PRIVACY POLICY
FOR ROTARY DISTRICT 9685 Inc.
 
 
 
Introduction
Rotary District 9685 (individually or collectively, the “Rotary District”) and The Rotary Foundation (TRF) respect your privacy and are committed to protecting it by complying with this privacy policy (“Policy”). Safeguarding the data entrusted to our care by members of clubs within this Rotary District, program participants, and others is of the utmost importance to us.
 
This Policy describes our practices for collecting, using, protecting, disclosing, and disposing of personal data. It also describes the types of data that we may collect from you or that you may provide to us when you:
  • Visit our website, https://www.rotarydistrict9685.org.au/ (“Website”)
  • Join or maintain membership in a Rotary club or Rotaract club in this Rotary District
  • Interact with Rotary International (“RI”), The Rotary Foundation, and partner organisations
  • Register for or attend events we host
  • Use our services
  • Participate in our programs
 
Membership Management Software - ClubRunner
District 9685 uses ClubRunner for its membership management software and to publish its website, maintain its database, manage events and synchronise with Rotary International and The Rotary Foundation. 
 
The ClubRunner Privacy Policy is available at: https://site.clubrunner.ca/Page/privacy-policy
 
ClubRunner, are committed to protecting your privacy. ClubRunner is committed to protecting your personal information and has developed policies and procedures to ensure their compliance with their own Security and Privacy Policy and with applicable International laws.
 
ClubRunner also understands your concerns about online security and take reasonable measures to help protect information about you from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction. ClubRunner is a privately held Canadian company with headquarters in Oakville, Ontario, Canada.
 
Data We Collect About You and How We Collect It
We collect several types of personal data, including information by which you could be personally identified, such as your name, postal address, email address, telephone number, gender, financial data, vocation, date of birth, partner details, involvement history or other information that might identify you (“personal data”).
 
We collect data from the following people:
  • Users of our Website
  • Members of Rotary clubs and Rotaract clubs within this Rotary District
  • People who apply for membership of Rotary and Rotaract clubs within this Rotary District
  • Members of Interact clubs within this Rotary District, if the Interactors’ parents or legal guardian have consented
  • People who participate in Rotary District 9685 programs (if applicable, with the consent of parents or legal guardian)
  • People who participate in this Rotary District’s events
 
We collect this data:
  • Directly from you when you provide it to us
  • From RI or from clubs within this Rotary District, The Rotary Foundation, and partner organizations
 
Data You Provide to Us
We collect personal data you provide when you interact with our Website or with the Rotary District, including any interaction offline or in person, such as when you:
  • Contact this Rotary District to make an inquiry, including an inquiry about membership
  • Join a Rotary club in this Rotary District or any associated Rotaract or Interact club
  • Register on District 9685 ClubRunner managed website and data management system
  • Use services on our Website, including:
  • Donating to The Rotary Foundation
 
  • Register for Rotary District 9685 events
  • Provide personal data on paper forms
  • Submit applications for programs such as scholarships
 
Usage Details, IP Addresses, Cookies, and Other Technologies
As you interact with our Website, we may automatically collect data about your equipment and your browsing actions and patterns. For further Tracking technologies see the ClubRunner Privacy Policy at  https://site.clubrunner.ca/Page/privacy-policy
 
 
How We Use Your Personal Data
We use the personal data about you that we collect or that you provide to us to:
  • Present our Website and its content to you
  • Perform our core business purposes, including:
  • Fulfilling the Rotary District’s obligations to members of Rotary clubs and Rotaract clubs within this Rotary District, program participants, and other individuals and entities, such as:
  • Processing financial transactions
  • Supporting The Rotary Foundation and other fundraising efforts
  • Facilitating event planning
  • Communicating key organizational messages through Rotary District publications and other materials
  • Supporting the programs of this Rotary District or programs and members of Rotary clubs within this Rotary District
  • Complying with legal requirements
 
Disclosure of Your Personal Data
We may disclose aggregated data about our users, or data that cannot be used to identify any individual, without restriction.
 
We may disclose the personal data that we collect or that you provide as described in this Policy to:
  • Rotary International, to meet District 9685 program requirements and other obligations (read Rotary’s privacy policy at rotary.org/privacy)
  • The Rotary club or Rotaract club in which you are a member (if applicable)
 
We may also disclose your personal data:
  • To comply with a court order, law, or legal process, or respond to a government or regulatory request;
  • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of members of Rotary clubs or Rotaract clubs in this Rotary District, participants in this Rotary District’s programs and events, Rotary clubs and Rotaract clubs in this Rotary District, RI, or others;
  •  share the information with Rotary International and other Rotary Clubs and Districts in Australia and overseas;
  • disclose the information to outside parties in the course of undertaking Rotary activities and programs.
 
  • We will not disclose, sell or trade your personal information to any organisation other than as set out above.
  • You may access your information at any time. If you require access to your personal information, or have any concerns regarding its use, please contact us by e-mail to the  districtsecretary@rotarydistrict9685.org.au
 
 
Disposing of Your Personal Data
This Rotary District retains personal data identifying you for as long as necessary in the circumstances — for instance, as long you are a member of a club in this Rotary District or have a relationship with this Rotary District, or as may be needed to enforce or defend contract claims or as is required by applicable law. We may also retain personal data that records your club officer and committee history, Learning and Development achievements and contributions to The Rotary Foundation in case you rejoin or to invite you to events we believe are relevant. Personal data that we no longer need will be disposed of and/or anonymized so you can no longer be identified from it.
 
Choices About How We Use and Disclose Your Personal Data
We have created ways for you to control the use and disclosure of your data.
For tracking technologies and advertising: You can set your browser to refuse all or some cookies or to alert you when cookies are being sent. If you disable or refuse cookies, note that some parts of the Website may be inaccessible to you or may not function properly.
Accessing and Correcting Your Personal Data
You may request access to your personal data, or ask for a correction or deletion, by:
 
We may not accommodate a request to change or delete data if we believe the change or deletion would violate any law or legal requirement or cause the data to be incorrect.
 
Children
Our Website is not intended for children. We do not knowingly collect personal data from or about children without parental consent. Children should not use or provide any personal data on our Website, or on or through any of its features, register on our Website, make any purchases through our Website, use any of the interactive or public comment features of our Website, or provide to us any personal data about yourself, including your name, address, telephone number, email address, or any screen name or user name. If we learn that we have collected or received personal data from a child, we will delete that personal data. If you believe we might have any personal data from or about a child, please contact us at districtsecretary@rotarydistrict9685.org.au
 
Data Security
ClubRunner is committed to protecting your personal information and has developed policies and procedures to ensure our compliance with our own Security and Privacy Policy and with applicable International laws.
 
We also understand your concerns about online security and take reasonable measures to help protect information about you from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction. 
 
ClubRunner has a hierarchy of Access levels that controls what data that can be accessed by approved club and district officers. The level of access is made available by the applicable administrator and should be approved by the club board and in the case of District, by COTA*. 
 
Should violation of the Privacy Policy for District 9685 occur, upon submission of a complaint, the matter will be investigated by the District Governor and if required referred to COTA.
See Accessing and Correcting your Personal data.
 
Changes to Our Privacy Policy
Rotary District 9685 may change, add, or remove portions of this Policy at any time. These modifications shall take effect immediately on being posted on this page. The date the Policy was last revised is noted at the bottom of the page. It is your responsibility to review this Policy for any changes.
 
Contact Information
If you have any questions  about our Rotary District’s privacy protection practices, please contact us at    districtsecretary@rotarydistrict9685.org.au              
 
Last modified: 10 September 2021
 
*COTA  The Committee of the Association  (D9685 management executive)