Privacy Statement

IWCE DATA PRIVACY STATEMENT

Latest Revision date: 3rd August 2025

What this privacy statement covers:

International Women’s Club Eindhoven (IWCE) respects your privacy and processes personal data as a data controller in accordance with the EU’s General Data Protection Regulation (GDPR). In this statement, references to ‘we’ or ‘us’ mean IWCE. This statement explains how we collect and use the personal information about you as a member.

Who we are:

Our association is the International Women’s Club Eindhoven (IWCE), registered with the Dutch Chamber of Commerce (KvK # 17166933).
We are a social club for international women living in the Eindhoven area. Through our activities, we promote networking and friendship between English-speaking women from many countries.
Our website: www.iwce.nl

What data we collect:

We may collect the following personal data:

• Name
• Nationality/Country of birth (for eligibility purposes and optional publication in the annual printed and/or online member handbook/directory)
• Contact details: address, email, phone number
• Date of birth
• Interests (optional)
• Photos for member handbook/directory (optional)
• Photographs/videos from IWCE events, meetings and special interest group activities
• IBAN and bank account details for payments
• Other personal data provided for membership purposes
  

Legal basis for processing personal data:

Under GDPR, we process your data based on:

• Consent (e.g., photos, optional data fields)
• Contractual necessity (e.g., member communication, fee collection)
• Legal obligation (e.g., financial records)
• Legitimate interest (e.g., event promotion, club administration)

How we collect and use your data:

We collect personal data directly from you during membership registration or participation in club events.

We use this data to:

• Maintain membership records
• Communicate with you (newsletters, updates)
• Organize and document events
• Publish the member handbook/directory (online and printed version)
• Maintain financial records and process payments

Consent and use of images and personal information:

Photographs/videos may be taken at IWCE events. These may be displayed or published in newsletters, the annual member printed or online handbook/directory, social media (e.g. Facebook, Instagram), or the website. Consent for image use is collected during the membership registration process.

Contact information and nationality/country of birth is collected for membership administration and eligibility purposes. Please refer to the IWCE Bylaws for more information on eligibility requirements based on nationality/country of birth.

We may also publish some of this information in the annual member printed or online handbook/directory, if you have provided consent.

Website, cookies, and data collection:

Some personal data may be collected through our website, including via the contact form and cookies. Cookies are used to enhance usability and functionality.

Cookie Notice: We use essential and functional cookies. Where applicable, we will ask for your consent before placing non-essential cookies, in line with our Cookie Policy.

Cookie Policy:

This Cookie Policy explains how IWCE uses cookies and similar technologies on its website.
What are cookies? Cookies are small text files that a website stores on your device when you visit. They help improve functionality and user experience.

Types of cookies we use:

• Essential cookies: Required for basic website functionality. These are always active.
• Functional cookies: Help remember your preferences (e.g., settings, language).
• Analytical cookies: Help us understand how visitors interact with the site. These are used only with your consent.

How you can manage cookies: You can modify your browser settings to block or delete cookies. You can also give or withdraw consent for non-essential cookies through our website’s cookie banner.

Third-party cookies: We may use third-party services like Google Analytics. These cookies are subject to the privacy policies of those providers.

How we store and protect personal data:

• Data is stored securely using systems such as Google Drive (restricted to Board access)
• Access is protected by secure passwords, updated software, and virus protection
• Online bank account data is accessed only by the Treasurer, authorized board members and auditors
• Our website uses SSL encryption (https)

International data transfers:

Some data processors (e.g., Google, WhatsApp) may store data outside the EU. We ensure that appropriate safeguards (e.g., Standard Contractual Clauses or adequacy decisions) are in place to protect your data.

Data processors:

IWCE uses the following third-party data processors to support club operations:

• Intuit QuickBooks (financial report preparation)
• Google Drive (document and file storage)
• ONE.com (website hosting)
• WhatsApp (club communication)
• Mail Chimp (newsletter and update emails)
• Drukwerkdeal and similar online printing vendors (handbook printing)
• SimpleBooklet (online directory storage)

Each processor is reviewed to ensure compliance with GDPR and secure data handling practices.

Automated decision-making:

IWCE does not use personal data for automated decision-making or profiling.

Data retention:

• Membership and financial data: retained for up to 7 years per Dutch regulatory requirements
• Email communications and event photos: retained for up to 2 years unless consent is withdrawn
• Contact form data: retained for 12 months

Your rights under GDPR:

You have the right to:

• Access your personal data
• Request rectification of inaccurate data
• Request erasure of data (subject to legal and membership requirements)
• Object to processing under certain circumstances
• Withdraw consent (e.g., for photo usage)

Contact: info@iwce.nl We will respond within one month.

If you have questions or concerns about how we process your personal data, please contact us so we can address them. You also have the right to submit a complaint with the Dutch Data Protection Authority (Authoriteit Persoonsgegevens) if you believe your personal data has been processed in violation of applicable privacy laws. You can find out more information on how to do this at: www.autoriteitpersoons-gegevens.nl.

Note: Deletion of mandatory personal data may require membership termination. Data will be deleted within 60 days of Board review of requests. Already published materials may not be retractable.

Obligations of members:

Do not share our member handbook/directory or any other personal data of members with non-members. Discard old handbooks carefully or return them to the IWCE Board, who will dispose of them in an environmentally friendly and secure manner.

Do not use member information for business or unsolicited communication.

Changes to this Privacy Statement:

We may update this statement. You will be notified of significant changes via email or through a notice on our website.

Contact us:

If you have questions or wish to exercise your rights, please contact us by email: info@iwce.nl