EU Data Protection Laws

The Association is fully compliant with EU data protection laws.

What do we store on the Website ?

  • Your email address
  • Your name : First and Surname.

What do we store offline

  • Your Christian and Surname
  • Postal address(s)
  • Email(s)
  • Telephone number(s)

How does the Association use this information ?

  1. Postal Address and telephone information
    • The members of the Bureau may use this to contact you.
    • If you were to make a claim on our insurance we may need to share your full name and postal address. We will ask for permission before we share your information.
  2. Emails and personal names are stored in the website database.
    • In User accounts.
    • In Newsletter subscription lists
    • The website will not use your email for any other reason.
  3. European GDPR laws require us to do the following :
    • You can request what personal data we have about you and we can provide this in one or more of the following 3 methods.
      • Verbally.
        • A method of contact address will be needed.
      • Electronically. (Via the data protection request form)
        • Our reply will also be made via email.
      • Via the postal system.
        • Our reply will contain only the information pertaining to the address within the letter.
        • One data request per postal address.
    • You can request in writing that your personal data has to be removed.  The reply will be to the address we have on record via the postal service or to your legal representative.
      1. Your request can be that we completely remove your content.
      2. or remove it from a selected area of the website.
    • However, if you have created documentation or website content used by the Association which can be viewed online, by the general public or has restricted access (a non-administrators). EU laws require that one of three things must happen,
      1. Option 1, Your name be removed and set to “anonymous”,
      2. Option 2, It can be reassigned to a new author.
      3. Option 3,  Your content may be deleted.
    • For example, if you write a ” Comment” on a blog post, your name and email are a mandatory requirement (an anti-spam measure). If you asked for these comments to be deleted, the association can either choose to use either Option 1 or Option 3
    • If there is a personal reference to you within any content or document on the website  –  You can request that these references are removed.. The association may choose to replace your name and use Option 1 or Option 2.
    • If you believe that any document or content used on the Associations websites falls under “Copy write” law: Option 3 will be used, we can either removed it from the website or unpublished the content. We will keep a hard copy of the content if it is removed. It will not be republished without your explicit consent, however, if we take legal advice and it is believed that the content is not subject to “Copy write”, we may republish the content without your consent.

Where do we keep the information ?

  1.  The website administrators will keep one or more backups of the following:
    1.  User accounts (XML and or CSV format)
    2. Newsletters subscription lists (XML and or CSV format)
    3. The website database.
      • this is a propitiatory format and requires specialised tools to extract the data, this can then be converted or exported into a CSV format, however, some data may be lost during the conversion.)
    4. Contact Form information (CSV format)
  2. This information is stored in the following locations.
    1. Webmasters computers and hard drive backups
    2. The Web hosting file area
    3. Depending on the access required to share the stored information, it may be stored in a cloud service.
      1. For example Google drive.
    4. The secretary of the Association will maintain a copy of the data.
      1. On offline storage medium, (for example a USB drive
      2. Local computer or device
      3. Cloud storage.(such as Google drive or Dropbox.)

Who within the Association has access to the information ?

  • All Members of the Association Bureau (have full access)
  • The webmaster(s) (have full access)
  • Musical Director (limited to email address)

Who within the Association does not have access to the information ?

  • Members of Conseil “Les Amis de la Chorale de Cazals”
  • General members of “Les Amis de la Chorale de Cazals”

Who is the data shared with ?

  • No person or business outside the Association “Les Amis de la Chorale de Cazals”
  • Members of the Bureau and or the webmaster(s) are not permitted to :
    • Share or sell the information to a member of the Association who is not an elected member of the Bureau.
    • Share any of the information with nor sell it to a 3rd party.
    • Use the information for personal gain.
  • Bureau members who leave the bureau team must hand back all of the confidential data’
    • They may keep emails but are not permitted to use these email for personal gain for a period of 6 months.
  • External services may set cookies and receive anonymous data. These are not static and change. We have no control over these, we cannot provide nor maintain a definitive list of these external cookies.
    • Please read our Cookie Policy for more information.
      • It is not static and updated dynamically.
      • Note: Due to the dynamic nature of these external cookies each visit to (or view of the) the Cookies policy may produce a different output.

END OF TEXT