Privacy Policy

1. Introduction

This Privacy Policy explains how our Rotaract club ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use our website, register for events, or participate in club activities.

We are committed to protecting your privacy in accordance with applicable data protection laws.

2. Information We Collect

We collect information you provide directly to us, including:

**Identity data:** Full name, date of birth, photo

**Contact data:** Email address, phone number, mailing address

**Profile data:** Occupation, social media handles, bio

**Membership data:** Join date, member number, committee participation, service hours

**Event data:** Registration details, attendance records, QR scan logs

**Communications:** Messages sent to us through the contact form or email

We also automatically collect certain technical information when you use our website, such as IP address, browser type, and pages visited (for security and analytics purposes only).

3. How We Use Your Information

We use the information we collect to:

Manage your membership and club participation

Communicate with members about events, projects, and announcements

Track attendance and service hours for your member record

Organize and manage events and projects

Send newsletters and important updates

Improve our website and services

Comply with Rotary International's reporting requirements

Comply with applicable legal obligations

4. Legal Basis for Processing

We process your personal data on the following bases:

**Contractual necessity** — to fulfill our obligations as your Rotaract club

**Legitimate interests** — for internal club administration and communication

**Consent** — for optional communications such as newsletters

**Legal obligation** — when required by law or Rotary International guidelines

We do not sell your personal information to third parties. We may share your information with:

**Rotary International and the District** — as required for club reporting and membership records

**Our Sponsor Rotary Club** — for coordination of joint activities

**Service providers** — such as email services, used to operate our platform

**Law enforcement** — when required by legal process or to protect safety

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data storage, secure login, and access controls.

However, no internet transmission is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as your membership is active and for a reasonable period afterward. Upon request, we will delete your data in accordance with applicable law.

8. Your Rights

Depending on your location, you may have the right to:

**Access** your personal data

**Correct** inaccurate data

**Delete** your data ("right to be forgotten")

**Restrict** processing of your data

**Object** to processing for certain purposes

**Data portability** — receive your data in a structured format

To exercise any of these rights, please contact us through our [Contact page](/contact).

9. Cookies

Our website uses essential cookies for authentication and session management. We do not use third-party advertising or tracking cookies. You may disable cookies in your browser settings, but this may affect site functionality.

10. Children's Privacy

Our platform is intended for members aged 18–30 (or as defined by Rotary International). We do not knowingly collect personal information from children under the age of 18 without parental consent.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify members of significant changes via announcement. Continued use of the website after changes constitutes acceptance of the updated policy.

12. Contact

For privacy-related inquiries, complaints, or to exercise your rights, please contact us through the [Contact page](/contact).