divided into three categories:Primary meeting material: All members should read the material, which must not be shared with external parties. 
• Secondary meeting material: Will only be sent out for information but the material may not be shared with external parties
• Background material: Publicly available material can be read with a view to further information and may be shared with external parties.
• Clause 12. The Data Ethics Council may discuss subjects, etc. in writing, instead of at an ordinary meeting to the extent it follows from these rules of procedure or is decided by the Chairman.
• Clause 12, subclause 2 In connection with written consideration of subjects or written approval of recommendations etc., the secretariat forwards the main document with a recommendation and the background material to the members of the Data Ethics Council. The members of the Data Ethics Council must respond within the specific deadline. If agreement cannot be reached on the contents of a recommendation, report etc. the procedure in clause 6, subclause 2, is followed.
• Clause 12, subclause 3 In connection with written consideration of administrative law decisions, the secretariat forwards a draft decision. In case of equality of votes for a written consideration of a decision, the Chairman shall make the final decision. 
• Clause 13. At the beginning of the year and after consultation with other members, the Chairman adopts an annual schedule for the Data Ethics Council with indication of the ordinary meetings and other activities etc. of the Council. The secretariat will prepare a draft for this.
• Clause 13, subclause 2 The Chairman may decide to continuously add activities, etc. to the annual schedule. The Chairman can add activities etc. to the annual schedule after recommendation from a member.
• Clause 13, subclause 3 After discussion with the Council members, the Chairman decides which subjects the Council will bring up, discuss and possibly prepare recommendations for or initiate information activities about.
• Clause 13, subclause 4 A member who is invited to events on data ethics will inform the secretariat. The secretariat will assist the member in connection with participation in the event.

The members

• Clause 14. New members of the Data Ethics Council will be invited to a welcome meeting with the secretariat and the Chairman.
• Clause 15. All members who receive an enquiry which must be assumed to be addressed to the Data Ethics Council must, as soon as possible, forward the enquiry to the secretariat’s main mailbox with a view to registration.
• Clause 16. Members of the Data Ethics Council may receive a refund of expenses for transport to the ordinary meetings of the Council according to the current rules for refund of transport in the government travel rules. A member who wants a refund of transport expenses must save receipts etc. and send them to the secretariat.
• Clause 16, subclause 2 Expenses incurred for transport, conferences, overnight accommodation, etc., for members participating in events on behalf of the Data Ethics Council may, upon approval by the secretariat, be refunded according to the rules applicable at any time for travel in government service.
• Clause 17. Ordinary members of the Data Ethics Council do not receive any fee for membership of the Council.

The Council's administrative procedures and products

• Clause 18. Ingoing and outgoing mail to the Data Ethics Council's mailbox is recorded in the Ministry of Justice under a special group number for the Data Ethics Council.
• Clause 19. The secretariat will prepare an independent document regarding compliance by the Data Ethics Council with the provisions of the data protection legislation.
• Clause 20. The Data Ethics Council's electronic cases in the Ministry of Justice's case administration system are transferred to archives at the same time as the Ministry of Justice's cases in accordance with the archive rules in force at any time.
• Clause 20, subclause 2 If the Data Ethics Council is abolished, cases and documents may be transferred to archives by agreement with the keeper of the public records.
• Clause 20, subclause 3 Cases and documents that are not to be transferred to archives must be deleted.
• Council secretariat
• Clause 21. The main task of the secretariat is to assist the Data Ethics Council. The secretariat must assist in connection with tasks associated with the holding of Council meetings and tasks related to the continuous service of the Council, including major analysis tasks, etc. 
• Clause 22. The secretariat carries out other tasks which are delegated in the rules of procedure or by ad hoc decision from the Council.
• Clause 23. The secretariat is tasked with maintaining the website of the Data Ethics Council.

Communication policy

• Clause 24. The secretariat prepares a communication policy to be approved by the Council. All members of the Data Ethics Council must comply with the applicable communication policy.
• Clause 24, subclause 2 The communication policy may be changed by the Council at the request of a member.
• Clause 25. The annual report to the government on the Council's recommendations and activities must be sent to the government after the Council's second ordinary meeting.
• Clause 25, subclause 2 The secretariat will prepare a draft report in co-operation with the Chairman. The Data Ethics Council approves the annual report at the second ordinary meeting.
• Clause 26. The Chairman speaks on behalf of the Data Ethics Council regarding recommendations, etc., to the public, the press and media. 
• Clause 26, subclause 2 By agreement with a member of the Data Ethics Council, the Chairman may allow the relevant member to speak on behalf of the Council regarding recommendations, etc.
• Clause 26, subclause 3 A member of the Data Ethics Council may, on behalf of the Council, hold presentations about the Data Ethics Council and its terms of reference, tasks and the Council's previous work after notification of the secretariat.

Interpretation of the terms of reference

• Clause 27. In case of doubt as to the interpretation of the terms of reference, the matter is decided by the Chairman upon recommendation from the Ministry of Justice, the Danish Business Authority and the Agency for Digitisation.

Budget/finances

• Clause 28. The secretariat prepares a draft annual budget to be approved by the Chairman.
• Clause 28, subclause 2 The Council members may receive a copy of the budget by contacting the secretariat.

Self-assessment

• Clause 29. The Data Ethics Council assesses the Council’s work and secretariat service once annually. The assessment is made at the end of December.
• Change of rules of procedure
• Clause 30. Changes to the rules of procedure must be approved by a majority of the Council members, including the Chairman.

Entry into force

• Clause 31. The rules of procedure entered into force upon approval by the Data Ethics Council at a meeting on 30 October 2019.