Privacy Policy & Terms of Service

Rotaract Club Luxembourg ASBL ("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

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

1. Membership Management
   • Verifying eligibility for membership
   • Coordinating club elections and leadership roles
2. Event Operations
   • Sending event confirmations and logistical updates
   • Handling dietary requirements and accessibility needs for in-person gatherings
3. 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

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

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

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

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

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

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.