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