What this privacy statement covers
The International Women’s Club Eindhoven respects your privacy and processes personal data as a data controller in accordance with the EU’s General Data Protection Regulation (GDPR). In this notice, references to ‘we’ or ‘us’ means the International Women’s Club Eindhoven (IWCE). This statement explains how we collect and use the personal information about you.
Who we are
Our association’s name is the International Women’s Club Eindhoven (IWCE). We are registered with the Dutch Chamber of Commerce (KvK) in Eindhoven under number 17166933.
IWCE is a social club for international women living in the Eindhoven area. Through our daytime and evening activities, IWCE promotes networking and friendship between English speaking women from many different countries.
IWCE operates the website www.iwce.nl (the “Website”).
What data we collect
If you become a member of IWCE, you will give us information, personal data. The personal data that we process may include:
- Basic information such as your first name, surname, nationality;
- Contact details such as your postal address, email address, phone number, nationality;
- Possibly your date of birth and interests;
- For determining membership eligibility of Dutch nationals, where you resided while living abroad for 3 years or more.;
- Possibly a personal photo for our annual handbook;
- Through online bank transfers for payment of membership and other fees, personal bank account details and numbers;
- Any other personal data relating to you which you may provide us or that we may obtain in relation to the purposes and based on grounds set out below.
- Possibly photographs and/or videos related to IWCE events, meetings and special interest group activities.
How do we collect data and how do we use this data
We collect this personal data because you provided this data to us.
We use this data in order to collate and maintain membership lists, to collect membership fees, to provide you as a member with regular updates via email and newsletters keeping you informed of our activities and for the general purpose of administering the club and your involvement in club activities as well as through our annual handbook .
If you fill in our Membership Registration Form online or on paper, your personal data will be stored by the IWCE for the purpose of processing the membership registration, to maintain membership records and in the case of further questions. We do not pass on this data to third parties outside the IWCE without your express written consent.
Your data input gets sent to the email of our Membership Coordinator to review for membership purposes.
Photographs and/or videos may be taken at IWCE-related events, including member meetings, special events and special interest group activities. This material may be displayed or used in IWCE publications and communications (whether digital or print), such as the IWCE newsletter, website, Facebook page, in the Handbook, or during meetings, among others.
Other resource to collect data is our website. Normally, the use of the International Women’s Club Eindhoven website is possible without giving personal data but, if personal data is collected on these pages, this is always done on a voluntary basis as far as possible. This data will not be passed on to third parties without your express written consent. The website is only accessible for editing by the Board member acting as the Webmaster.
We would like to point out that data transmission on the internet (for example), when communicating via email can have security gaps. Complete data protection by third parties cannot is not possible and can therefore not be guaranteed.
If you send enquiries via the IWCE website contact form, the information you have entered on the form including the contact details will be stored by the International Women’s Club Eindhoven for the purpose of processing the enquiry and in the case of further questions. The email has the information that you included on the form and gets sent and is stored in the IWCE email. We do not pass on this data without your express written consent.
The website partly uses so-called cookies. Cookies do not damage your computer, nor do they contain viruses. Cookies serve to make the International Women’s Club Eindhoven website more user-friendly, effective and safe. Cookies are small text files which are stored on your computer and which your browser saves. Most of the cookies are automatically deleted after your visit. Other cookies remain on your device until you delete them. These cookies allow the International Women’s Club Eindhoven to recognize your browser on your next visit. Our website is hosted and maintained by ONE.com
How we store and protect personal data
The IWCE takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. These measures include security software, such as a virus scanner and firewall and the SSL certification of the website. You can see this at the address bar ‘https’ and the padlock in the address bar.
Dropbox Plus is our cloud storage: they meet the requirements of the GDPR. The Dropbox Plus account is only accessible for Board members who are given access by the Administrator. These Board members use up-to-date computer software: browsers, virus scanners and operating systems and use secure passwords to activate their computer.
The Board Treasurer processes financial information about the members in order to charge membership fees and to control these and other payments. This is also done on a computer with up-to-date software and secure passwords.
What are your data protection rights
We would like to make sure you are fully aware of all of your data protection rights. Every IWCE member is entitled to the following:
- The right of access: you have the right to request IWCE for a report regarding what personal data we have collected.
- The right to rectification: you have the right to request IWCE to correct any information you believe is inaccurate. You also have the right to request IWCE to complete information you believe is incomplete.
- The right to delete: you have the right to request to IWCE to erase your personal data, under certain conditions*.
- The right to object to processing: you have the right to object to IWCE to process your personal data, under certain conditions*.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: email@example.com.
Members’ commitment regarding personal data of other members
We would like to advise you not to share our annual handbook (or any other personal data of members) with anyone who is not a current member. You can return the old handbooks to be recycled when you receive the new one and, in this way contribute to the environment or at list commit to discard old handbooks carefully.
We would also like to remind you that it is forbidden without prior consent for any member to use the contact information of other members for private business purposes or for sending unsolicited information, or to share any personal data of another member with anyone who is not a current member.
Changes to this notice and the way we treat personal information
We may update the terms of this Privacy Statement at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our Website.
How to contact us
If you have any questions about IWCE Privacy Statement, the data we hold on you, or you would like to exercise one of your data protection rights, please don’t hesitate to contact us.
Email us at: firstname.lastname@example.org.
*Special Conditions: It is important to note that the IWCE must maintain certain personal data during the time that a person is applying for membership or is a member of the IWCE. It is therefore necessary that a member must detail what personal data is to be erased or stopped from processing, and that it is understood that a request may mean that membership can no longer continue. All data related requests will be evaluated by the IWCE Board.
To delete data:
IWCE will erase your data within 60 days after your withdrawal notification. It is understood that data and images will be erased for subsequent club activities.
In other specific cases, the possibility of eliminating information or images that are already printed or published should be evaluated by the Board and announced to the interested party.
To object to processing data:
- Each IWCE member of the club has the right to request that their information not be processed when the IWCE uses it without proper authorization.
- In cases where previous authorization has been given but the applicant would like to amend their initial authorization, the IWCE Board will analyze the possibility that the information may be excluded, as long as the request has been submitted on time.