Please read this statement and confirm your agreement at the bottom of this page.

DATA PRIVACY POLICY

1 Introduction

Swiss Rotary Districts and Clubs (hereinafter referred to individually or collectively as "Rotary" or "we") respects your privacy and are committed to protecting it by complying with the terms of this Data Privacy Policy. The protection of personal data entrusted to us by users is of paramount importance to Rotary.

Rotary collects and processes personal data (i.e. any information relating to an identified or identifiable natural person) through the Club Management System "POLARIS" in accordance with the applicable legal requirements, namely, where applicable, Regulation (EU) 2016/679 of the European Parliament and of the Council of 27. April 2016 on the protection of natural persons with regard to the processing of personal data, on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation ["GDPR"]) and the Federal Act of 19 June 1992 on Data Protection ("FADP") or the FADP as revised on 25 September 2020.

By visiting this website, the user (i.e. all members, including candidate members or other invited non-members, of a Rotary club or district registered on the POLARIS platform) confirms that he/she has read this privacy statement and expressly authorises the collection and processing of his/her personal data as described in this statement.

Rotary reserves the right to make changes to this Data Privacy Policy at any time. Any material change will be communicated to users in an appropriate manner if we change this statement to their detriment. Rotary nevertheless recommends that you consult the document regularly.

2 Who processes your personal data?

The respective Rotary district/club is responsible for the processing within its own POLARIS access area and determines, alone or together with third parties, which personal data is collected and the purpose and means of the processing.

Data processing on this website is carried out by the website operator. You can find his contact details in the "Contact us" section of this website

3 Purpose of data processing

In accordance with the legal requirements (GDPR or FADP), Rotary always processes personal data for a specific purpose and only to the extent necessary to achieve this purpose. The following purposes are at the forefront of data processing:

Club (association) membership; i.e. Rotary collects, stores and processes personal data to the extent necessary for the administration of the membership relationship, for the provision of services (e.g. mailing of the Rotary magazine, newsletters and other information), for the billing of services related to membership, for answering questions and concerns, for assisting with technical matters and for evaluating, improving and redeveloping services and functions of the POLARIS system. This also involves the exchange of data within the Rotary network, in particular with Rotary International in the USA.
Compliance with legal obligations on the part of Rotary
To protect the law, e.g. to enforce claims in or out of court and before authorities in Germany and abroad, or to defend ourselves against claims.
To protect legitimate interests, e.g. to publish personal data of deceased club members in the appropriate section of the Rotary magazine.

When you visit our website, certain data is collected for statistical purposes. This enables us to improve the use of the site for you. This includes your IP address, the location from which you accessed the website, the date and time and the pages visited. By visiting the website, you agree to the collection of this data for statistical purposes.

4 Which personal data is processed?

First and foremost, personal data is collected from the Rotary member concerned. This data collection is done in two ways, on the one hand by the club to which the member belongs or by the user himself when he changes, adds or deletes data to his profile in POLARIS. The individual clubs are in charge of data collection and then pass this data on to Rotary International via a dedicated interface. This data processing is essential for membership administration. The privacy policy of Rotary International is available on the RI website: https://my.rotary.org/de/privacy-policy .

Within the framework of membership administration, the following personal data in particular are processed.

Access to these data is granted to >	The Club	The Community e.g the District	Rotary International
Last name and first name	X	X	X
Nominative, quality and function	X	X	-
Address, landline and mobile number, email address	X	X	X
Date of birth, first and last name of spouse, portrait (text), languages spoken, professional data, classification, date of entry to Rotary and club, distinctions, first and last names of sponsors, links URL to personal social networks	X	X	X
Information collected as a result of positive operations from Users. Users are free, as part of this type of information gathering, to mention other users or members of Rotary. These are confirmations of attendance or apologies for absence from meetings, but are not limited to	X	-	-
Information from personal correspondence exchanges taking place within the framework of the platform	X	-	-
Historical data	X	-	-

Personal data may also be collected through the use of POLARIS; this is necessary for the good operation of the platform, both with regard to the user and for future adjustments..

Hardware and software information used to access the Polaris;
Information relating to the log (log file), that is to say the information collected as part of the actions taken when using the platform for example:

Content accessed on the platform, including the keywords used;
Device Event Information: hardware configurations, choice of language, dates and times, outages;
Internet Protocol (IP) address;
Cookies that identify the user;
Information from tracking technologies.

Location information, derived from different variables;
Local storage: information about the platform, saved on the user's system.

It is not excluded that new features and add-ons will be added to the platform in the future. These future operations will also be considered as relevant for data collection, as long as they take place within the original purpose of POLARIS.

5 Who has access to your personal data?

The personal data collected by the user himself/herself may in principle be visible to all other users of POLARIS, unless the user requests special restrictions within the framework of his/her profile settings. This data may also be published in the Rotary magazine for members, in the directory or in communications from your Rotary club.

Rotary is part of the umbrella organisation Rotary International (RI) which affects local operations. Every member of a Rotary club is also a member of Rotary International. Personal data of members collected through POLARIS is therefore also forwarded to RI and the Districts and, as far as members of Swiss Rotary Clubs are concerned, is also accessible to all other members of Swiss Clubs.

Accordingly, data is also transferred within the Rotary organisation to third countries (in particular to Rotary International in the USA), which do not have the same level of data protection as Switzerland or the EU. Nevertheless, Rotary takes all necessary measures to ensure adequate protection of personal data.

The association Rotary Medien Schweiz/Liechtenstein as operator of POLARIS and contractually bound IT providers also have access to the data in order to ensure the operational security of POLARIS and/or to improve the services on POLARIS.

6 How long will your data be stored?

Personal data are stored for as long as is necessary for the intended purpose. We also store personal data if we have a legitimate interest in storing it. This may be the case in particular if we need personal data to enforce or defend claims, for archiving purposes, to ensure IT security or if limitation periods for contractual or non-contractual claims are running. They will be deleted from our database as soon as they are no longer necessary for the purpose or when you can exercise your right to erasure.

7 What are your data protection rights?

7.1 Information; blocking; deletion

Within the framework of the applicable legal provisions, you have the right at any time and without costs to receive information about your stored personal data, its origin and recipient and the purpose of the data processing and, if applicable, a right to rectification, blocking or deletion of this data. You can contact us at any time for this purpose and for further questions on the subject of personal data.

Please note that the revocation is only effective for the future. Processing that took place before the revocation is not affected. Such a revocation will usually result in the termination of your Rotary membership.

7.2 Right to rectification

Incorrect or incomplete personal data can be rectified. It is primarily the user's responsibility to make the necessary changes in his or her "user account"; however, you can also submit corresponding requests to us.

7.3 Right to restrict processing

In certain cases, you have the right to request a limitation of the processing of your personal data, in particular if the accuracy of the data is contested, if the data is needed for legal proceedings or during the time Rotary needs to check whether you have a valid right to deletion.

7.4 Right to data portability

You have the right to obtain any personal data you have provided us in a structured, commonly used and machine readable format. At your request, this data may be transferred to another provider unless it is technically impossible..

7.5 How to exercise your rights

To exercise your rights, you must make a written request (mail or email) to the manager of your club for your authentication (proof of identity) and informing the club of your request. The club will respond as soon as possible, and no later than one (1) month after receipt of the request.

8 Confidentiality

Due to the GDPR and the FADP, Rotary is obliged to treat personal data within the scope of its services as confidential.

The right to disclose personal data on the basis of legal provisions or in accordance with the orders of judicial or administrative authorities or if the user has consented to disclosure is reserved..

9 Data security

Rotary has taken appropriate technical (e.g. access restrictions, data backup, etc.) and organisational measures (e.g. instructions to administrators, confidentiality agreements, monitoring, etc.) to ensure the security of the data collected and processed and to protect it from unauthorised access, misuse, loss, falsification or destruction. Access to the data is only permitted to those persons who need it for the fulfilment of their tasks.

Unfortunately, there is no such thing as absolute security when transmitting data over the Internet. Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website or over a public network. Any transmission of personal data is at your own risk. Without prejudice to any legal rights and obligations to which we may be subject, we are not responsible for any circumvention of privacy settings or security measures on our website.

Rotary uses all reasonable endeavours to ensure that its data processing systems and services meet the requirements of confidentiality, availability, integrity, and resilience, taking into account the state of the art and the cost of the application.

10 Cookies

A cookie is a small text file that placed on the hard disk of your computer or mobile device when you visit a website, either by the website itself (internal cookie), or generated by a script in the website (third party cookie). When you return to a website, the cookie recognises your device by a unique identification number, making it easier to access the website without having to re-enter the user's name and password, and collects information such as the parameters of your pages, language, etc.

On this platform, Rotary has built in a web analytics programme, whereby only data is analysed on an aggregated basis, i.e. it is not possible to draw conclusions about specific natural persons. A web analysis collects and evaluates information from the web pages about the behaviour of visitors. The purpose is to improve the efficiency and to monitor the success of the website..

The built-in programme evaluates the flow of users on the platform. The data and information obtained in this way are used by the data controller primarily to measure the use of the platform and thus to summarise browsing on our website.

By browsing our website, you expressly accept the use of cookies. Rotary uses cookies to facilitate your visit to our website so that you can get the most out of your visit. However, you are free to delete or limit cookies at any time by changing the parameters of your browser.

To enable or disable cookies, you must change the parameters of your browser (using the "Options" tab); you can also search under "Help"..

Polaris PPCH-EN-1.2.docx - March 2022