Updated May 23, 2018
The Heidelberg International Women’s Club e.V. (HIWC) takes your privacy seriously. Because you provide us personal information as a member of our organization, we are a “controller” of personal information as defined by the EU General Data Protection Regulation (“GDPR”).
In compliance with the GDPR, this privacy notice describes what personal data we collect as part of your membership; how, why, for how long we will use it, and how we keep it secure.
When you sign up as a member of the HIWC, we ask you to provide or confirm the following personal information:Contact details: Name, address, email address and phone number
When you register for a public event that is organized and hosted by the HIWC, or when you are added as a guest by an HIWC Member, we ask you to provide or confirm the following information:Contact details: name, address, email address and phone number
Event information: details that are relevant and necessary to the organization of the event
We process our members’ personal information in pursuit of our legitimate interests:
You always have the right to:
How can you accomplish these things?
On the website: You can view and modify the personal data we hold about you at any time via your website login. Log in to the website at https://heidelbergiwc.org (click on the blue icon in the top right corner), then click on the blue icon again, then click on “View profile”. This displays all the data we hold about you in our membership database. You may click “Edit profile” and change any information at any time. Additionally, under the link “Privacy” you may choose to show or hide any of your information to your fellow members.
Via email: You can contact the President at firstname.lastname@example.org to request your information be sent to you or to update your data.
Offline: You can contact any Executive Board member (President, Vice President, or Treasurer) to request your information to be sent to you.
The HIWC retains your data for the duration of your membership. You have the right to request deletion of data at any time; however, please note that the HIWC may not be able to continue your membership benefits or allow event registration without it. To request deletion of your data, send a written request by email to the President (email@example.com). To request deletion by post, send a written request to the club address listed at the bottom of this policy.
At the completion of your membership through cancellation or non-renewal, we will ask if we may keep some of your personal data for historical reasons (we sometimes try to contact former members for anniversaries, galas, historical information regarding their experiences with the club). If you do not consent, we will review and delete your personal data within 30 days after you have cancelled/not renewed. If you would like to re-join as a member, you’ll need to fill out the registration form again.
We may also keep anonymized demographic data for historical reporting purposes. This demographic data will not contain any individually identifiable personal information.
The HIWC communicates with its members via email in several ways as part of its mission:
Guests or event attendees will receive relevant system emails, event emails, and marketing emails.
Each member or contact always has the right to control whether they receive these emails through:
On the website: after logging into the website, under “View profile” you can click the link “Email subscriptions” to manage your subscriptions to event and Club emails. Please note that if you turn these off you may miss important information about the HIWC, your membership status, or upcoming events.
An additional option for the member newsletter only: every email newsletter includes an “unsubscribe” link at the bottom. You can always click that link to unsubscribe from the member newsletter.
Via email: A request to be removed from any or all newsletters may also be made in writing by sending an email to firstname.lastname@example.org.
Offline: A written request via post may be made to the club address listed at the bottom of this policy.
Note: the HIWC may contact members individually at any time regarding membership issues. This is required to maintain the membership.
Your data is stored by the HIWC in a password-protected database on our web server hosted by Wild Apricot. You can learn more about Wild Apricot’s Security, Data and Privacy Protection and their GDPR compliance status. When filling out the membership application form, or updating your membership data online, your personal data is sent directly via encrypted HTTPS connection to our password-protected database.
The HIWC never shares or sells your personal information to any third party for any purpose not directly related to our club’s mission.
However, the HIWC does use third party suppliers to provide some services necessary to serve our membership. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
These third parties currently provide services for the HIWC and we have documented that they are GDPR compliant:
Heidelberg International Women’s Club