1. TERMS OF SERVICE
IWF Bologna provides free access to its website www.iwfbologna.com (the “Website“) and a series of services (the “Services“), hosted on the Website, with the aim to found and maintain an online community of women coming from different countries, who live in or have a connection with Bologna.
The following are the Website terms of service (the “Terms of Service“), which will be considered implicitly accepted if you use our Services or visit the Website.
IWF Bologna reserves the right to modify, add or delete, some or all of the provisions herein, even without prior notice. The new Terms of Service will be published in this section of the Website. Each user is obliged to check periodically if the Terms of Service herein have changed since their previous visit to the Website.
If you do not agree with the Terms of Service, you can delete your account at any time by sending a request to membership@iwfbologna.com. In any case, if you keep using our Services, the new Terms of Service will be considered implicitly accepted.
IWF Bologna accepts no responsibility nor liability whatsoever with regard to the Services provided. IWF Bologna expressly reserves the right to modify, suspend and terminate the Services, even partially, including access to the database and other material. Therefore, IWF Bologna shall not be liable for any damage suffered by the users due to any disruption of the Services, which may be caused, for example, by planned or supplementary maintenance work of the Website or the Forum.
Likewise, IWF Bologna shall not be liable for any damage due to events beyond its reasonable control, including but not limited to acts of God, strikes, fire, floods, government orders, events attributable to any third party which can prevent, directly or indirectly, access to the Website and related Services.
1.1 ACCESS TO SERVICES
The Services offered by IWF Bologna must be used exclusively for private purposes. No material or information extracted from the Website or the Forum may be used or exploited for any purpose different from those set out herein without the prior consent of the user who uploaded it.
The Services are provided through the Internet. It is up to you to check if your Internet connection, hardware and software are suitable in order to use the Services. IWF Bologna shall not be liable for any hardware or software malfunction which makes access to the Services more difficult, discontinuous or impossible.
1.2 FORUM
Registered users can use the Forum to post their content, without prejudice to any third party’s rights, and on condition that the content is not offensive, illegal or libellous in any way. IWF Bologna does not perform any preventive control over the content posted by the users, who are solely responsible for their own content and the consequences of posting or publishing it.
Therefore, you are fully responsible for the content you post or publish, and you declare to have the intellectual property right of that content, or you are entitled to use it in that manner.
IWF Bologna does not verify the truthfulness and the legality of the content published by the users.
If you believe that someone else’s content is infringing on your copyrights or is offensive, inappropriate, obscene or unlawful in any way, you may report any abuse to our Website’s administrators by e-mail to the address membership@iwfbologna.com. The administrators will promptly intervene and, if needed, will report the abuse to the competent Authority.
Each user agrees to indemnify and hold IWF Bologna harmless against any claim concerning the content posted or published by users.
1.3 JOB BANK
1.4 LOGIN INFORMATION
1.5 INTELLECTUAL PROPERTY RIGHTS AND LINKS
Unless otherwise provided for, and with the exception of the content posted or published by the users, IWF Bologna has the exclusive intellectual property of all the Website’s and the Forum’s materials, which are protected by copyright pursuant to the Italian Act no. 633/1941.
Therefore, you cannot perform any action that infringes or violates the Website or Forum’s copyrights, including but not limited to the following:
(i) duplicate on any support transform, rephrase, translate, adapt, modify, temporarily or permanently, in whole or in part, by any means and in any form;
(ii) load, display, publish, broadcast to the public, transfer or save, by any means, Internet included;
(iii) sell, license, sub-license, transfer or make available to any third party, in any way or by any means, in return for payment or free of charge;
(iv) use or make copies for advertising, promotion or commercial purposes or any other purpose different from surfing the Website or using the Services.
Any derogation from the Terms of Services herein must be expressly approved in writing by IWF Bologna. Nonetheless, every authorized operation must pursue a legitimate aim and comply with the law.
2. PRIVACY POLICY
About us:
Your privacy is very important to the IWF Bologna. Your personal data will be collected and processed only to the extent strictly necessary to offer our services and let you join our community. The Website may include links to other websites, whose content is not under our control. Therefore, if you choose to visit those websites, we recommend that you check their privacy policy.
This Privacy Policy deals with the data processing carried out by IWF Bologna, and it is therefore IWF Bologna who qualifies as data controller in respect of your personal data.
In this Privacy Policy references to “we” or “us” or “IWF Bologna” are to:
International Women’s Forum Bologna, an association (associazione di promozione sociale) registered in Italy (fiscal code 911731), at Via del Piombo no. 5, Bologna 40125.
We act as a data controller in respect of your personal data that we process.
If you have any questions about how we collect, store or use your data, you may contact us via membership@iwfbologna.com.
What personal data do we process?
The personal data that we collect and process will depend on our relationship with you. Generally, it is limited to your full name, e-mail address, username, data of birth and bank details. Please see the overview below for more detailed information.
How do we collect that personal data?
We collect personal data:
- face to face (directly from you);
- by e-mail;
- via our Website;
- by telephone.
Who do we collect personal data from?
We collect personal data:
- from you;
- from current members (in case you are a guest at one of our events);
- from publicly available sources (such as Internet search engines and social media in case you are a supplier).
What will we use your personal data for?
We may use your personal data for a number of different purposes. In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your personal data:
- We need to use your personal data to facilitate you entering into a membership agreement with us;
- We have a legal or regulatory obligation to use your personal data;
- You have given us your explicit consent.
Whenever you visit the Website, some data will be automatically collected, such as the data regarding navigation, pages visited, time of each visit and city from which you are connecting. To do that, we run the services offered by Google Analytics, properly configured in order to partially hide your IP address and prevent your identification as much and as safely as possible. The data will be collected in anonymous and aggregate form, which does not allow you to be identified. Such data will show us the global trend of visits in order to improve the Website, their content and your navigation experience.
The Website has been developed using appropriate measures to avoid any collection of personal data during normal navigation. However, in order to use some services registration is required. During registration you will be asked to provide us with some personal information, such as your name, your e-mail address, your interests, hobbies etc. Some of this information is necessary in order to provide you with the credentials for the login, identify you in our community and provide you with some Services, such as the newsletter. Other information is optional and is requested to help you join our community and introduce yourself to other members of IWF Bologna. After registration, your profile will be visible only to registered users. Likewise, registered users can access the content you post in the Forum and in other interactive areas. We consequently discourage you from posting any confidential information. In any case, your personal data will not be disseminated nor communicated to any third party for advertising or any other purpose, except as a result of legal obligation or authority order.
Among the Website’s features you will find a link-button to Facebook, Instagram and LinkedIn, which allows you to directly visit our pages on there. The link will lead to you to the log-in page, where you are supposed to register or log-in in order to access our page.
The table below includes a general overview of relevant purposes for which IWF Bologna processes your data in the context of various activities, the relevant legal basis and the retention period.
| PURPOSE/ACTIVITY | DATA CATEGORY | DATA SUBJECT | LEGAL BASIS | RETENTION PERIOD |
|---|---|---|---|---|
Membership – to set you up as a Member, provide services to you and to communicate with you | Name, surname, e-mail address, date of birth, username | Members | Performance of a contract (Association Statute) | Membership duration |
Promoting the IWF | Name, surname, e-mail address | Guests | Performance of a pre-contract obligation (collecting information before filing the application) | Single event duration |
Payment of membership fees and organisation of events | Payment receipts and bank details | Members Suppliers | Performance of a contract (Association Statute) | 10 years from the end of the membership |
Facilitating access to all online membership benefits | Website login and password | Members | Performance of a contract (Association Statute) | Membership duration |
Reviewing, assessing, tailoring and improving use of Website | Cookies | Website and forum users | Consent | User session |
Association purposes (organisation of interest groups) | Name, surname, e-mail address, phone number | Group Leaders | Performance of a contract (Association Statute) | Until the end of their task |
Association purposes (organisation of interest groups) | Name, surname, e-mail address, phone number | Members participating in interest groups | Performance of a contract (Association Statute) Consent | As long as they express interest in the group |
Organisation of events/activities for Members | Name, surname, e-mail address, phone number | Suppliers | Performance of a contract (Association Statute) | 10 years from the end of the supplier agreement |
Promotion of IWF activities by sending out email communications | E-mail address | Members | Consent | Membership duration or consent revocation |
Enabling communication between Members via Website | Forum contents | Members | Consent | Membership duration or consent revocation |
Promotion and marketing of IWF events and activities | Pictures and videos taken during the events (could be posted on social media) | Guests Members | Consent | Consent revocation |
Complying with our legal or regulatory obligations and managing our business operations such as maintaining accounting records, receiving professional advice (e.g., tax or legal advice) or facilitating payment of our services | Name, surname, e-mail address, phone number, username, forum contents, payment receipts and bank details | Members | Legal or regulatory obligation | 10 years from the end of the membership / supplier agreement / event guest attended |
Who do we share your personal data with?
The IWF Board has access to your personal data via internal reports and via access to IWF’s IT system.
In some cases, we also disclose your personal data to third parties listed below for the purposes described in this Privacy Policy. You can contact us for details of specific disclosures made in respect of your personal data.
- Event planning agencies;
- Suppliers of any kind of services (booking for museum, restaurant, etc.);
- Auditors;
- Legal and financial advisors;
- Accountants;
- Relevant authorities such as law enforcement;
- IT providers / hosted IT solution providers; and
- Companies/consultants whose tasks consist of installing, maintaining and upgrading the Website.
How long do we keep personal data for?
We only keep personal data for as long as reasonably necessary to fulfil the relevant purposes described in this Privacy Policy or as otherwise required by law. Please see the table above for further information on our retention periods.
International data transfers
IWF Bologna does not make any transfer of personal data outside the European Union.
Marketing
At the moment IWF does not use your personal data to undertake direct marketing activities. We do however provide IWF flyers and other promotional material to public places such as libraries, municipality offices and universities around Bologna and upon request.
Your rights
Under data protection law you have a number of rights in relation to the personal data that we hold about you. These rights might not apply in every circumstance. You can exercise your rights by contacting us at any time using the details set out in this Privacy Policy (in the section ‘About Us’).
Please note that although we take your rights seriously, there may be some circumstances where we cannot comply with your request, such as where complying with it would mean that we couldn’t comply with our own legal or regulatory requirements. In these instances, we will let you know why we cannot comply with your request.
When you contact us to exercise one of these rights, we may need to ask you for specific information to confirm your identity. This is a security measure to ensure that your personal data is not disclosed to any person who does not have the right to receive it. We may also contact you to ask for more information about your request to speed up our response.
- The right to access your personal data
Subject to any relevant exemptions, you are entitled to see a copy of the personal data we hold about you and request details of the processing undertaken including any disclosures made. To exercise your rights to access your personal data, please contact us on the details above.
Your data will usually be provided to you in writing, unless otherwise requested, or where you have made the request by electronic means, in which case the data will be provided to you by electronic means where possible.
- The right to rectification
We take reasonable steps to ensure that the personal data we hold about you is reliable and as accurate and complete as is necessary for its intended use but you are entitled to ask us to update or amend any inaccuracies in the personal data that we hold about you. To request us to update or amend any information we hold about you, please contact us via the details set out in the ‘About Us’ section.
- The right to erasure
This is sometimes known as the ‘right to be forgotten’. It entitles you, in certain circumstances, to request deletion of your personal data. For example, where we no longer need your personal data for the original purpose, we collected it for or where you have exercised your right to withdrawn consent.
Whilst we will assess every request, there are other factors that will need to be taken into consideration. For example, we may be unable to erase your information as you have requested because we have a regulatory obligation to keep it.
- The right to restrict processing
In certain circumstances, you are entitled to ask us to stop using your data, for example where you think that the personal data we hold about you may be inaccurate or where you think that we no longer need to use your personal data.
- The right to withdraw your consent
Where we rely on your consent in order to process your personal data, you have the right to withdraw such consent to further use of your personal data. The consequences of withdrawal of consent will mean that you will not receive any further communications from IWF via e-mail and that any pictures/videos of you will not be used again in the future.
- The right to data portability
In certain circumstances, you can request that we transfer personal data that you have provided to us to a third party.
- The right to object to processing
Should we process your personal data based on our legitimate (business) interest then in certain cases you have the right to object to our processing. We do not do this at the moment. Should this change in the future, you can object to such processing, unless our purpose outweighs any prejudice to your privacy rights.
- Rights relating to automated decision making
We do not carry out any automated decision making.
- The right to object to marketing
As set out in the ‘Marketing’ section, IWF does not use your personal data to undertake direct marketing activities.
- The right to make a complaint
You have a right to file a complaint with the Italian Data Protection Authority (“DPA”), if you believe that we have breached data protection laws when using your personal data.
The contact details of the Italian DPA are as follows:
Piazza Venezia 11 – 00187 Roma;
Fax: +39-06-6967 73785;
Phone: +39-06-6967 71;
E-mail: urp@gpdp.it;
Website: https://www.garanteprivacy.it
Please note that lodging a complaint will not affect any other legal rights or remedies that you have.
In any case, we would highly appreciate the chance to deal with your concerns before you approach the regulatory authority above, so please contact us in the first instance if you have any problems.