General Data Protection Regulation (GDPR) for European Union
1. INFORMATION AAW COLLECTS
There are two general categories of information we collect.
1.1 Information You Give to Us.
1.1.1 Information that is necessary for AAW to administer your membership benefits and services.
We require and collect the following personal information about you when you use the AAW website. This information is necessary for the performance of our membership service. The following information is required because without it, we may not be able to provide you with all the membership benefits and services that you expect and are entitled to receive:
- Account Information. When you join AAW and renew your AAW membership, we require certain information such as your first name, last name, email address, your physical address, and other identifying information including user name and password you choose. We will also collect information about your membership status vis-à-vis our affiliated chapters, age, income, educational level and skill level.
- Payment Information. To activate your membership and use the features available on the AAW website, we may require you to provide to our third party payment processor, certain financial information (like your bank account or credit card information) in order to facilitate the processing of payments. All financial information will be collected directly by third party payment processors according to their privacy policies.
- Communications with the American Association of Woodturners (AAW) and with other AAW Members. When you communicate with AAW we may collect information about your communication.
If you wish to use the AAW website, we may require the aforementioned information; if you do not want to provide this information, you should not use the AAW website.
1.1.2 Information you choose to give us (optional; provided with consent).
While not required, you may choose to provide us with additional personal information for your benefit in creating a portfolio among the AAW membership community. This optional, additional information will be processed based on your consent and includes:
- Additional Account Information. You may choose to provide additional information as part of your AAW account (such as your personal description, location, and preferred language(s)). This information will be publicly visible to others. If you do not wish to share this information with AAW or others, do not provide the information as part of your AAW account.
- Other Information. You may otherwise choose to provide us information when you fill in a form, conduct a search, update or add information to your AAW profile, respond to surveys, post to community forums, participate in promotions, or use other features of the Site. In these situations, AAW will collect the requisite consent.
1.2 Information We Automatically Collect from Your Use of the AAW Website.
When you use the AAW website, we automatically collect information, including personal information, about the services you use and how you use them. This information is necessary for the performance of our membership benefit obligations, Also, this information is necessary given our legitimate interest in being able to provide and improve the functionalities of the Website.
Geo-location Information. When you use certain features of the AAW website, we may collect information about your precise or approximate location as determined through data such as your IP address or mobile device's GPS to offer you an improved user experience. Most mobile devices allow you to control or disable the use of location services for applications in the device's settings menu. AAW may also collect this information even when you are not using the app if this connection is enabled through your settings or device permissions.
- Usage Information. We collect information about your interactions with the AAW website such as the pages or content you view, your searches for Products or Services, donation requests you have made, and other actions on the Site.
- Log Data and Device Information. We automatically collect log data and device information when you access and use the AAW website, That information includes, among other things: details about how you've used the AAW website (including if you clicked on links to third party applications), IP address, access dates and times, hardware and software information, device information, device event information, unique identifiers, crash data, cookie data, and the pages you've viewed or engaged with before or after using the Site.
2. HOW WE USE INFORMATION WE COLLECT
We use, store, and process information, including personal information, about you to provide and improve the AAW website experience and comply with our membership benefit obligations.
2.1 Provide and Improve the AAW Website.
- Enable you to access and use the AAW website.
- Enable you to communicate with other AAW members and businesses.
- Operate, protect, improve, and optimize the AAW website and experience, such as by performing analytics and conducting research.
- Provide critical performance information for AAW business decisions and member services.
- Send you service or support messages, updates, security alerts, and account notifications.
- Send you promotional messages and other information that may be of interest to you based on your indicated woodturning-related preferences.
We process this information given our legitimate interest in improving the AAW website our members' experience with it, and where it is necessary for the performance of our membership benefit obligations. You can opt-out of receiving certain communications from us by following the unsubscribe instructions included in our membership profile options and changing your notification settings within your AAW profile.
2.2 Comply With Our Legal Obligations.
- Detect and prevent fraud, spam, abuse, security incidents, and other harmful activity.
- Conduct security investigations and risk assessments.
- Verify or authenticate information provided by you (such as to verify your authorization to act as an agent on behalf of a nonprofit organization).
- Conduct checks against databases and other information sources, to the extent permitted by applicable laws.
- Resolve any disputes with any of our members and enforce our agreements with third parties.
We process this information given our legitimate interest and legal obligation to protect the AAW website, to measure the adequate performance of our membership obligations with you, and to comply with applicable laws. AAW may process your information if it is necessary for legitimate interests, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.
3. SHARING & DISCLOSURE
Processing is lawful only if and to the extent one of the following applies:
3.1 With Your Consent.
Where you have provided consent, your information is accessible by other members, which may include personal information, as described at the time of consent. By established AAW policy, your information is not shared with any third parties.
3.2 Other Situations.
3.2.1. Profiles and other Public Information.
The AAW website lets you publish information, including personal information that is visible to the general public. For example:
- You may opt to enable parts of your profile page, such as your first name, your description, and city, to be publicly visible to others.
- If you submit content in a community or discussion forum, blog or social media post, or use a similar feature on the AAW website, that content is publicly visible.
- Information you share publicly on the AAW Website may be indexed through third party search engines. If you change your public-facing content, these search engines may not update their databases. We do not control the practices of third party search engines, and they may use caches containing your outdated information.
3.2.2. Compliance with Law, Responding to Legal Requests, Preventing Harm and Protection of our Rights.
Although extremely rare and unlikely, AAW may disclose your information, including personal information, to courts, law enforcement or governmental authorities, or authorized third parties, if and to the extent we are required or permitted to do so by law or if such disclosure is reasonably necessary: (i) comply with our legal obligations, (ii) to comply with legal process and to respond to claims asserted against AAW, (iii) to respond to verified requests relating to a criminal investigation or alleged or suspected illegal activity or any other activity that may expose us, you, or any other of our users to legal liability, (iv) to enforce and administer our membership benefit obligations or other agreements with our users and customers, or (v) to protect the rights, property or personal safety of AAW, its employees, its users, customers or members of the public.
Where appropriate, we may notify members about legal requests unless: (i) providing notice is prohibited by the legal process itself, by court order we receive, or by applicable law, or (ii) we believe that providing notice would be futile, ineffective, create a risk of injury or bodily harm to an individual or group, or create or increase a risk of fraud upon AAW's property, its users and customers and the AAW website. In instances where we comply with legal requests without notice for these reasons, we will attempt to notify that user or customer about the request after the fact where appropriate and where we determine in good faith that we are no longer prevented from doing so.
3.2.3 Third Party Companies.
AAW does not enter into contracts with third parties to provide services or donations to AAW members, or businesses that offer their products and/or services on the AAW website ("Third Party Companies").
3.2.4 Service Providers.
Since AAW engages a global membership community, it serves members globally. In doing so, AAW does not engage or contract any third parties to help us provide services related to the AAW website other than those referenced herein. This provision extends to areas inside or outside of the European Economic Area ("EEA"). The EEA unites the EU Member States and the three EEA EFTA States (Iceland, Liechtenstein, and Norway) into a market governed by the same basic rules (such as GDPR).
3.2.5 Business Transfers.
3.2.7 Aggregated Data.
We may also share aggregated information (information about our users that we combine together so that it no longer identifies or references an individual user) and other anonymized information for regulatory compliance, industry and market analysis, insights about the sector, demographic profiling, marketing and advertising, and other business purposes. We may share this aggregated data with the public.
4. THIRD PARTY PARTNERS & INTEGRATIONS
The AAW website may contain links to third party websites or services, such as third party integrations, co-branded services, or third party-branded services ("Third Party Partners"). AAW doesn't own or control these Third Party Partners and when you interact with them, you may be providing information directly to the Third Party Partner, AAW, or both. These Third Party Partners will have their own rules about the collection, use, and disclosure of information. We encourage you to review the privacy policies of the other websites you visit.
5. YOUR RIGHTS
You may exercise any of the rights described in this section by sending an email to firstname.lastname@example.org . Please note that we may ask you to verify your identity before taking further action on your request.
5.1 Managing Your Information.
You may access and update some of your information through your member profile settings. You are responsible for keeping your personal information up-to-date.
5.2 Rectification of Inaccurate or Incomplete Information.
You have the right to ask us to correct inaccurate or incomplete personal information concerning you (and which you cannot update yourself within your AAW Profile).
5.3 Data Access and Portability.
In some jurisdictions, applicable law may entitle you to request copies of your personal information held by us. You may also be entitled to request copies of personal information that you have provided to us in a structured, commonly used, and machine-readable format and/or request us to transmit this information to another service provider (where technically feasible).
5.4 Data Retention and Erasure.
We generally retain your personal information for as long as is necessary for the performance of our membership benefit obligations and to comply with our legal obligations. If you no longer want us to use your information to provide the AAW Website to you, you can request that we erase your personal information and close your AAW membership account. Please note that if you request the erasure of your personal information:
We may retain some of your personal information as necessary for our legitimate business interests, such as to enable you to reengage your membership benefits in the event your membership expires.
For fraud detection and prevention and enhancing safety. For example, if we suspend an AAW Account for fraud or safety reasons, we may retain certain information from that AAW Account to prevent that user or customer from opening a new AAW Account in the future.
We may retain and use your personal information to the extent necessary to comply with our legal obligations. For example, AAW may keep some of your information for tax, legal reporting and auditing obligations.
Information you have shared with others (e.g., forum postings) may continue to be publicly visible on the Site, even after your AAW Account is cancelled. Additionally, some copies of your information (e.g., log records) may remain in our database, but are disassociated from personal identifiers.
Because we maintain the AAW website to protect from accidental or malicious loss and destruction, residual copies of your personal information may not be removed from our backup systems for a limited period of time.
5.5 Withdrawing Consent and Restriction of Processing.
Where you have expressly provided your consent to the processing of your personal information by AAW you may withdraw your consent at any time by changing your profile settings or by sending a communication to AAW specifying which consent you are withdrawing. Please note that the withdrawal of your consent does not affect the lawfulness of any processing activities based on such consent before its withdrawal. Additionally, in some jurisdictions, applicable law may give you the right to limit the ways in which we use your personal information, in particular where (i) you contest the accuracy of your personal information; (ii) the processing is unlawful and you oppose the erasure of your personal information; (iii) we no longer need your personal information for the purposes of the processing, but you require the information for the establishment, exercise or defense of legal claims; or (iv) you have objected to the processing pursuant to Section 5.6 and pending the verification whether the legitimate grounds of AAW override your own.
5.6 Objection to Processing.
In some jurisdictions, applicable law may permit you to legally object to AAW's processing. In these instances, you may require AAW not to process your personal information for specific purposes (including profiling) where such processing is based on legitimate interest. If you object to such processing AAW will no longer process your personal information for these purposes unless we can demonstrate a legal basis for doing so or such processing is required for the establishment, exercise or defense of legal claims.
At any time, regardless of applicable law, you may object to us processing your personal information for direct marketing purposes. You may, at any time, ask AAW to cease processing your data for these direct marketing purposes by sending an e-mail to email@example.com.
5.7 Lodging Complaints.
6. OPERATING GLOBALLY
6.1 EU Model Clauses.
Since your information is not shared with corporate affiliates or third party companies or service providers outside the EEA, no provisions on the part of AAW are necessary for other corporate affiliate or third party company or service provider to ensure an adequate level of data protection. This agreement may incorporate the basis of the EU Model Clauses (a set of clauses issued by the European Commission).
We are continuously implementing and updating administrative, technical, and physical security measures to help protect your information against unauthorized access, loss, destruction, or alteration. Some of the safeguards we use to protect your information are firewalls and data encryption, and information access controls. If you know or have reason to believe that your AAW membership account credentials have been lost, stolen, misappropriated, or otherwise compromised or in case of any actual or suspected unauthorized use of your AAW membership account, please contact us following the instructions in the Contact Us section below.
9. CONTACT US
or contact us at: American Association of Woodturners, 75 West 5th Street, Saint Paul, MN 55102