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Statement of the ASSOCIATION OF THE ROTARY CLUBS SLOVENIA – RI District 1912 regarding protection of personal data

I. Introduction

This statement applies to the database related to private individuals (hereinafter: “Personal Data“), who are the members of the organization Rotary International, One Rotary Center 1560 Sherman Ave., Evanston, IL 60201-3698, ZDA (hereinafter: “RI“) and at the same time also the members of any of the Rotary clubs (hereinafter: the “Members“) that are the members of the ASSOCIATION OF THE ROTARY CLUBS SLOVENIA – RI District 1912.

Controller of the Personal Data database is the ASSOCIATION OF THE ROTARY CLUBS SLOVENIA – RI District 1912, Stegne 23A, Ljubljana, Slovenija, registration number 4000986000 (hereinafter: “Data Controller“).

II. Sources of Personal Data and the legal basis for processing

Data Controller is obtaining Personal Data from the following three sources:

– A. from the RI, which transmits Personal Data to the Data Controller on the basis of personal consent of the Member, whereby it goes for the following Personal Data of the Member:
     – name and surname;
     – name of the Rotary club of which he/she is a Member;
     – function of the Member in Rotary club;
     – date of birth;
     – sex;
     – skills and interests;
     – programs in which he/she participates;
     – current employment;
     – to whom he/she is a grandfather/grandmother;
     – residential address;
     – Rotary identification number that was granted to the member by the RI;
     – profession which the Member is practising;
     – e-mail address;
– B. directly from the Member, based on his/her personal consent for processing of Personal Data, whereby it goes for the following Personal Data of the Member:
     – photography;
     – status in the Rotary club;
     – function in the Rotary club;
     – year of function in the Rotary club;
     – year of entry in the Rotary club;
     – professional title (education);
     – profession;
     – sex;
     – residential address;
     – year of birth;
     – private telephone number;
     – mobile telephone number;
     – foreign languages that the Member masters;
     – employment (name of employer);
     – employer’s address;
     – business telephone number;
     – mobile business telephone number;
     – business e-mail address;
     – internet address (URL) of the employer’s internet page;
     – economic activity (sector) of the employer;
     – eventual other data which are entered by the Member in the Digital platform of the District
       1912 application, available at: http://www.rotaryslovenija.org/; hereinafter: “Application”);
– C. from the Rotary club, to which the Member belongs:
     – data on donations that were given by the Member (amount, date and purpose of donation),
     – data on hours worked (number of hours, date of carrying out the work and purpose).

Transmission of data from the point B. is voluntary. The member shall be free to decide which of the data, specified under the point B., will he/she provide to the Data Controller.

III. The purposes for processing of Personal Data

Data Controller shall process Member’s Personal Data from the Article II. exclusively for the following purposes:
     – publication of the list of all Members of the Rotary clubs being the members of Data Controller (once a year) – the list is available to all Members in an electronic format;
     – communication (by ordinary mail, SMS messages, telephone messages and e-mail messages) about the events, activities, offers and news that are related to the Rotary clubs being the members of the Data Controller or to the Data Controller or to the RI; 
     – charging and financial management of the Rotary membership fees that are collected for the needs of the clubs being the members of the Data Controller, the needs of the Data Controller and the needs of RI;
     – public publication and display of data in the Application, in the multimedia directory of the Association of the Rotary Clubs Slovenia and in the multimedia directory of the RI;
     – segmenting for purposes of targeted communication;
     – statistical treatment of data for the purposes of the reports being prepared by the Rotary clubs, Association of the Rotary Clubs Slovenia and the RI ;
     – monitoring of activities of the individual Member with respect to the received e-mail and SMS messages, namely, recording of whether the respective Member has opened or read the received message and on which links in the message has clicked or opened them;
     – direct marketing of products and services by the clubs that are members of the Data Controller, by the Data Controller or by the RI.

By adoption of this statement or based on the personal consent each Member agrees and accepts that:
     – the Data Controller may use collected Personal Data for the abovementioned purposes;
     – the Data Controller may transfer collected Personal Data to the RI and to the Rotary club to which the Member belongs.

IV. Data processors

Data Controller may transfer collected Personal Data also to its Data processors, who may perform individual tasks associated with processing of personal data exclusively within the scope of instructions and authorisations of the Data Controller and who are on the basis of a written contract, concluded with the Data Controller, obliged to ensure an adequate level of protection of Personal Data, namely:
     – Interaktivne Multimedijske Storitve – MediaInteractive Franc Dolenc s.p., Demšarjeva cesta 10, 4220 Škofja Loka: retention and processing of Personal Data that are entered into the Application;
     – ePrvak, trženjsko svetovanje, d.o.o., Vojkova cesta 63, 1000 Ljubljana, registration number 3852377000: retention of e-mail addresses, sending of e-mail messages, monitoring of the activities of individual Members related to received e-mail messages.

V. Protection of Personal Data and retention period

Data Controller shall process and protect collected Personal Data in accordance with the Rules on Protection of Personal Data, available at the following website address: http://www.rotaryslovenija.org/VOP-EN.

Data Controller may store collected Personal Data at the latest until the expiry of the membership in the Rotary club, which is a member of the Data Controller. More detailed information with regard to the period for retention of Personal Data is provided in the Rules on Protection of Personal Data.

VI. Rights of the Members with regard to the Personal Data

Each Member may at any time amend, supplement or erase any Personal Data specified under the point B. of Article II. that has been entered in the Application.

Any Member may at any time request in writing (by a written or printed statement with a hand-written signature which should be sent to the Data Controller’s address) that the Data Controller amends or supplements inaccurate or incomplete Personal Data related to the respective Member and informs the Member upon fulfilment of the request.

Any Member may at any time request in writing (by a written or printed statement with a hand-written signature which should be sent to the Data Controller’s address) that the Data Controller stops with the use of all or certain Personal Data for specific purpose or specific purposes and informs the Member upon fulfilment of the request.

Any Member may at any time request in writing (by a written or printed statement with a hand-written signature which should be sent to the Data Controller’s address) that the Data Controller effectively and permanently deletes, destroys, blocks or anonymises certain or all of his/her Personal Data so that they can no longer be linked to the respective Member and informs the Member upon fulfilment of the request.

The Member explicitly takes note of the fact that the fulfilment of the request from the third and fourth paragraph of this Article may have effects on his/her rights and interests, arising from the membership in the Rotary club that is the member of the Data Controller or from the membership in the RI.

VII. Use of internet cookies

In order to ensure the operation of all Application functions, the following cookies shall be used:
     – cookies for analytical purposes;
     – cookies for …

Cookies enable that certain contents and Application functions can be adapted to a specific Member, according to his/her choices and preferences or according to the characteristics of his/her terminal equipment for the access to the Application. Cookies for analytical purposes enable for the constant improvement of the website.

Each Member may permit or refuse the use of cookies; however, he/she can subsequently change his choice. A detailed description of a specific cookie and the period of its installation (duration) can be evident from the table below:

Name of the cookie	Service	Owner	Validity	Description
_utma	Google Analytics	Google Inc.	2 years	Intended for identification of the user (number of visits, time of the first and the last visit).
_utmb	Google Analytics	Google Inc.	30 minutes	Intended for recording of duration of the visit. It records the exact time when the user has started the visit (session).
_utmc	Google Analytics	Google Inc.	End of session	Intended for recording of duration of the visit.
_utmz	Google Analytics	Google Inc.	6 months	Intended for recording from where the user came to the webpage, which search engine and keywords he used and the location from which the user has accessed the webpage.
_utmv	Google Analytics	Google Inc.	2 years	Intended for segmentation of the user.