Overview

This Privacy Statement explains what type of information is collected from AIWM Members and how we are committed to keeping that information safe

AIWM 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”). https://gdpr.eu/tag/gdpr/

In compliance with the GDPR, this privacy notice describes:c

·       What personal data we collect as part of your membership

·       How we collect it

·       Why we collect it

·       For how long we will use it

·       And how we keep it secure. 

What personal data is collected from you?

When you sign up to join the AIWM and access member-only sections of our website, we ask you to provide   personal information consisting of contact information, information on how you learned about AIWM, information on your current or previous occupation, information on your interests and hobbies, information on country(s) that you lived in or travelled extensively in, and your interests in how you would like to participate in AIWM.

Contact information consists of:

• Your photo (or an avator picture)
• First and last name
• Address including Town, Post code and country
• Email address
• Phone number
• Malta ID or Passport number with name of country
• Nationality(s)
• Birthday month
• Birthday day

How do we collect this information?

This information is collected via the online system that we use for contacts to apply to become a member of AIWM. A set of questions are required to be answered during the membership application process which occurs online.

Why do we collect this information?

We process our members’ personal information in pursuit of our legitimate interests:

• To verify that applicants fulfil membership requirements.
• 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 activity of the organization.
• To tailor our programming to meet the demographic needs of AIWM members.
• To respond to and investigate your questions, comments, support needs, complaints, or concerns.
• To process event registrations that you have submitted.
• To seek your views or comments on the activities we provide.
• To notify you of changes to our activities.
• To send you communications which you have requested.
• To create a membership directory which will ONLY be visible to other members in the password-protected website.

For how long will we use it?

This data is used as long as you are a member of AIWM.

How do we keep it secure?

The data is maintained in a software system called Wild Apricot that is accessible by select Board members.

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 or request that we correct your personal data, if you believe it is inaccurate or incomplete.
• Request that we delete your personal information.

Accessing or Updating Your Data

Online: You can view and modify the personal data we hold about you at any time via your web site login. Log in to the website at https://aiwmalta.com then click on your name and select "view profile".

This displays all the information we hold about you in our membership database.

Offline: You may contact the AIWM Webmaster at ConnectWithAIWM@gmail.com with a request to receive your data which you can then review and send back a request to have it updated

Deleting Your Data:

You have the right to request deletion of data at any time; however, be aware that AIWM may not be able to continue your membership benefits without it.

We may also keep anonymized demographic data for historical reporting purposes. This demographic data will not contain any individually identifiable personal information.

Managing your communication preferences:

AIWM enables members to participate in AIWM via email communications as part of its mission to promote community and ensure the organisation functions as per its Bylaws. Each member always has the right to control whether they receive these emails. If a member no longer wishes to receive emails from AIWM, every email includes an “unsubscribe” link at the bottom. You can always click that link to unsubscribe from the email.

A request to be removed from any or all emails may also be made in writing by sending an email to ConnectWithAIWM@gmail.com

How do we protect your personal information?

Internal Processes and External Service Providers:
Your personal information is only accessible by certain members of the AIWM Board, by the webmaster, or by those members appointed as website administrators or managers. Those allowed access to this data are given strict GDPR-compliant guidelines about how the information may be accessed and used.

Your data is stored by AIWM in a password-protected database on a system developed by Wild Apricot who hosts the membership database and the website. When filling out the online application, or updating your membership data online, your personal data is sent directly via encrypted HTTPS connection to our password-protected database.

AIWM never shares or sells your personal information to any third party for any purpose not directly related to our organization’s mission.

However, AIWM 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 AIWM and we have documented that they are GDPR compliant:

• Wild Apricot
• Google (Analytics)

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

Please contact ConnectWithAIWM@gmail.com with any questions, comments, or complaints. For issues logging in to the website, our webmaster may also be contacted at ConnectWithAIWM@gmail.com

Looking for more information?

The Complete Guide to GDPR Compliance   https://gdpr.eu/

The Association of International Women in Malta  (AIWM) is registered with the Data Protection Commissioner’s Office in Malta under reference 9445. Personal data will be processed in accordance with the General Data Protection Regulation.  

When an individual joins AIWM or at the time of membership renewal, they will be asked to tick that they have read and accepted the terms of the Privacy Policy.

You can DOWNLOAD the Privacy Policy here