ALIFDO Privacy Policy – May 2018
ALIFDO is committed to protecting your privacy and is responsible for your personal data. This Privacy Policy explains how we collect and use your personal data and which rights and options you have in this respect.
Which personal data do we collect?
The personal data we collect may include:
§ Contact information, such as your name, postal address, business address, telephone number, mobile phone number, fax number and email address;
§ Work information, such as your job title, employer, name of department, city based in and practice areas;
§ Payment data, such as data related to payments made to ALIFDO and other related billing information;
§ Your password for the ALIFDO website or other password protected platforms or benefits, where you have one; and
§ Special categories of personal data. For example, in connection with the registration for and provision of access to an event or seminar, we may ask for information about your health for the purpose of identifying and being considerate of any disabilities or special dietary requirements you may have. Any use of such information is based on your consent. If you do not provide any such information about disabilities or special dietary requirements, we will not be able to take any respective precautions.
How do we collect your personal data?
We may collect personal data about you in a number of circumstances, including:
§ When you or your organisation browse, make an enquiry or otherwise interact on our website or with us;
§ When you sign up to and when you attend a conference or another event;
§ When you sign up to receive information from us, including our newsletters, member directories and journals; and
§ When you participate in any information sharing activities including those activities within your practice areas.
Are you required to provide personal data?
Yes. To become a member of ALIFDO you need to provide us a with a minimal level of information about you, which, as of the date of this Policy, is limited to your work coordinates and practice areas. As part of the membership application you get to choose whether you consent to such information becoming available to all other members via ALIFDO’s directory of members.
For which purposes will we use your personal data?
We may use your personal data for the following purposes only ("Permitted Purposes"):
§ Managing and administering your or your employing organisation's relationship with ALIFDO, including processing payments, accounting, auditing, billing and collection, support services;
§ To analyse and improve membership benefits and communications to you;
§ To communicate with you in furtherance of ALIFDO’s objectives and deliverables;
§ Protecting the security of and managing access to our IT and communication systems, online platforms, websites and other systems, preventing and detecting security threats, fraud or other criminal or malicious activities;
§ For insurance purposes;
§ For monitoring and assessing compliance with our policies and standards;
§ To comply with any legal and regulatory obligations and requests, including reporting to and/or being audited by any regulatory bodies;
§ To comply with court orders and exercises or defend our legal rights; and
§ For any purpose related or ancillary to any of the above or any other purpose for which your personal data was provided to us.
Where you have expressly given us your consent, we may process your personal data also for the following purposes:
§ Listing you on ALIFDO’s directory of members which is available to all our members and disclosing your personal data including your name, title, employer, name of department, city based in, phone number, email address and your practice areas.
We will not use your personal data for taking any automated decisions affecting you or creating profiles other than described above.
Depending on for which of the above Permitted Purposes we use your personal data, we may process your personal data on one or more of the following legal grounds:
§ Because processing is necessary for the performance of your instruction or the performance of ALIFDO’s objectives;
§ To comply with our legal obligations (e.g. to keep records for tax purposes); or
§ Because processing is necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, provided that such interests are not overridden by your interests or fundamental rights and freedoms.
In addition, the processing may be based on your consent where you have expressly given that to us.
With whom will we share your personal data?
We may share your personal data in the following circumstances:
§ We may share your personal data with courts, law enforcement authorities, regulators or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;
§ We may also instruct service providers within or outside of ALIFDO, domestically or abroad, e.g. shared service centres such as Weebly, Mailchimp, and Dropbox, to process personal data for the Permitted Purposes on our behalf and in accordance with our instructions only. ALIFDO will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers; and
§ We may also use aggregated personal data and statistics for the purpose of monitoring usage of our website or other similar tools (e.g., newsletter) in order to help us develop our website, such tools and member benefits.
Otherwise, we will only disclose your personal data when you direct us or give us permission, when we are required by applicable law or regulations or judicial or official request to do so, or as required to investigate actual or suspected fraudulent or criminal activities.
Personal data about other people which you provide to us
If you provide personal data to us about someone else (such as your colleagues in an ALIFDO group membership application) you must ensure that you are entitled to disclose that personal data to us and that, without our taking any further steps, we may collect, use and disclose that personal data as described in this Privacy Policy. In particular, you must ensure the individual concerned is aware of the various matters detailed in this Privacy Policy, as those matters relate to that individual, including our identity, how to contact us, our purposes of collection, our personal data disclosure practices (including disclosure to overseas recipients), the individual's right to obtain access to the personal data and make complaints about the handling of the personal data, and the consequences if the personal data is not provided (such as our inability to provide member benefits).
Keeping personal data about you secure
We will take appropriate technical and organisational measures to keep your personal data confidential and secure in accordance with our internal procedures covering the storage, disclosure of and access to personal data. Personal data may be kept on our personal data technology systems, those of our contractors or in paper files.
Transferring your personal data abroad
ALIFDO is a globally active organisation. We may transfer your personal data abroad if required for the Permitted Purposes as described above. This may include countries which do not provide the same level of protection as the laws of your home country. We will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by the General Data Protection Regulation (EU) 2016/679 or other relevant laws.
When your personal data is processed abroad, ALIFDO will at all times ensure a level of data protection at least as protective as that required in the European Economic Area. We will also require our agents, consultants and sub-contractors and others who are outside the European Economic Area and to whom we transfer your personal data to ensure a similar level of data protection.
When doing so we will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data,
Updating personal data about you
If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware we have any inaccurate personal data about you, please let us know by sending an email to [email protected]. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete Personal Data that you provide to us.
For how long do we retain your personal data?
Your personal data will be deleted when it is no longer reasonably required for the Permitted Purposes or you withdraw your consent (where applicable) and we are not legally required or otherwise permitted to continue storing such data. We will, in particular, retain your personal data where required for ALIFDO to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled.
Your rights
Subject to certain legal conditions, you have the right to request a copy of the personal data about you which we hold, to have any inaccurate personal data corrected and to object to or restrict our using your personal data. You may also make a complaint if you have a concern about our handling of your personal data.
If you wish to do any of the above please send an email to [email protected].
We will consider any requests or complaints which we receive and provide you with a response in a timely manner. If you are not satisfied with our response, you may take your complaint to the relevant privacy regulator. We will provide you with details of your relevant regulator upon request.
Updates to this Privacy Policy
This Privacy Policy was last updated on the date stated on the first page of this document. We reserve the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. In case of any such changes, we will email the changed Privacy Policy to you via your email address registered with us. The changes will take effect as soon as they are sent by us.
How to get in touch with ALIFDO
We welcome your views about our website and our Privacy Policy. If you would like to contact us with any queries or comments, please send an email to [email protected].
ALIFDO is committed to protecting your privacy and is responsible for your personal data. This Privacy Policy explains how we collect and use your personal data and which rights and options you have in this respect.
Which personal data do we collect?
The personal data we collect may include:
§ Contact information, such as your name, postal address, business address, telephone number, mobile phone number, fax number and email address;
§ Work information, such as your job title, employer, name of department, city based in and practice areas;
§ Payment data, such as data related to payments made to ALIFDO and other related billing information;
§ Your password for the ALIFDO website or other password protected platforms or benefits, where you have one; and
§ Special categories of personal data. For example, in connection with the registration for and provision of access to an event or seminar, we may ask for information about your health for the purpose of identifying and being considerate of any disabilities or special dietary requirements you may have. Any use of such information is based on your consent. If you do not provide any such information about disabilities or special dietary requirements, we will not be able to take any respective precautions.
How do we collect your personal data?
We may collect personal data about you in a number of circumstances, including:
§ When you or your organisation browse, make an enquiry or otherwise interact on our website or with us;
§ When you sign up to and when you attend a conference or another event;
§ When you sign up to receive information from us, including our newsletters, member directories and journals; and
§ When you participate in any information sharing activities including those activities within your practice areas.
Are you required to provide personal data?
Yes. To become a member of ALIFDO you need to provide us a with a minimal level of information about you, which, as of the date of this Policy, is limited to your work coordinates and practice areas. As part of the membership application you get to choose whether you consent to such information becoming available to all other members via ALIFDO’s directory of members.
For which purposes will we use your personal data?
We may use your personal data for the following purposes only ("Permitted Purposes"):
§ Managing and administering your or your employing organisation's relationship with ALIFDO, including processing payments, accounting, auditing, billing and collection, support services;
§ To analyse and improve membership benefits and communications to you;
§ To communicate with you in furtherance of ALIFDO’s objectives and deliverables;
§ Protecting the security of and managing access to our IT and communication systems, online platforms, websites and other systems, preventing and detecting security threats, fraud or other criminal or malicious activities;
§ For insurance purposes;
§ For monitoring and assessing compliance with our policies and standards;
§ To comply with any legal and regulatory obligations and requests, including reporting to and/or being audited by any regulatory bodies;
§ To comply with court orders and exercises or defend our legal rights; and
§ For any purpose related or ancillary to any of the above or any other purpose for which your personal data was provided to us.
Where you have expressly given us your consent, we may process your personal data also for the following purposes:
§ Listing you on ALIFDO’s directory of members which is available to all our members and disclosing your personal data including your name, title, employer, name of department, city based in, phone number, email address and your practice areas.
We will not use your personal data for taking any automated decisions affecting you or creating profiles other than described above.
Depending on for which of the above Permitted Purposes we use your personal data, we may process your personal data on one or more of the following legal grounds:
§ Because processing is necessary for the performance of your instruction or the performance of ALIFDO’s objectives;
§ To comply with our legal obligations (e.g. to keep records for tax purposes); or
§ Because processing is necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, provided that such interests are not overridden by your interests or fundamental rights and freedoms.
In addition, the processing may be based on your consent where you have expressly given that to us.
With whom will we share your personal data?
We may share your personal data in the following circumstances:
§ We may share your personal data with courts, law enforcement authorities, regulators or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;
§ We may also instruct service providers within or outside of ALIFDO, domestically or abroad, e.g. shared service centres such as Weebly, Mailchimp, and Dropbox, to process personal data for the Permitted Purposes on our behalf and in accordance with our instructions only. ALIFDO will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers; and
§ We may also use aggregated personal data and statistics for the purpose of monitoring usage of our website or other similar tools (e.g., newsletter) in order to help us develop our website, such tools and member benefits.
Otherwise, we will only disclose your personal data when you direct us or give us permission, when we are required by applicable law or regulations or judicial or official request to do so, or as required to investigate actual or suspected fraudulent or criminal activities.
Personal data about other people which you provide to us
If you provide personal data to us about someone else (such as your colleagues in an ALIFDO group membership application) you must ensure that you are entitled to disclose that personal data to us and that, without our taking any further steps, we may collect, use and disclose that personal data as described in this Privacy Policy. In particular, you must ensure the individual concerned is aware of the various matters detailed in this Privacy Policy, as those matters relate to that individual, including our identity, how to contact us, our purposes of collection, our personal data disclosure practices (including disclosure to overseas recipients), the individual's right to obtain access to the personal data and make complaints about the handling of the personal data, and the consequences if the personal data is not provided (such as our inability to provide member benefits).
Keeping personal data about you secure
We will take appropriate technical and organisational measures to keep your personal data confidential and secure in accordance with our internal procedures covering the storage, disclosure of and access to personal data. Personal data may be kept on our personal data technology systems, those of our contractors or in paper files.
Transferring your personal data abroad
ALIFDO is a globally active organisation. We may transfer your personal data abroad if required for the Permitted Purposes as described above. This may include countries which do not provide the same level of protection as the laws of your home country. We will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by the General Data Protection Regulation (EU) 2016/679 or other relevant laws.
When your personal data is processed abroad, ALIFDO will at all times ensure a level of data protection at least as protective as that required in the European Economic Area. We will also require our agents, consultants and sub-contractors and others who are outside the European Economic Area and to whom we transfer your personal data to ensure a similar level of data protection.
When doing so we will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data,
Updating personal data about you
If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware we have any inaccurate personal data about you, please let us know by sending an email to [email protected]. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete Personal Data that you provide to us.
For how long do we retain your personal data?
Your personal data will be deleted when it is no longer reasonably required for the Permitted Purposes or you withdraw your consent (where applicable) and we are not legally required or otherwise permitted to continue storing such data. We will, in particular, retain your personal data where required for ALIFDO to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled.
Your rights
Subject to certain legal conditions, you have the right to request a copy of the personal data about you which we hold, to have any inaccurate personal data corrected and to object to or restrict our using your personal data. You may also make a complaint if you have a concern about our handling of your personal data.
If you wish to do any of the above please send an email to [email protected].
We will consider any requests or complaints which we receive and provide you with a response in a timely manner. If you are not satisfied with our response, you may take your complaint to the relevant privacy regulator. We will provide you with details of your relevant regulator upon request.
Updates to this Privacy Policy
This Privacy Policy was last updated on the date stated on the first page of this document. We reserve the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. In case of any such changes, we will email the changed Privacy Policy to you via your email address registered with us. The changes will take effect as soon as they are sent by us.
How to get in touch with ALIFDO
We welcome your views about our website and our Privacy Policy. If you would like to contact us with any queries or comments, please send an email to [email protected].