Guideline for request for Diplomatic Clearance

• A. General Clearance Requirements

  1. Foreign governments seeking diplomatic clearance for civilian registered state aircraft to transit or land within the airspace of Denmark, Greenland or Faroe Islands must obtain a Diplomatic Clearance Number (DCN) issued in advance by Naviair according to act no. 1149 13 October 2017 section 156 and “AIP DENMARK GEN 1.2 Entry, Transit and Departure of Aircraft, Section 7”.

  2. A DCN authorizes the aircraft to transit or land in the territory of Denmark, Greenland or Faroe Islands in accordance with the approved itinerary.

  3. To obtain a DCN, foreign governments must apply to Naviair through diplomatic channels (an embassy or equivalent) via the web-based Diplomatic Clearance Application System. Use the link at the top of this page to access the application form.

  4. Once Naviair verifies that all necessary data has been provided and that Naviair has made sure that relevant authorities has been consulted and accepted the application, a diplomatic clearance with a unique Diplomatic Clearance Number (DCN) will be granted and issued.

  5. Aircraft landing in Copenhagen Airport, Kastrup, can be exempted from the en route-fees. A separate form must be filled in and send by email to the Route Charges Office at Naviair. The form will, when relevant, be automatically forwarded to the applicant together with the issued permission.

  6. It is the requesting foreign government’s responsibility to meet all other applicable Danish requirements.

• B. Aircraft clearance lead time and validation

  1. Each foreign government (foreign embassy) must submit diplomatic clearance requests via the Diplomatic Clearance Application System no later than 10 days before the estimated time for entry of the territory of Denmark, Greenland or Faroe Islands. Saturdays, Sundays and Danish public holidays shall not be counted in this time limit.

  2. Complying with the 10 days advance notification procedure is critical to ensure necessary information is provided with adequate lead-time to the various Danish authorities overseeing aircraft going into and within Danish, Greenlandic or Faroe Islands airspace.

  3. Exceptions to the 10 days advance notification requirement may be granted for only a limited number of circumstances and only if the application is accompanied by an explanation why the request does not meet the 10 days advance timeline.

  4. For short-notice situations that qualify for an exception to standard procedure:

  - Submit a complete application via the Diplomatic Clearance Application System

  - In addition to the application send an email to diplomatic@naviair.dk to highlight and to justify the pending short-notice request.

  - If a short-notice change has to be made to an existing application then send the additional information via email to diplomatic@naviair.dk.

  5. In a very limited number of circumstances, Naviair will take action outside office hours. If action is needed outside office hours, please call telephone number +45 3248 1933 to alert Watch Supervisor of the request for support.

  6. Validity of Diplomatic Clearances: DCNs are valid for a period of +/- 72 hours from the expected time of entry/exit from the territory of Denmark, Greenland or Faroe Islands.

  7. Any arrival or departure beyond the timeframes established herein requires the foreign government (the foreign embassy) to immediately submit a new application and send an email to diplomatic@naviair.dk describing the changes.

  8. It is the responsibility of the foreign government (the foreign embassy) to coordinate and confirm with the appropriate airport points of contact all arrival and departure schedules and changes.

  9. The clearance is valid only according to the itinerary as approved by Naviair and specified in the application.

• C. Diplomatic clearance for military registered aircraft

  1. If exemption has not been granted by special arrangement, entry of the territory of Denmark, Greenland or the Faroe Islands by non-NATO military aircraft is subject to prior diplomatic clearance. Application (EU DIC form) for flights with military registered aircraft must be send through diplomatic channels to Defence Command Denmark. 
  
  MIL AIP Denmark:
  > Entry & Transit regulations for military aircraft

  Contact:  flight.clearance.dnk@mil.dk 

• D. Procedures regarding transportation of dangerous goods

  1. All transportation of dangerous goods must comply with ICAO-TI Technical Instructions for the safe Transport of Dangerous Goods by Air – latest edition, and Danish Executive Order No. 763 of 11 July 2008.

  2. Transport of weapons, explosives, war materiel and war ammunition, etc. with civil aircraft must comply with the rules of Danish Executive Order No. 527 of 23 June 1995. Clearance for weapons, explosives, war materiel and war ammunition, etc. is issued by The Danish Civil Aviation Authority. Applications must be sent directly to The Danish Civil Aviation Authority or by using the dedicated blocks in the application form below.

  3. Please note that transport of dangerous goods in Class 1.4S does not require a permission.

  4. Clearance for forbidden dangerous goods will be issued according to the Danish Executive Order No. 527 of 23 June 1995 . Applications must be sent directly to The Danish Civil Aviation Authority or by using the dedicated blocks in the application form. See example below.

  The form require data of the following categories

  • Quantity (Number of collies)
  • UN Number
  • Proper shipping name
  • Class or Div. Class
  • Net Weight
  • PI 
• E. Procedures to submit diplomatic clearance requests

  1. Please fill in the information asked for in the application form below.

  2. Naviair coordinates applications with the Danish Transport, Construction and Housing Authority and the Danish Ministry of Foreign Affairs before issuing a diplomatic clearance to an aircraft.

  3. Naviair will inform relevant authorities in Denmark, Greenland or Faroe Islands of permissions issued for state flights.

• Handling of personal data in applications for state flights (GDPR)

  The website is made available for the purpose of submitting information for processing applications for state flights in Danish, Greenlandic and Faroese airspace. Here in our privacy policy / disclaimer you can read how we handle the personal data we hold. By using this website, you accept - and the persons you provide the information on behalf of - the terms of this privacy policy / disclaimer. It is therefore your responsibility to ensure that these persons agree to these terms.

  1. About Naviair

  Naviair provides safe and efficient traffic management for aviation. Naviair also processes applications for state flight performed by civil aircraft. Naviair was established in 2010 as an independent public undertaking under Act No. 529 of 26 May 2010.

  2. Confidentiality

  The privacy policy covers all personal data that the applicant provides and Naviair collects for the purpose of processing applications for state flights.

  All information provided is treated as confidential information and is only available to the trusted staff of Naviair and the relevant authorities who are evaluating the application. Any exception to this can and will only be done with prior acceptance. If we receive a request for access to the case in which your personal data is included, we will usually disclose the information unless the information is regarded confidential.

  3. Legal basis for processing personal data

  The processing of your personal data is based on Article 6 (1) a and e of the Data Protection Regulation.

  4. Storage of (personal) information

  As part of the public administration, Naviair must comply with the general rules of administrative law and is therefore obliged to archive under the Public Law. This means that the information sent to Naviair is updated in our archives when a case is created.

  We keep your personal information in our records. The information is continuously transmitted to the National Archives according to the rules of the Archives Act and the provisions of the State Archives.

  Section 15 (1) of the Public Act. means that documents received or sent by a managing authority as part of administrative proceedings in connection with its activities must be journalized to the extent that the document is relevant to a case or the proceedings in general.

  5. Security

  At Naviair, we have high standards of security, including the protection of your personal information. Therefore, we have several internal procedures and policies that ensure that we live up to our high safety standards.

  6. Cookies

  This website do not use cookies.

  7. Rights

  If you have submitted an application for state flight to Naviair and this contains personal data, you have the right to gain access to the personal data we have collected about you, You also have the right to object to our collection and against the further processing of your personal information. You also have the right to have your personal information corrected if needed. In special cases, you have the right to have information deleted before the time of our regular general deletion.

  If the processing of your personal data is based on your consent, you have the right to revoke your consent at any time. Your withdrawal will not affect the legality of the treatment made prior to your withdrawal of your consent.

  If you would like to exercise your rights, please contact us.

  8. Do you want to change your information?

  You may write to Naviair's data protection adviser (dpo@naviair.dk) if you want information regarding the information we have collected about you or if you want to change or delete the personal information, or if you have questions about the guidelines in our Privacy Policy.

  If you have any questions about the case itself, please contact Naviair's legal department "Legal Affairs".

  9. Disclaimer

  Naviair is not responsible for any direct or indirect loss incurred as a result of accessing or using the content of this website.

  10. Complaints

  If you do not believe that our processing of your personal data is in accordance with applicable law, you can always complain to the Data Protection Authority. However, in the first instance, we encourage you to contact us so that we may have the opportunity to investigate the matter first.

  This privacy policy / disclaimer was last modified on May 11, 2020.