THE AMERICAN WOMEN’S ASSOCIATION OF ROME

Privacy Policy

In accordance with EU Regulation 2016/279, please note the following:

  1. Nature of the Data in Possession of AWAR

In the paper and electronic archives of the American Women’s Association of Rome (“AWAR”), there is information about our members (“members”) such as: addresses, telephone numbers, e-mail and website addresses, photos, family status, birthday, passport number, and other information related to the individual and her membership in AWAR. 

  1. Nature and Aim of AWAR’s Processing of Personal Data

AWAR treats the personal data of its members exclusively for purposes closely connected and necessary to the operations of the Association and its fiscal and administrative obligations.  Some of the data is published in the annual AWAR Membership Directory and may be published in the Association’s electronic and paper publications or in electronic communications (e.g., emails). You may request that all or part of your data is not published in the AWAR Membership Directory or in the Association’s electronic and paper publications or electronic communications.  This request may be made at any time by contacting the AWAR office by email office@awar.org. On occasion, informal photographs are taken at AWAR events.  These photographs may be published without names in the annual AWAR Directory, the AWAR Forum or on the AWAR website. 

  1. The Nature of the Conferment of the Data

The conferment of the data is in part obligatory by law. 

  1. The Persons in Charge of the Treatment of Personal Data

The Data Controller of AWAR is President of the Association as its legal representative. The contact details are The American Women’s Association of Rome c/o The Hotel Savoy, Via Ludovisi, 15, 00187 Rome, email: office@awar.org and telephone number: 06 482 5268.

Each club year, the Data Controller shall appoint three Data Processors who will work under her direction: (1) the Administrative Data Processor – who is the Current Membership Chair and responsible for implementation of the Association’s data privacy policy; (2) the Technical System Administrator/Webmaster who is responsible for overseeing security issues, and (3) the Banking Data Processor who is the Association Treasurer in office and responsible for any data processing issues involving banks or financial institutions (e.g., when dues or event fees are paid by bank transfer). 

  1. Treatment Conditions of the Personal Data and Safety Measures Adopted by AWAR

The data is treated by designated persons and may involve paper archives and/or computer files. The processing is performed both with manual and computerized tools and using those measures suitable to protect the rights of the interested party in accordance with the provisions of art. 32 of EU Regulation 2016/279 and the Italian legislation implementing it.

  1. Categories of Subjects to whom the Data can be Communicated

AWAR may divulge the treated personal data to: a) Public authorities or administrations if required by law or for inspection or control; b) Financial institutions and companies specialized in the management of payments; c) Law or accounting firms assisting AWAR; and d) other associations which are connected with AWAR’s activities (e.g. FAWCO). 

  1. Rights in Accordance with Article 7 of the Code

As data subjects, you have certain rights under articles 15 to 22 of EU Regulation 2016/279  and the Italian implementing legislation, which can be by exercised in the matter set forth in Article 12 of EU Regulation 2016/279.  Your rights include:

  1. 15 - Right of access;
  2. 16 - Right of rectification;
  3. 17 - Right to erasure (“right to be forgotten”); ​
  4. 18 - Right to limit processing;
  5. 19 - Obligation to notify in case of rectification or cancellation of personal data or limitation of processing;
  6. 20 - Right to data portability;
  7. 21 - Right to object;
  8. 22 – Right to object to automated individual decision-making, including profiling.

In addition, you have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).  

  1. Exercise of Rights

To exercise your rights, you may make a written request to the Association, by sending an email detailing the request to the current President of the Association or by regular mail to: The American Women’s Association of Rome, c/o The Hotel Savoy, Via Ludovisi, 15, 00187 Roma. Requests will be processed by the Data Controller within 30 days. 

  1. Retention of Data

The data collected will be stored for a period of time that does not exceed the time period for achieving the purposes for which the data were collected, held and processed.  From time to time, the retained data will be checked for obsoleteness in relation to the purposes for which it was collected and processed. In limited circumstances, the data may be retained for longer periods where such retention is for archiving purposes. All such retention will be subject to the implementation of appropriate technical and organizational measures to protect the rights and freedoms of data subjects, as required by EU Regulation 2016/279. 

AUTHORIZATION

 I have received a copy of AWAR’s Privacy Policy and authorize the treatment of my personal data according to EU Regulation 2016/279 and in the manner set forth in this notice.  I also agree to refrain from communicating the personal data of my fellow members for purposes unrelated to AWAR or its activities, unless the respective member has given me express permission in advance.

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