AWA 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.
What type of information is collected from you?
When you sign up to access AWA, we ask you to provide or confirm the following personal information:
- Contact details – Name, address, email address and phone number
- Your birthday and citizenship
- Optional personal information collected for association operational/group planning
- Profession and skills/talents you are willing to share
- Partner’s name and Children’s ages
Why do we collect this information?
We process our members’ personal information in pursuit of our legitimate interests:
- To verify that applicants fulfill membership requirements.
- To communicate with you about your membership account, notify you of relative interest groups within the association, and notify you of any changes to our services.
- To provide you with news and updates about the activity of the organization.
- To respond to and investigate your questions, comments, support needs, complaints, or concerns.
How do you access and update your personal information?
You always have the right to:
- Access the personal data that we hold about you.
- Restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information.
How can you accomplish these things?
Accessing or Updating Your Data
You must contact the Membership Coordinator at email@example.com to request your information be sent to you or to update your data.
Deleting Your Data
You have the right to request deletion of data at any time; however, be aware that AWA may not be able to continue your membership benefits without it.
We may also keep anonymized demographic data for historical reporting purposes. This demographic data will not contain any individually identifiable personal information.
When does AWA contact you, and how can you manage your communication preferences?
AWA enables members to sign up to receive newsletters.
Each member always has the right to control whether they receive these newsletters. If a member has previously signed up to receive a newsletter and no longer wishes to receive it, please contact firstname.lastname@example.org.
A request to be removed from any or all newsletters may also be made in writing by sending an email to email@example.com.
We use your phone number to add you to the AWA Notification WhatsApp group where the discussion feature is turned off. It is solely for communicating important association information about events in the hopes of reaching members who are not on Facebook or reaching members more quickly than Facebook.
How do we protect your personal information?
Your personal information is only accessible by certain members of the AWA Board (President, VP Membership, Hospitality) and by the web manager. Those allowed access to this data are given strict GDPR-compliant guidelines about how the information may be accessed and used.
Your data is stored by AWA in a password-protected database on our web server. When filling out the online application, or updating your membership data online, your personal data is sent directly via encrypted HTTPS connection to our password-protected database.
External Service Providers
AWA never shares or sells your personal information to any third party for any purpose not directly related to our organization’s mission.
However, AWA 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 AWA and we have documented that they are GDPR compliant:
- Survey Monkey
- Signup Genius
- Google (Analytics)
Whom can you contact with questions, comments, or complaints?
Please contact firstname.lastname@example.org with any questions, comments, or complaints. For issues related to the website, our web manager may also be contacted at email@example.com.
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