01 November 2023
1. Who we are
WICE is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a "data controller" for the purposes of the EU General Data Protection Regulation 2016/679 ("Data Protection Law"). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact WICE by writing to WICE, Boîte 275, 141 Avenue Félix Faure, 75015, Paris or emailing, firstname.lastname@example.org.
2. How we collect information about you
We collect information when you interact with us directly or via our website. For example, when you register for an event, become a member, donate, apply for a volunteer opportunity or any scenario where you provide us with your personal information.
3. Information we collect and why we use it
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone and mobile numbers and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst donating, joining as a member, registering for an event or course on our website or any of the other ways to interact with us.
We may use your personal information to:
If you do not provide this information, we will not be able to process your donation, sign you up for an event, provide services you have requested, or effectively administer your membership, event attendance or the volunteering arrangement that you have entered into with us.
4. Legal basis for using your information
Under EU data protection law, we must have a valid basis for using your personal information and we may not collect store or use information other than as described in this policy. There are four ways we may have a valid basis for using your personal information:
A full description of the different types of personal information we process, the purpose of the processing and the legal basis for the processing is shown below:
Our use of your data is necessary for our legitimate interests in ensuring that the service we provide to you is administered effectively.To create statistical information, market research, analysis and group profiles to better manage and run our organisation.
Our use of your data
Our legitimate interests and your right to object
Legitimate Interests means the interests of our association in conducting and managing our courses, events and other services.
For example, we have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests. It can also apply to processing that is in your interests as well.
When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests - we will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Whenever we process data for these purposes we will ensure that we always keep your Personal Data rights in high regard and take account of these rights. You have the right to object to this processing. If you wish to do so, please let us know by contacting email@example.com. Please bear in mind that if you object, this may affect our ability to carry out the tasks for your benefit.
We will only contact you about our association, our aims and courses and events that we think you will be interested in. This could be by phone or email if you have agreed for us to contact you in this manner. If you have provided us with your postal address we may send you information about our work and how you can support WICE by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by updating your member profile on the website www.wice-paris.org or contacting firstname.lastname@example.org.
Our marketing materials will take the following form to the following groups.
This is our periodic newsletter, that will contain information on upcoming events and courses. Anyone can sign up by completing the form on the homepage. Members and those attending events can select to receive when they fill in the registration form.
Signing up via either way is taken as consent to send you the newsletter.
If you are a member of WICE you will receive invitations to events and other information to help you get the most out of your membership.
You can unsubscribe from these communications by altering the options in your members page or clicking the unsubscribe page on the emails you receive.
You have given us your consent, or we rely on legitimate interest.
You will receive these communications up to 12 months after your membership expires.
We may contact those who have attended courses or other events to let them know of other events that we think may interest them.
You have given us your consent, or we rely on legitimate interest.
You can unsubscribe from these emails in your members page or clicking on the unsubscribe in the emails you receive.
6. Sharing your Information
The personal information we collect about you will be used by our staff, course providers, and volunteers at WICE so that they can provide the best service to our members.
All these individuals will be required to agree to the WICE privacy guidelines so that we can ensure they understand the importance of protecting your data and have the knowledge to protect your personal data.
We may disclose your personal information:
7. Keeping your information safe
We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, processing, alteration, destruction, disclosure and loss.
Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or web sites that have links on our site may collect personally identifiable information about you.
This privacy statement does not cover the information practices of those websites or advertisers.
Any debit or credit card details which we receive on our website are passed securely to PayPal our payment processing partner, according to the Payment Card Industry Security Standards.
8. How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity. For members and those attending event we will keep your data for 12 months after your membership expires or after you attend your last event. If you volunteer for a role we will store your information for no more than 3 months.
If you give us consent to be added to our mail list then, you will be left on the list unless you request that you are removed.
As already mentioned, we are legally obliged to maintain some financial and membership data. This includes, invoice data, which is name, product type, amount of currency, date and method of payment (but not card or account details). This will be kept for 10 years. Membership data, such as name, membership number, date joined.
9. Your rights
You have various rights in respect of the personal information we hold about you - these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at the address at the top of the page:
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request. If we are unable to fulfil your request, then we will inform you as to the reason why.
Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.