The International Women’s Club of Helsinki (IWCH) is committed to protecting your privacy and will make every effort to keep your data accurate and safe. This statement sets out how personal data is collected and stored in accordance with the EU General Data Protection Regulation (GDPR). Please read this privacy policy to understand how we use and protect the information that you provide us with.
1.1. This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it.
1.2. We may collect, use and store your personal data, as described in this privacy policy. Your personal data will only be used for the purposes for which you provided it to us, as indicated to you at the time you provided your personal data. We will only collect the personal data that we need. We will keep accurate and up to date data and take reasonable steps to ensure that inaccurate personal data are deleted or corrected without delay.
1.3. We reserve the right to amend this privacy policy from time to time without prior notice. Any changes we may make to our privacy policy in the future will be posted on the Club’s website and, where appropriate, notified to you by e-mail.
2.1. We are a membership organisation, the International Women’s Club of Helsinki. The IWCH president is Laura Vargas, Niittysaarentie 5 A, 02160 Espoo, laura.vargas@iwch.fi, 045-319 2330
2.2. The person responsible for the collection and storing of data at the Club is the Membership Secretary Raquel Martins, raquel.martins@iwch.fi, 045-690 6770
2.3. The person responsible for the collection and storing of dietary information at the Club is the Hostess Group Chairwoman Darta Caunite, darta.caunite@iwch.fi, 045-896 7357
We use the personal data you provide to us to provide you with core member services, process and service your membership and fulfill our legitimate interest in carrying out the Club’s functions and activities. Upon your consent, we collect the following data from you:
3.1. Type of information: member's name, address, telephone number(s), e-mail address(es).
Purpose: managing the member’s membership of the Club.
3.2. Type of information: date of birth, age and nationality related information.
Purpose: managing membership categories which are age and nationality related.
3.3. Type of information: international, professional, and personal profiles.
Purpose: managing the member’s application process.
3.4. Type of information: dietary preference for Luncheons.
Purpose: managing the member’s membership of the Club.
3.5. Type of information: records of attendance of the Club’s events.
Purpose: managing the member’s membership of the Club.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. In a case of a data breach (for example loss or theft of data or equipment on which personal data is stored; loss of data resulting from an equipment or systems failure; unforeseen circumstances, such as a fire or flood; human error, such as accidental deletion or alteration of data) the Club will investigate the actual or suspected breach and notify the affected individual and the Office of the Data Protection Ombudsman within 72 hours.
The information you provide to us is used for internal purposes. In the event that we share personal information with external third parties we only share such information strictly required for the specific purposes (member’s name and dietary information for Luncheon or event service providers), and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes. We will not share your personal data with any other third parties unless we have your explicit consent or unless we are legally obliged to do so.
We will hold your personal data on our systems for as long as you are a member of the Club and only for as long afterwards as it is deemed practical for administrative purposes. Personal data that is no longer required will be deleted permanently from our information systems and any hard copies will be destroyed securely.
You have the right, at any time, to
(a) access and obtain the personal data held by the Club
(b) be provided with information about how your personal data is processed
(c) have your personal data corrected/updated
(d) have your personal data erased
(e) object to or restrict how your personal data is processed
(f) withdraw your consent
If you have any questions about this privacy policy or our data collection practices, please contact Teela Naughton at teela.naughton@iwch.fi, 044 3752533.