Privacy Policy & Terms of Service
Rotaract Club Luxembourg
Rotaract Club Luxembourg ("we," "us," or "our") is committed to protecting the privacy and security of personal data collected from members, donors, volunteers, and visitors to our website rotaract.lu. This Privacy Policy outlines how we collect, use, store, and protect your information in compliance with the EU General Data Protection Regulation (GDPR), Luxembourg's Law of 1 August 2018 on Data Protection, and other applicable legislation.
1. Data Controller and Legal Basis
Identity of the Controller
Rotaract Club Luxembourg
Email: Contact us Page
Legal Basis for Processing
We process personal data under the following GDPR Article 6 legal bases:
- Consent: When you voluntarily provide data for membership applications, event registrations, or newsletter subscriptions
- Contractual Necessity: To fulfill obligations related to membership benefits, event participation, or donation processing
- Legitimate Interests: For internal administrative purposes, fraud prevention, and network security
- Legal Obligations: To comply with financial reporting requirements under Luxembourg nonprofit regulations
2. Types of Personal Data Collected
Directly Provided Data
- Identifiers: Full name, date of birth, and contact details (email, phone, address) for membership management and event coordination
- Financial Information: Bank account details for donation processing and transaction records for audit compliance
- Professional Background: Employment status and skills submitted through volunteer application forms
- Preferences: Communication language (English/French) and opt-in choices for marketing materials
Automatically Collected Data
- Technical Information: IP address, browser type, and device identifiers for security monitoring and analytics
- Usage Patterns: Pages visited and interaction times via cookies
3. Purposes of Data Processing
Core Organizational Activities
- Membership Management
- Verifying eligibility for membership
- Coordinating club elections and leadership roles
- Event Operations
- Sending event confirmations and logistical updates
- Handling dietary requirements and accessibility needs for in-person gatherings
- Donation Processing
- Issuing tax receipts under Luxembourg's nonprofit fiscal laws
- Fraud detection through transaction monitoring
Communications and Outreach
- Newsletters: Sharing updates about club projects and Rotary International initiatives
- Fundraising Campaigns: Targeted outreach based on past donation history
4. Data Sharing and Third-Party Transfers
Categories of Recipients
- Service Providers:
- Payment processors (e.g., PayPal, Stripe) for secure donation handling
- Email platforms (e.g., Mailchimp) for newsletter distribution
- Rotary Affiliates:
- Rotaract Europe and Rotary International for cross-border collaboration
- Legal Authorities:
- Luxembourg tax authorities (Administration des Contributions Directes) for audit requests
International Transfers
Data transferred outside the EU/EEA (e.g., to Rotary International's U.S. headquarters) is protected through:
- Standard Contractual Clauses with Rotary entities
- Adequacy Decisions for countries with equivalent data protection standards
5. Data Security Measures
Technical Safeguards
- Encryption: AES-256 for data at rest and TLS 1.3 for data in transit
- Access Controls: Role-based permissions and multi-factor authentication for administrative systems
Organizational Practices
- Staff Training: Annual GDPR compliance workshops for board members and volunteers
- Incident Response Plan: 72-hour breach notification protocol to the CNPD
6. Your Data Subject Rights
Access and Portability
Request a copy of your data in a structured, machine-readable format via our dedicated webform or by contacting us on the Contact us Page.
Rectification and Erasure
Update inaccurate details or request deletion (except where retention is legally required) by contacting us on the Contact us Page.
Complaint Lodgment
Submit grievances to Luxembourg's National Data Protection Commission:
Commission Nationale pour la Protection des Données
15, Boulevard du Jazz, L-4370 Belvaux
Email: [email protected]
7. Data Retention Periods
8. Cookies and Tracking Technologies
Essential Cookies
Session cookies enable login functionality and form persistence for donation and membership applications.
Analytical Cookies
Third-party analytics measure traffic patterns and user engagement to improve our website experience. You can opt-out through your browser settings or our cookie preference center.
9. Children's Privacy
We do not knowingly collect data from individuals under 16 without parental consent. If you believe we have inadvertently collected such information, please contact us immediately.
10. Policy Updates
Changes will be posted on this page with revised effective dates. Material modifications trigger direct email notifications to active members.
These Terms of Service ("Terms") govern your use of the Rotaract Club Luxembourg ASBL website and services. By accessing or using our website, you agree to be bound by these Terms.
1. Acceptance of Terms
By accessing and using the Rotaract Luxembourg website (rotaract.lu), you accept and agree to be bound by the terms and provision of this agreement. If you do not agree to abide by the above, please do not use this service.
2. Membership and Registration
Eligibility
- Membership is open to individuals aged 18-30 who meet Rotaract's eligibility criteria
- All information provided during registration must be accurate and complete
- You are responsible for maintaining the confidentiality of your account credentials
Membership Obligations
- Adhere to the Rotary Code of Conduct and Four-Way Test
- Pay membership dues and fees as required
- Participate actively in club activities and service projects
- Respect fellow members and maintain professional conduct
3. Website Usage
Permitted Use
You may use our website for:
- Accessing information about Rotaract Luxembourg
- Registering for events and activities
- Making donations to supported causes
- Communicating with other members through approved channels
Prohibited Activities
You agree not to:
- Use the website for any unlawful purpose or to solicit unlawful activity
- Attempt to gain unauthorized access to our systems
- Upload malicious code, viruses, or harmful content
- Impersonate another person or entity
- Harass, abuse, or harm other users
- Violate any applicable laws or regulations
4. Donations and Payments
Processing
- All donations are processed securely through verified payment providers
- Donation receipts will be provided for tax purposes as required by Luxembourg law
- Membership fees are non-refundable except in exceptional circumstances
Refund Policy
Refunds for donations may be requested within 30 days of the transaction. Event registration fees may be refunded according to the specific event's cancellation policy.
5. Intellectual Property
Our Content
All content on this website, including text, graphics, logos, and images, is the property of Rotaract Club Luxembourg ASBL or its content suppliers and is protected by Luxembourg and international copyright laws.
User Content
By submitting content to our website, you grant us a non-exclusive, royalty-free license to use, modify, and display such content for organizational purposes.
6. Events and Activities
Registration
- Event registration is binding and subject to the specific terms of each event
- Participants must comply with event guidelines and safety requirements
- We reserve the right to cancel events due to circumstances beyond our control
Liability
Participation in Rotaract activities is at your own risk. We recommend appropriate insurance coverage for all participants.
7. Privacy and Data Protection
Your privacy is important to us. Please review our Privacy Policy to understand how we collect, use, and protect your personal information.
8. Disclaimers and Limitation of Liability
Website Availability
We strive to maintain website availability but do not guarantee uninterrupted service. The website is provided "as is" without warranties of any kind.
Limitation of Liability
To the maximum extent permitted by law, Rotaract Club Luxembourg ASBL shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of our website or services.
9. Termination
By You
You may terminate your membership by providing written notice to the club board.
By Us
We reserve the right to suspend or terminate accounts that violate these Terms or engage in conduct harmful to the club or its members.
10. Governing Law
These Terms are governed by Luxembourg law. Any disputes will be resolved in the competent courts of Luxembourg.
11. Contact Information
For questions about these Terms of Service, please contact:
Rotaract Club Luxembourg ASBL
Email: Contact us Page
Website: rotaract.lu
12. Changes to Terms
We reserve the right to modify these Terms at any time. Changes will be posted on this page and, if material, communicated to members via email.
Effective Date: February 16, 2025
Last Updated: May 26, 2025