12 April 2018
Berlin International Women’s Club (BIWC)
Data Management and Data Protection
1. Who is responsible for personal data collected by the BIWC?
The Membership Secretary and Assistant Membership Secretary have primary responsibility for collecting, storing, and using these data.
Insofar as personal information about members (names, photos) may appear in the Club newsletter and Club website and Facebook presence, the Newsletter Editor and Vice Editor and the Webteam also bear responsibility for appropriate use of this information.
Names and contact information of officers are available to members in the BIWC Newsletter, or by finding officers’ names at http://www.biwc.de/executive-committee/ and contact information in the Club Directory.
2. What personal information do we collect? How does this information serve the purposes of the organization?
The BIWC unites women from different cultures and strives to foster mutual understanding and tolerance through cultural and social exchange, friendship and support. It also welcomes newcomers to Berlin and helps to integrate them into the community. To support these goals, the Club collects contact information and information about members’ backgrounds and interests, and shares this information among members. It also shares information and photos about recent Club activities to help strengthen social ties among members.
Specifically, our membership application form collects the following information, which is entered into the club database:
Nationality and country of birth
Interests and hobbies (optional)
Contact information is needed in order to inform members about club events in which they may wish to take part.
Nationality information is needed in order to implement a rule in the BIWC Constitution. This rule is designed to preserve the diverse international character of the membership: it requires that no more than 20% of members can come from any single country. When nationality and country of birth are different, members can choose to identify themselves on either basis.
Information on occupation and interests helps to identify potential common ground among members of otherwise diverse backgrounds.
BIWC has no employees and does not collect personal information about any individuals other than members.
3. How is this information used?
a) Members’ email addresses are used to send out the Club newsletter ten times each year. Corrections and updates to newsletter items (e.g., event cancellations or reminders) may also be sent out via email.
b) A Membership Directory, containing members’ contact information, nationality/ country of birth, and occupation, is sent to all members via email twice each year. The purpose of the directory is to foster contacts among members.
c) Reminders of annual dues payments may be sent to members via email if a member neither pays nor sends a resignation from the Club.
d) Photos and brief descriptions of Club events are published in the Club Newsletter and in the Club’s Facebook Secret Group, if members give their consent in the application form. Photos may also be published on the Club’s website or public Facebook page if individuals consent to the use of these photos.
4. What risks would this personal information pose to individuals’ rights and freedom if it were not protected?
Members’ rights to privacy could be violated if their contact information and/or photos were accessible to individuals outside the Club. The Club does not collect sensitive personal information about members (e.g., health, personal financial, religion, or legal records) and thus does not pose special risks to members.
5. How is this personal information stored and protected?
a) A hard copy of the membership application is stored in a member’s home, which is kept locked at all times when it is not occupied.
b) The membership database is stored on the computers of the club’s Membership Secretary and her assistant, with a backup in cloud storage. Access to these files is password-protected.
c) Newsletters are sent to the membership via email. Recent copies of the Newsletters are stored on the computer of the Newsletter Editor, and an archive is kept in cloud storage. Access to these files is password-protected.
d) Personal information that has appeared on the Club website in the past is stored on the server of the web host and can be accessed only by the host and by Club administrators of the website.
5. How are members informed of their rights to accuracy and protection of their personal information?
Members are informed in multiple ways.
a) The membership application informs new members of potential uses of their personal information and allows them the option of refusing any of these uses. It also says: “You may withdraw your consent to any of these uses at any time by contacting the Membership Secretary [address provided].”
b) When members receive the Directory (twice a year) they are requested to check the accuracy of the information therein and to send any corrections to the Membership Secretary.
c) The “Privacy” page on the Club website reminds members of the policy that personal information is not to be displayed on the website without specific permission. It also says: “A member can request that a posted photo be deleted from the website by emailing us at [email address given]. Any questions or concerns regarding data privacy on the website should also be sent to this address.”
d) The Facebook secret group page invites members to contact the group administrators (contact information provided) if they have concerns about what is posted here.
6. When is personal information deleted from Club records?
Members’ personal data will be deleted from the Club’s membership database within one year after members resign or fail to renew membership. Separable approval forms for uses of personal data (e.g., for newsletters and directories) will be kept, however, in case of subsequent legal questions.