Privacy Policy for Rotary 3205 Mobile Application

1. Who We Are (Data Fiduciary)

Rotary International District 3205 is the Data Fiduciary responsible for the processing of your personal data through this App.

Contact Information:

For privacy and data protection related queries, please contact District General secretary. You can find contact information of DGS by signing into Rotary 3205 mobile application.

2. Information We Collect

We collect various types of information from and about users of our App for the purposes outlined below.

a. Information You Provide Directly to Us (Personal Data):

• Member Directory Information:
  • Personal Identification Data: Name (First Name, Last Name), Rotary Member ID, Club Name, Classification, Spouse's Name (if provided).
  • Contact Information: Email address, phone number (mobile and landline), postal address.
  • Professional Information: Occupation (if provided).
  • Profile Photo: If you choose to upload one.
• District Officer Information: In addition to the above, specific roles and responsibilities within the district.
• Account Information: Your username and password for logging into the App.
• Monthly Club Reports: Data entered by club officers, which may include:
  • Attendance figures
  • Project details and descriptions
  • Financial summaries (if applicable, without individual member personal financial data)
  • Narrative reports on club activities.
• Communications: Any information you provide when you contact us for support, inquiries, or feedback.
• Changes to Member Record: Any updates or modifications you make to your personal information within the App.

b. Information Collected Automatically:

• Device Information: We may collect information about the device you use to access the App, including the device model, operating system version, unique device identifiers, and mobile network information.
• Usage Data: We may collect information about how you access and use the App, such as the features you use, the sections you visit, the time and date of your visits, and the duration of your sessions. This data is primarily collected for analytical purposes to improve the App's functionality and user experience.
• Log Data: When you use the App, our servers automatically record information that your device sends, which may include your IP address, browser type, and referrer.

3. How We Use Your Information (Purposes and Legal Basis)

We use the information we collect for the following purposes, based on principles of legitimate and lawful use:

• To Provide and Maintain the App's Functionality (Deemed Consent/Necessary for Service):
  • To allow members to access the directory of members and officers.
  • To enable members to log in and manage their personal records.
  • To allow clubs to submit monthly reports online.
  • To enable district officers to view and act on monthly reports.
  • To provide support and respond to your inquiries.

  This processing is necessary for the performance of a contract (your membership with Rotary and use of the App) or for purposes for which you have voluntarily provided your personal data.

• To Improve and Personalize the App (Legitimate Interest/Business Purpose):
  • To understand how users interact with the App and identify areas for improvement.
  • To develop new features and enhance existing ones.
  • To ensure the App's stability and performance.
• For Communication (Legitimate Interest/Business Purpose or Consent):
  • To send you important notifications related to the App, your membership, or district activities (e.g., updates on club reports, policy changes).
  • To provide information about Rotary International District 3205 events and initiatives.

  (Where required by applicable Indian laws, we will obtain your explicit consent for specific marketing communications.)

• For Security and Fraud Prevention (Legitimate Interest/Compliance with Law):
  • To detect and prevent fraudulent or unauthorized access to the App.
  • To ensure the security and integrity of our systems and data.
  • To comply with legal obligations (e.g., reporting security breaches, law enforcement requests).
• For Internal Operations and Reporting (Legitimate Interest/Business Purpose):
  • To facilitate the administrative operations of Rotary International District 3205.
  • To compile aggregated, anonymized statistics on app usage and club reporting for internal analysis and planning.

4. Sharing Your Information

We do not sell your personal data. We may share your information with the following categories of recipients only when necessary and in compliance with this Privacy Policy:

• Within Rotary International District 3205:
  • Other Members of Your Club: Your basic directory information (name, email, phone number, classification, spouse's name if provided, profile photo) is visible to other members within your own Rotary club for networking and communication purposes.
  • District Officers: Relevant personal data and club reports are accessible to district officers for the purpose of managing district operations and reviewing club activities.
  • Other Members of Rotary International District 3205: Limited directory information (e.g., name, club name, classification) may be visible to all members of District 3205 for general networking.
• Data Processors/Service Providers: We may engage third-party service providers (Data Processors) to perform functions on our behalf, such as hosting, data analytics, technical support, and security services. These providers are bound by contractual obligations to keep your personal data confidential and to use it only for the purposes for which we disclose it to them, acting only on our instructions, in compliance with applicable laws.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency) as permissible under applicable laws.
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our App of any change in ownership or uses of your personal data, as well as any choices you may have regarding your personal data.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, accidental loss, disclosure, alteration, or destruction. These measures include:

• Encryption: Data transmitted to and from the App is encrypted using industry-standard protocols (e.g., HTTPS).
• Access Controls: Access to personal data is restricted to authorized personnel who have a legitimate need to access it for their job functions.
• Regular Security Audits: We conduct regular security assessments to identify and address potential vulnerabilities.
• Data Minimization: We only collect personal data that is necessary for the stated purposes.
• Password Protection: User accounts are protected by passwords, and we encourage users to create strong, unique passwords.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Member Directory Data: Retained as long as you are an active member of Rotary International District 3205. Upon termination of your membership, your personal data will be anonymized or deleted, unless we are legally obliged to retain it for a longer period as per Indian law.
• Monthly Club Reports: Retained for [Specify a reasonable period, e.g., 5-7 years] for historical record-keeping, district planning, and auditing purposes.
• Usage and Log Data: Retained for a shorter period, typically for [Specify a period, e.g., 12 months], for analytics and troubleshooting.

7. Your Data Principal Rights

As a Data Principal under applicable Indian data protection law, you have the following rights regarding your personal data:

• Right to Information about Personal Data: You have the right to obtain a summary of the personal data being processed, and the processing activities undertaken, along with a description of the personal data and categories of personal data being processed.
• Right to Correction and Erasure: You have the right to seek correction and erasure of your personal data. You can also update much of your member record directly within the App.
• Right to Grievance Redressal: You have the right to an effective mechanism to address any grievance in respect of the performance of the duties of a Data Fiduciary.
• Right to Nominate: You have the right to nominate any other individual who shall, in the event of your death or incapacity, exercise your rights.

To exercise any of these rights, please contact us using the contact information provided in Section 1 of this Privacy Policy. We will respond to your request as expeditiously as possible, and in any event within the timelines prescribed by applicable Indian law.

8. Children's Privacy

The Rotary 3205 App is not intended for use by individuals under the age of 18, in accordance with applicable Indian data protection law. We do not knowingly collect personal data from children under 18. If we become aware that we have inadvertently collected personal data from a child under 18 without parental consent, we will take steps to delete that information as soon as possible.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy. We may also notify you via email or through a prominent notice within the App prior to the change becoming effective. You are advised to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact District General Secretary. Sign into rotary 3201 to obtain contact informaiton of the current district general secretary.