Privacy Policy

AIWCD Privacy Statement

The American International Women's Club of Düsseldorf e.V. (hereafter, AIWCD) owns and operates this website. We place a high priority on protecting your privacy and AIWCD will use its best endeavors to safeguard the privacy of those who use this website. We want you to feel secure when visiting our site and are committed to maintaining your privacy when doing so. The AIWCD collects only the bare minimum we need in order to support our activities.

This Privacy Policy will explain how AIWCD collects, uses and stores your personal information (data). Personal information means any information that identifies or could identify you. AIWCD is committed to complying with the standards of the EU General Data Protection Regulation 2016/679 (GDPR). For this purpose AIWCD is considered a "data controller" and is responsible for, and controls the processing of, your personal information.

WHAT INFORMATION + DATA DO WE COLLECT? HOW DO WE COLLECT IT?

Information and data is gathered in two ways: (1) indirectly (for example, through our website´s technology); and (2) directly, for example, when you provide information on various pages of this website such as registering for membership or an activity or event.

INDIRECT COLLECTION

We collect indirectly through our Internet access logs. When you access this website, your Internet address is automatically collected and is placed in our Internet access logs. A cookie is a small text file containing information that a website transfers to your computer’s hard disk for record-keeping purposes and allows us to analyze our site traffic patterns.

MORE ABOUT COOKIES
DIRECT COLLECTION

You directly provide the AIWCD with most of the data we collect when you consent to voluntarily submit it to us, for example, when you apply for membership. We will ask for your name, address, and contact details. We will ask for additional (optional) information like your birthday (day and month only), and your citizenship or nationality or your “homeland”. We will ask about your interests in relation to our social event offering and volunteering within the AIWCD. Occasionally, we may ask you to complete a survey or provide feedback via email, but this will always be optional and consent will be assumed if you participate.

PHOTOGRAPHS

Although photographs are not considered to be sensitive personal data covered by the GDPR, we do believe in transparency. Photographs and videos taken at AIWCD events may be printed in The Radschläger magazine or posted onto the AIWCD website. These media are taken by both the official Club photographer and people attending such events. Your name, address, phone or other personally identifiable DATA will not be included without consent. If you prefer not to have your likeness used for Club publications, please inform those people taking pictures at the event and do not take part in group photos.

HOW DO WE USE PERSONAL INFORMATION?

We use the personal information which we collect to provide our services to you. AIWCD does not sell information about you to any third party.

AIWCD EVENT REGISTRATION + MEMBER-TO-MEMBER ACTIVITY EVENT REGISTRATION

Information collected on an AIWCD event registration is shared with the event organizer(s) and possibly the event venue. Each AIWCD event will list specifically what information and with whom the information is shared, within the body of the event description. Information collected on a member to member activity event registration or member to member activity sign-up sheet is shared with the member(s) who is/are leading the activity. Once you consent to signing up or registering for a member to member activity event, you are entering into a personal, person to person exchange, with the member activity leader. The AIWCD accepts no responsibility for information shared during person to person, personal exchanges. Each member to member activity event will list specifically the name of the activity, the name(s) of the activity leaders, and/or a method to contact the activity leader (address, phone, or email).

AIWCD RADSCHLÄGER PUBLICATION

Your name and address will be shared with our magazine publisher, for the mailing of the AIWCD club magazine, the Radschläger. The Radschläger is a public publication, which is shared with AIWCD members, charities that the AIWCD supports, AIWCD advertisers, potential AIWCD advertisers, and the general public when used by an advertiser. The Radschläger team may use the club magazine issues they’ve worked on in their professional portfolios, in hard copy and/or electronic. If a member does not wish to have their information shared with the magazine publisher, they must update their member profile, requesting that they not receive the Radschläger in print form. To make the Radschläger relevant to our members, your name and birthday (excluding year) or your membership tenure may be printed in the Radschläger. Pictures taken at AIWCD events may be printed in the Radschläger or posted onto the AIWCD website.

INTERNAL COMMUNICATION

Email is AIWCD’s primary form of communication. There are several types of email communication where we may use your personal data:

    • WORKFLOW EMAILS: We will use your personal data to deliver our automatically generated “Workflow” emails that are essential for the club to function, such as membership renewal notices, event registration confirmations, etc.
    • EMAIL NOTIFICATIONS (ADMINISTRATIVE EMAIL BLASTS): We will use your personal data to notify you via email of important club business, website notifications, manual invoices, and the distribution of our “All Club Email (ACE)” newsletter. You are provided the opportunity to Opt-In or Opt-out to receive email notifications from AIWCD. However, should you Opt-Out of receiving Administrative Email Blasts, you may miss out on receiving some emails or you may incur shipping and handling costs for any information that the AIWCD is required to mail to you.
    • EVENT NOTIFICATIONS: We will use your personal data, according to your event notification specifications, to notify you via email of upcoming club events and/or member to member activity events. We may also, from time to time, use the details that you provide to send you information (by email) about AIWCD and products and services offered by us that we believe would be of interest to you.
FINANCIAL INFORMATION

Your financial information may be used to complete event expense reimbursements. This information is collected on the AIWCD Expense Reimbursement form; it is kept by the club treasurer and not shared with anyone. Financial information such as this is kept for the number of years required by German law and then destroyed. We may request your financial information to complete a reimbursement of funds to you. Should this type of reimbursement be required, your financial information will be destroyed and/or deleted by the club treasurer, once the transaction is complete and the transfer is deemed successful.

WHERE DOES THE INFORMATION GO AND HOW LONG IS YOUR DATA KEPT?

AIWCD does not sell information about you to any third party. However, Members are listed in our Member database and your details are therefore made available to other Members. You may restrict the viewing of your personal information, by other members, by modifying your membership profile. Members are prohibited, by club rules, from using any of the information contained within the AIWCD membership directory for private business or personal gain.

AIWCD will retain the personal data collected for the duration of your membership. Upon termination of membership or non-renewal of membership, your membership data shall be removed from our electronic records within a few days of your end of membership. Please note that any physical (ie, paper) directories, photos or articles you may have been referenced in will remain in our archives.

LEGAL DISCLOSURE

We may disclose your information if required to do so by law, for example to comply with applicable laws, regulations, and codes of practice, or in response to a valid request from a competent authority. We will notify members if such an occasion were to arise.

HOW TO ACCESS YOUR INFORMATION

You are entitled to know what information we hold about you, to have access to that information when requested, to correct it if it is inaccurate, and you may ask for us to delete your information (however, in doing so, you will effectively terminate your membership as we will have no way of contacting you). Members have access to their membership profile to change and update personal information, privacy settings, and email subscriptions. You may also contact the American International Women's Club of Düsseldorf e.V.

If you are having difficulty updating your information. You are entitled to receive an electronic version of all the information that we have about you. You can get this information by contacting the AIWCD Webmaster. You have the right to erasure. If you would like to submit a request to have your information deleted from the AIWCD database, please contact our Webmaster.

STEPS WE TAKE TO ENSURE DATA SECURITY

We take appropriate steps to maintain the security of your data. We use the cloud based software from Wild Apricot for our website. To ensure security and privacy of your data, Wild Apricot provides traffic encryption (https) capability. Traffic encryption ensures that data entered into the online forms (e.g. membership application, event registration) as well as data transferred from Wild Apricot servers back to visitors is protected from snooping, for example if you access the internet over an unsecured WiFi connection. Nevertheless, you should understand that the open nature of the internet is such that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data is intended. In the event that AIWCD is notified of a personal data breach, we will notify you within 72 hours of the identified incident.

WILD APRICOT'S DATA PRIVACY POLICY

MODIFICATIONS TO THIS PRIVACY POLICY

This privacy policy is subject to change. This version was last updated October 2020. We may amend this privacy policy from time to time, and if significant changes to this policy are made, active members will receive an ACE explaining the changes. Your continued use of our website after the date that such notices are posted will be deemed to be your agreement to the changed terms.

ADDITIONAL PRIVACY ASPECTS FOR OUR ADVERTISERS + CHARITIES

When you apply to become an advertiser of The American International Women's Club of Düsseldorf e. V., or are a Charity supported by AIWCD, we may collect information which is necessary to provide our services to you, on a paper contract. We then transfer that information from the signed contract into the AIWCD website database. We will ask for your organization's name, address, and contact details for our database. We may also collect other information from you if you complete other forms within the website, register for club events, register for member to member activity events, or contact us directly or through other Members. We may also be required to collect information from you to complete financial transactions.

Advertisers/charities who do not wish to have their information shared with the publisher should contact the AIWCD Advertising Manager to have their name removed from the mailing list.

This statement became effective in December 2020. If you have any questions with regards to this Privacy Policy Statement of the American International Women's Club of Düsseldorf e.V., please contact our Data Protection Officer.




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