CLUB “THE HOUSE” PRIVACY POLICY

1. ADDITIONAL INFORMATION 

      The purpose of the privacy policy of the websites klubsmaja.lv, anojdp.klubsmaja.lv,  de.klubsmaja.lv, hakatons.klubsmaja.lv and biedriem.klubsmaja.lv (hereinafter referred to as the “Sites”) is to provide the natural person (hereinafter referred to as “User”, “Persons” or “You”) with information about the purposes and basic principles of obtaining, processing and storing personal data obtained from Users when they visit one of the Sites.
      Personal Data is any information that can be used to identify, directly or indirectly, a specific Person, i.e. name, contact details, photo, etc., including IP addresses, cookies, identification numbers and habits.
      Processing is any action taken in relation to Personal Data, i.e. collection, recording, storage, consultation, use, disclosure, erasure, etc.
      The Privacy Policy also applies to data collected when registering on the Sites, as well as when completing any type of application forms hosted on the Sites.
      Club “The House” is committed to protecting and respecting your privacy. This Privacy Policy has been drawn up in accordance with the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation). The Privacy Policy has also been developed in accordance with the Law on Processing of Personal Data and other laws and regulations of the Republic of Latvia. 
      In order to ensure data security and to do our best to ensure that our processing of personal data complies with the applicable laws and regulations, we may unilaterally amend this Privacy Policy at any time.
      Please read this Privacy Policy carefully to understand the purposes for which we collect and use your data.

2. DATA CONTROLLER

      The controller of the processing of Personal Data on the Sites is the association “Klubs “Māja” – Jaunatne vienotai Europai” (hereinafter – “Klubs “Māja” or “Data Controller” or “Club” The House””), registration No 40008009648, registered office at Aleksandra Čaka Street 83A, Riga, LV-1011. 
      If you have any questions related to the processing of personal data or this Privacy Policy, you can contact us at birojs@klubsmaja.lv. During the communication, if necessary, the Data Controller may ask you to provide additional data necessary to identify the Data Subject.

3. COLLECTION OF PERSONAL DATA

      The Data Controller collects and processes only Personal Data that is necessary to provide a particular activity or service of the Site. The data collected that is indirectly linked to a specific Person is for analytics, statistics and to provide the functions of the Website. 
      The types of data we collect and process include:

  • Name or last name or username;
  • Date of birth and age;
  • Address of residence;
  • Phone number, Email address;
  • Place of study;
  • Person code;
  • Password;
  • The unit in which they want to work or are working;
  • Information on volunteering,
  • Other information that the Person wishes to provide,
  • Actions taken on the Sites;
  • Images and videos.

      In addition to the above, Club “The House” has the right to verify the accuracy of the submitted data by using publicly available registers or those established by laws and regulations, e.g. the Volunteer Work Act provides that Club “Māja” may request an extract from the Criminal Records of the volunteer and request an extract from the Education Register of the person in order to verify the relevance of education to the specific work, however, such information obtained from registers is not retained in any way. When false or erroneous data are discovered, the Vice-President for Internal Affairs shall inform the Person and invite them to correct this information.
      If the Person chooses to share data with the Data Controller by filling in other profile fields on the Site biedriem.klubsmaja.lv, such as profile picture, gender, etc., then it will be collected and stored on the assumption that the Person has consented to the processing and storage of this data. 
      Please note that when attending events organised by Club “The House”, they may be photographed and/or filmed for publicity, public information, historical purposes and for the fulfilment of contractual obligations. By participating in any Club “The House” event, the Person consents to the taking of photographs and/or videos and their publication on the Club “The House” Sites, social platforms and media. If the Person does not wish to be photographed and/or filmed during the event, he/she must inform the Data Controller.
      The above data are collected in part or in full in the following cases:

  • When browsing this website (see “Cookie Policy”);
  • By completing the membership application form;
  • By registering as a user on the website;
  • By filling in the contact form;
  • By filling in your profile fields;
  • Submitting volunteering reports;
  • By filling in questionnaires and other forms.

      Unless the collection of Personal Data from a Person is based on certain provisions of law or for the performance of our obligations, we will consider that the Person’s decision to provide us with his/her Personal Data is voluntary. There will be no negative consequences if you do not choose to provide your Personal Data, but please note that in some cases, without obtaining certain Personal Data, Club “The House” will not be able to provide a specific service to the Person or will not be able to ensure its adequate quality.
      For specific types of data processing, additional information may be collected, in which case the Data Subject shall be informed at the time of submission of the specific data to the Club “The House”. Data controller shall not be liable for any damages of any kind incurred by the Person in the event of false submission of personal data.

4. USE OF PERSONAL DATA

      Since the members of Club “The House” are young people who do voluntary work without payment, according to the Voluntary Work Law, Club “The House” has to conclude a voluntary work contract with the person, therefore the Website – klubsmaja.lv, collects information necessary not only to identify a specific person and check the eligibility conditions of the application, but also to collect all the necessary information for creating a voluntary work contract. 
      By filling in the volunteering work report on the Site – biedriem.klubsmaja.lv, information is collected that is intended to identify the Person and to obtain data that is seen in order to verify the veracity of the volunteering work.
      When registering on the Site – biedriem.klubsmaja.lv, information about the Person is collected, which is necessary for the identification of the Person and the provision of login data/keys.
      A Person’s e-mail address may be used to inform the Person about certain profile activities, password resets, e-mail stubs and other activities on the Club “The House” Sites.
      A person’s IP address is logged when the person performs a specific action. A Person’s IP address is never publicly available.
      Personal data submitted through the questionnaire forms may be used for communication purposes (provided that the questionnaire is not anonymous), the questionnaire data will never be published in such a way that a specific person can be identified. All questionnaire data collected will be used exclusively for analytical and statistical purposes.
      The data provided in the contact form will be used to allow Club “The House” to contact the person via e-mail or telephone. Support may request additional Personal Information to identify the individual. For specific uses of data, the Person is notified at the time he provides the specific data to Club “The House”.
      The Data Controller may transfer your information to third parties in order to comply with laws and regulations, cooperate with supervisory authorities, help prevent criminal activity and protect our, your and others’ legitimate rights. Data transfer is also possible if it is subject to the unambiguous consent of the Data Subject.

5. OTHER USES OF PERSONAL INFORMATION

      Club “The House” may collect non-identifiable information about a Person when performing any activities on the Sites. This type of information is used for statistical and analytical purposes only, such as number of visitors, average engagement time, country of visitor, number of page views, etc.
      In addition, from time to time Club “The House” may contact to all users regarding important information, such as changes to the rules, etc. These types of messages are only sent if the person has consented to receive them. They can be opted out of by contacting the Data Controller.
      For statistical purposes, the data is processed by Google Analytics. For more information on the types of data collected by Google Analitycs, please visit their website – https://support.google.com/analytics/answer/1012034?hl=lten&ref_topic=6157800#zippy=%2C%C5%A1aj%C4%81-rakst%C4%81-ietvert%C4%81s-t%C4%93mas. The visitor can stop the collection of such data via the “Google Analitycs” website – https://tools.google.com/dlpage/gaoptout/ .

6. DATA PROTECTION

      Club “The House” is committed to providing all possible technical and organisational security measures to ensure the security of the processing of Personal Data. Only a limited number of people – authorised persons – have access to Personal Data, have been trained to handle it and are committed to complying with all the requirements of the General Data Protection Regulation in relation to the processing of Personal Data. To prevent unauthorised processing, Club House uses technologies and solutions to help ensure appropriate data protection.

7. DATA STORAGE

      Personal data is stored and processed for as long as is necessary for the fulfilment of the relevant purpose of the retrieval. The data is stored as long as Club ‘The House’ has a legal basis to do so or is required to do so by the applicable laws and regulations. As well as for as long as the consent of the Personal Data Subject to the Sites’ Privacy Policy regarding the processing of the Personal Data concerned is valid.
      If none of the above conditions apply, Personal Data will be permanently deleted from all databases of the Sites or anonymised.

8. PROCESSING OF COOKIES

      Sites may use cookies.Cookies are small text files that are stored on a Person’s computer to enable certain features and website functionality, such as to remember your settings, IP address, region, text size and other settings that a Person may change. Additionally, cookies are designed to provide information to the website owner. For more information on the handling of cookies, please refer to the document “Use of cookies”.
      If you wish to refuse cookies, you can use the private browsing mode, where all cookies are automatically deleted when you close all windows after the private browsing mode.
      Club “The House” Sites may contain various links to third party websites, which have their own terms of use and personal data protection, for which Club “The House” is not responsible.

9. PERSONAL RIGHTS

      You have the right to access your personal information and to know how we process it. You have the right to correct or update inaccurate information, withdraw consent to the Privacy Policy, and delete your data from databases, however, this is only possible unless otherwise required by law or regulation. Your right also allows you to restrict the processing of your data, and you have the right to apply to the Data Inspectorate.
      Persons may submit a request to exercise their rights by submitting a written application to the registered office of Club “The House”, or they may submit a request by email – the document must be signed with an electronic signature. When submitting a request, the Data Controller may ask for additional data to verify the identity of the person. The reply shall be sent to the contact address provided by the Data Subject.

10. FINAL RULES

      Registration and independent use of the Sites signifies that the Person has accepted this Privacy Policy. By registering, submitting data in communication, application forms, Club “The House” requires consent to the processing of data and its storage, if its not already accepted in other way. By attending Club “The House” events person accepts this Privacy Policy.
      Club “The House” invites you to contact us immediately in case you wish to exercise your rights, have any unclear questions about data processing or have any complaints regarding data processing or the Privacy Policy, by sending an email to birojs@klubsmaja.lv or by visiting the registered office.

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