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AWC Berlin Privacy Policy
Updated June 11, 2018

The American Women’s Club of Berlin e.V. 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 as a member of the AWC Berlin, we ask you to provide the following personal information:

  • Contact details:
    -Last name
    -First name
    -Email
    -Phone
    -Street Address
    -City
    -Postcode
    -Phone Number #2
    -Photograph
  • Background details:
    -When did you move to Berlin?
    -Projected length of stay in Berlin?
    -In which Berlin neighborhood do you live?
    -Profession (Current and/or Former)
    -Age Range
    -Birthday (e.g., August 15)
    -Do you have a valid US passport?
    -If no, from which country is your passport?
    -If you do not hold a US Passport, do you have a family member(s) who holds a US Passport?
    -Do you have children under the age of 18?
    -If yes, what are their ages and what school(s) do they attend?
    -In general, I prefer activities:
    -How did you hear about the AWC?
    -If you chose Friend/Colleague or Other Organization, please list their name.
    -Photo Release-Volunteer Position
    -Membership Level
    -Date Joined
    -Membership Renewal Date

When you register for a public event that is organized and hosted by the AWC Berlin, or when you are added as a guest by an AWC Berlin 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

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 allow other members to learn more about you
  • To communicate with you about your membership account and notify you of any changes to our services
  • To provide you with news and updates about the activities of the organization, opportunities to get involved, training, meetings or other events
  • 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
  • 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

On the website: You can view and modify the personal data we hold about you at any time via your website login. Instructions:

–           Log in to the website at http://www.awcberlin.org
–           Click on “Members Login”.
–           Click the blue “Login” button on the lower left
–           Click your name under the red “Members Only Area” in the upper right corner
–           Select “View Profile”
–           Select “Edit Profile” and change any information at any time.
–           Click “Save” when you are finished with your changes

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 Membership Chair at membership@awcberlin.org to update your data or request your information be sent to you.

Offline: Send a written request by email to membership@awcberlin.org or webmanager@awcberlin.org. To request by post, send a written request to the club address listed at the bottom of this policy.

Deleting Your Data

The AWC Berlin 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 AWC Berlin 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 membership@awcberlin.org or webmanager@awcberlin.org. 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 archive your membership profile and 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). You have the right to review this data and request in writing to delete your personal data at any time.  If you would like to re-join as a member after deleting your information, you’ll need to fill out the registration form again.

We may also keep anonymized demographic data for historical reporting purposes such as year-end reports on membership. This demographic data will not contain any individually identifiable personal information.

When does the AWCB contact you, and how can you manage your communication preferences?

The AWC Berlin communicates with its members via email in several ways as part of its mission:

  • A weekly member email
  • Occasional system emails (membership renewal reminders, to reset a password, etc.)
  • Occasional event emails (invites, confirmations, announcements, reminders, etc.)
  • A monthly newsletter

Guests or event attendees will receive relevant system and event-related emails.

Each member or contact always has the right to control whether they receive these emails through:

  • On the website: AWCBerlin.org
  • Under “Members Login” you can click “Edit Profile,”
  • then “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 AWC Berlin, 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 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 membership@awcberlin.org or webmanager@awcberlin.org

Offline: A written request via post may be made to the club address listed at the bottom of this policy.

Note: the AWC Berlin may contact members individually at any time regarding membership issues. This is required to maintain the membership.

How do we protect your personal information?

Internal Processes

Your personal data is accessible by members of the AWC Berlin Executive Board (President, Vice President, Secretary, and Treasurer) and certain Teams (Events and Membership).  In addition, other AWC Berlin Members can access your personal data that you have chosen to make public through the Member Directory. Those allowed access to this data must also accept this Privacy Policy and the strict GDPR-compliant guidelines about how the information may be accessed and used.

Your data is stored by the AWC Berlin in a password-protected database on our web server hosted by Wild Apricot. Wild Apricot’s hosting provider, Amazon Web Services (AWS), is world’s largest cloud provider, offering the most robust and reliable platform.

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.

External Service Providers

The AWC Berlin never shares or sells your personal information to any third party for any purpose.

However, the AWC Berlin 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 AWC Berlin and we have documented that they are GDPR compliant:

-GreenGeeks: hosts our website
-Wild Apricot: membership database, and emailing system
-Google Analytics: tracks anonymous website visits and interactions

Whom can you contact with questions, comments, or complaints?

American Women’s Club of Berlin e.V.
Kastanienallee 36A
14050 Berlin
Germany

President@awcberlin.org or Membership@awcberlin.org

 

Looking for more information?

The EU GDPR Information Portal