WHAT DOES THIS PRIVACY STATEMENT PROVIDE?
This Privacy Statement applies to personal data collected by the Multi-District Youth Committee (MDJC). This includes information that is provided via paper registration forms, at meetings, via our website http://rotaryyouthexchange.nl and via e-mail.
To use the website, to register for and participate in the Rotary Youth Exchange Program we ask you to give permission for the collection, storage and use of your data insofar as necessary and described in this declaration. A parent or guardian must give permission to collect, store and use data from a minor. Without this permission you can not participate in the program. If you withdraw your permission, participation in the program will stop immediately.
WHAT INFORMATION DO WE COLLECT?
When you use our website, we store which pages you request, the time at which it occurs, the IP address from which you are accessing or the account you use and the system you use. We exchange a few cookies to keep track of your session. When you fill out a form online, we store which data you provide or modify, at what time you do this and from which IP address or account. We store the e-mails you send to an e-mail address that ends with @ rotaryyouthexchange.nl.
HOW DO WE USE YOUR PERSONAL INFORMATION?
We collect centrally the information you provide. For this we can scan paper forms or convert them to a digital data storage. We use your personal data for the implementation of the Rotary Youth Exchange Program. We use the data to contact candidates, participants and parents, to determine whether a candidate is eligible to participate, to determine which exchange is suitable, to inform the other parties involved in an exchange and to monitor and evaluate exchanges.
WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
We provide the information from the Rotary International Application Form to the coordinator of the district with which the exchange takes place. This will share it with the exchange coordinator of the Rotary club that the participant will receive. We provide name, gender, date of birth, home address and emergency contact details to Rotary International. In an emergency situation such as serious illness, serious accident or death we will share the emergency contact details with a representative of the participating Rotary club and / or the Rotary district of which this club is a member as well as with the authorities that are involved. We share the data from the Rotary International Application Form with the exchange coordinator of the Rotary Club that the participant receives. This will share it with the host families in which a participant resides.
SECURING YOUR PERSONAL INFORMATION
We take all reasonable precautions to protect your personal data and demand from third parties who store or process your personal data for us to do the same. Your personal data on paper are stored in the archive of the relevant coordinator or in the archive of the MDJC. Digital data is stored under the MDJC account on the servers of a Dutch hosting company. Access to your personal data is encrypted and limited to prevent unauthorized access, modification or misuse and is only allowed to volunteers of the MDJC Foundation.
YOUR RIGHTS AND POINT OF CONTACT
You have the right to request, modify, transfer or have your data deleted. You can send questions and requests concerning your personal data to admin at rotaryyouthexchange.nl.
CHANGES IN OUR POLICY STATEMENT
We may change this Privacy Statement from time to time by posting an updated version of the Privacy Statement on the MDJC site. We will notify you within a reasonable period of any relevant change. We encourage you to check the statement regularly to keep up to date with the way we use your personal information.