THE ROTARY CLUB OF BALGOWLAH

Introduction

The Rotary Club of BALGOWLAH, New South Wales, Australia (individually or collectively, the “Rotary Club”) respect your privacy and are committed to protecting it by complying with this privacy policy (“Policy”). Safeguarding the data entrusted to our care by our club members, program participants, and others is of the utmost importance to us.

This Policy describes our practices for collecting, using, protecting, disclosing, and disposing of personal data. It also describes the types of data that we may collect from you or that you may provide to us when you:

• Visit our website, balgowlahrotary.com.au (“Website”)
• Join or maintain membership in this Rotary Club
• Interact with Rotary District 9685, Rotary International (“RI”), The Rotary Foundation, and partner organizations
• Register for or attend events we host
• Use our services
• Participate in our programs

Data We Collect About You and How We Collect It

We collect several types of personal data, including information by which you could be personally identified, such as your name, postal address, email address, telephone number, gender, financial data, or other sensitive information that might identify you (“personal data”).

Depending on the type of interaction you have with the Rotary Club, we may also collect your:

• Date of Birth
• Marital Status
• Spouse’s or parent’s name
• Occupation
• Employer
• Photographs / Images

We collect data from the following people:

• Users of our Website
• Members of the Rotary Club and its Rotaract clubs
• Members of Interact clubs, if the Interactors’ parents or legal guardians have consented
• People who participate in Rotary Club programs, including Rotary Youth Leadership Awards (if applicable, with the consent of parents or legal guardians)
• Donors to the Club’s charitable projects
• People who participate in Rotary Club events

We collect this data:

• Directly from you when you provide it to us through any interaction offline or in person
• From our Website
• From RI or from Rotary District 9685, The Rotary Foundation, and partner organisations
• When you become a member of our Club, participate in our programs or use our services
• When you interact with us in any other way

Data You Provide to Us

We collect personal data you provide when you interact with our Website or with the Rotary Club, including any interaction offline or in person. That data includes information provided:

• When making an enquiry to this Club, including an enquiry about membership
• On joining this Rotary Club or any associated Rotaract or Interact club
• When registering on ‘TryBooking’ and similar software used by the Club 
• Use services on our Website, including:
  • Donating to the Rotary Club’s foundation
• For registering for Rotary Club events
• When submitting applications, eg for grants, fellowships or scholarships
• Within records and copies of your correspondence (including email, social media posts and other electronic messages), if you contact us
• On paper forms/hard copy

Usage Details, IP Addresses, Cookies, and Other Technologies

As you interact with our Website, we may automatically collect data about your equipment and your browsing actions and patterns, including details of your visits to our Website including traffic data, location data, logs and other communication data and the resoures you access and use on our Website.  This might include information about your computer and internet connection, including your IP address, operating system and browser type.

How We Use Your Personal Data

We use the personal data about you that we collect or that you provide to us to:

• Present our Website and its content to you
• Perform our core business purposes, including:
• Fulfilling the Rotary Club’s obligations to its members, program participants, and other individuals and entities, such as:
• Processing financial transactions
• Supporting the Club’s fundraising efforts
• Facilitating event planning
• Communicating key organizational messages through Rotary Club publications and other materials
• Supporting the programs and members of the Rotary Club
• Complying with legal requirements
• Using data for any other purpose where we have your consent

Disclosure of Your Personal Data

We may disclose aggregated data about our users, or data that cannot be used to identify any individual, without restriction.

We may disclose the personal data that we collect or that you provide as described in this Policy to:

• Rotary International, to meet Rotary Club membership and program requirements (read Rotary’s privacy policy at my.rotary.org/en/privacy-policy)
• Rotary District 9685, to meet program requirements and other obligations (read District 9685’s privacy policy at rotarydistrict9685.org.au
• To contractors, service providers and other third parties we use to support our objectives and who are bound by contractual obligations to keep personal data confidential
• Software and applicationsused for administrative purposes such as providing online forms/surveys/applications, newsletter services, online learning, webinar/teleconference services
• Cloud based databases used for administrative functions

If you do not want us to share your personal data (even when made anonymous) with unaffiliated or non-agent third parties for advertising or promotional purposes, please advise by email addressed to balgowlahrotary@gmail.com

We may also disclose your personal data:

• To comply with a court order, law, or legal process, or respond to a government or regulatory request
• If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of members, participants in this Rotary Club’s programs and events, this Rotary Club, Rotary District 9685, RI, or others

The Rotary Club will not sell, trade or share share member’s personal data, including their name, phone number, email or physical address with Non-Rotary entities, nor will it send communications on behalf of other unrelated organisations. This policy relates to all such data received by the Rotary Club, both online and offline as well as by any electronic, written or oral communications.

Disposing of Your Personal Data

This Rotary Club retains personal data identifying you for only as long as necessary in the circumstances — for instance, as long you are a member of a club or have a relationship with this club, or as may be needed to enforce or defend contract claims or as is required by applicable law. Personal data that we no longer need will be disposed of and/or made anonymous so you can no longer be identified from it.

 Choices About How We Use and Disclose Your Personal Data

We have created ways for you to control the use and disclosure of your data.

Our Website uses ‘cookies’ which are small pieces of information that are stored by your browser on your hard drive. Most web browsers accept cookies automatically but you can set your browser to block them if you prefer.  Our cookies can contain information such as your user-id so our Website can recognize you. They can’t read data off your hard drive or those created by other sites. The only personal information our cookies contain is the information you provide yourself.  You can set your browser to refuse all or some cookies or to alert you when cookies are being sent. If you disable or refuse cookies, you may not be able to use the administrative features of our Website.

We use Google Analytics to track how visitors interact with our Website, analyse where traffic is generated from and collect information relating to general site engagement.

Third party advertising management services such as Google and Facebook may display tailored messages upon you visiting and interacting with our Website through the use of cookies. You can opt out of these ads at any time they are displayed. Again, these cookies cannot personally identify you and will expire in 180 days if not cleared earlier.

Accessing and Correcting Your Personal Data

You may request access to your personal data, or ask for a correction or deletion, by:

• Emailing balgowlahrotary@gmail.com

We may not accommodate a request to change or delete data if we believe the change or deletion would violate any law or legal requirement or cause the data to be incorrect.

Children

Our Website is not intended for children. We do not knowingly collect personal data from or about children without parental consent. Children should not use or provide any personal data on our Website, or on or through any of its features, register on our Website, make any purchases through our Website, use any of the interactive or public comment features of our Website, or provide to us any personal data about themselves, including name, address, telephone number, email address, or any screen name or user name. If we learn that we have collected or received personal data from a child, we will delete that personal data. If you believe we might have any personal data from or about a child, please contact us by email at balowlahrotary@gmail.com.

Data Security

We have implemented specific technical and operational measures to secure your personal data from accidental loss and from unauthorized access, use, alteration and disclosure. Additionally,

• When developing new or enhanced processes and systems that handle personal date, the Rotary Club remains conscious of the need to implement adequate security measures
• Other non electronic files and data holdings are kept in a secure repository where access is limited to trusted Rotary office bearers

Where the safety and security of data stored in electronic form and access is subject to your own chosen or allocated password, there is a responsibility for you to maintain password confidentiality. 

Unfortunately the transmission of personal data via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of  data transmitted to our Website or over any public network. Such transmission of personal data is at your own risk. Without prejudice to any mandatory legal obligations to which we may be subject, we are not responsible for circumvention of of any privacy settings or security measures on our Website.

Any violations of this policy by members of the Rotary Club or vistors to our Website will be fully investigated and offenders dealt with by appropriate discilinary action.  Should the violation be determined as suffient to warrant it, offenders will be reported to the appropriate authorities.

Changes to Our Privacy Policy

The Rotary Club may change, add, or remove portions of this Policy at any time, which shall become effective on being agreed by the Board of the Rotary Club and published in this Policy. The date the Policy was last revised is noted at the bottom of the page. It is your responsibility to review this Policy for any changes.

Contact Information

If you have any questions about our Rotary Club’s privacy protection practices, please contact us at

balgowlahrotary@gmail.com.

Last modified: 30 October, 2020