Privacy Policy

 

 

AWBS International Women’s Club Privacy Policy and GDPR Compliance

This privacy policy sets out how AWBS International Women’s Club (AWBS) uses and protects any personal data that you give when you become a member of AWBS.  The General Data Protection Regulation (GDPR) requires AWBS to obtain your consent to hold and process all personal data.  It also provides for your right to withdraw your consent at any time.

AWBS is committed to ensuring that your privacy is protected. In order to be an active member of AWBS with full access to the website and the activities we offer, we ask you to provide certain information by which you can be identified. You can be assured that it will only be used in accordance with this privacy policy.

AWBS may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

What we collect

We collect contact details and other personal data.  All the information is held within your personal profile to which you have full access.  There is no hidden information about you held in the membership database.  We also retain details of purchases made through the website.  You are able to see this information by looking in your personal profile.  We do not store credit or debit card details.

What we do with the information we gather

We require personal data to run AWBS effectively for the benefit of our members, in particular, but not limited to, the following:

  • For our members to access the Membership Directory.
  • To send out emails to our members, such as the Newsletter or notices regarding club business.
  • To send invitations to coffee mornings or other one-off events.
  • From time to time, we may also use your information to contact you, for example, in relation to your preferences for volunteering or professional skills.
  • For Board members to run reports from the data stored in the database.
  • For Activity Leaders to run reports listing all paid-up members in order to prevent non-members from signing up to an activity.

It is not permitted for anyone to use our membership information for personal gain or for commercial and marketing purposes.

Consent: Controlling your personal information

You have the right to limit how we use your personal data.  You are automatically opted out and have to positively consent to allow us to use your personal data.  We offer the following choices which are activated within your Member Profile:

  • General Consent

Consent for AWBS to use your personal data for internal administration purposes. We cannot run the club without this and therefore if you choose not to consent, please get in touch with Membership as it will not be possible for you to be a member of AWBS. 

  • Membership Directory

Consent for other Members of AWBS to find you in the Membership Directory. If you choose not to give consent, your information will still be visible to Administrators, Board Members and Activity Leaders but not to other members of the club.

  • Newsletters, notices and invitations

Consent to receiving communications from AWBS.

Withdrawing consent

You may withdraw your consent at any time.

To withdraw consent for AWBS to use your personal data for the Membership Directory and/or communications from the Club, simply edit your membership information.

If you wish to withdraw consent for AWBS to use your personal data under General Consent, this implies that you no longer wish to be a member of the club as we cannot run the club without this consent.  Please get in touch with Membership at membership [at] awbs.org.uk in order for us to action the removal of all your personal information as required by the GDPR.

When you pay your subscription, you are a member until 31st August.  If you would like to cancel your membership before this date, please let us know in writing to membership [at] awbs.org.uk.  If you have not renewed by 1st October, all the data associated with your name will be deleted from the AWBS database shortly thereafter.  We also commit to deleting your name and bank account details from Barclays Bank if you have ever been paid this way.  Your details will be removed from Evite, Mailchimp and the 1and1 host server within 40 days.  You must request separately to be removed from the closed Facebook group by contacting the Facebook Administrator because you are not removed automatically.

Third parties

We use other companies to process and manage payments and receipts for the financial operation of AWBS on behalf of our members.  We also make use of communication tools for getting in touch with members.  We ensure that all third parties are GDPR compliant.  Please refer to these third parties for their GDPR compliance.

There is a procedure for the management and removal of members who leave the club or who have withdrawn their consent for all of the third party facilities we use.  Please ask if you wish to see the documentation of these procedures in our Policies and Procedures Manual (PPM) by emailing membership [at] awbs.org.uk.

Company

Information shared with them

Why we do this

PayPal

Email address, name and reference

Enables AWBS to offer members the ability to pay for membership or activity by credit or debit card.

Barclays Bank

Name, sort code and account number

Enables AWBS to refund or pay a member by bank transfer.  Barclays also holds identifying information when a member pays AWBS by bank transfer.

SageOne

Name

Bank transactions are recorded in AWBS’s accounting software.  Names are often used in the description of the transaction in order to identify the payment or receipt for reporting purposes.

1and1 website host

All personal information held on the website.

Required in order to offer a website for our membership.  The database is encrypted and rolling backups kept on a 7 day cycle.  We also use a test database which is a copy of the live database and will contain the same personal information.  The test database is also encrypted and rolling backups are kept on a 7 day cycle.

Evite

Email addresses and names.

Used to send invitations to events to the membership and collect replies.  Members can opt out.

Facebook

Email addresses, names and images.

There is a closed Facebook group, managed by Membership.  Members must ask to join and can ask to be removed.  The open Facebook page is not managed by AWBS and we have no control over personal information held there.

Mailchimp

Email addresses and names.

This is the tool used to send the Newsletter and notices to our membership.  The mailing list is updated regularly with active members and members who have left are dropped.  Old mailing lists are deleted.  Members may opt out.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Those adding pages to the website or editing material must take responsibility for what is included in the public space and should log out and check what’s visible to non members.

It is also the responsibility of our members to ensure the security of their own and fellow members’ data.  They should use a suitably long password, ideally a minimum of 12 characters to include numbers and symbols, and not share their passwords with anyone else.  This simple step is all that is required to make our website as secure against unauthorized access by non members as possible.  Unlike most other websites, for example, banks or Amazon, once logged in, a member has access to the contact details of all other members plus dates and times of activity outings and in some cases, a list of members attending the event.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive.  Cookies allow web applications to respond to you as an individual.  They help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.  You can choose to accept or decline cookies by modifying your browser settings.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.

Contact

If you wish to comment on or discuss any aspect of this privacy policy, please get in touch with us at membership [at] awbs.org.uk.

This Privacy Policy updated: 05 April, 2018