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Privacy Statement

Your privacy

Under the terms of the General Data Protection Regulation (“GDPR”) in force, Algarve Surf and Marine Activities Association, being responsible for the treatment of personal details, reaffirms its commitment to our stakeholders’ privacy. For this purpose, we again bring to your attention the way in which we treat your personal details and how you may exercise your legal rights in this matter.

About ALGARVE SURF & MARINE ACTIVITIES ASSOCIATION (ASMAA)

ASMAA focus is on the protection of human rights in its broad context. Our core activities are focused on research, advocacy, lobbying, campaigning and taking action when required. which is funded mostly by donations, including those made by members of the general public. We want to be completely transparent about why we need your personal details that we request when you support us and how we will use them.

We are fully committed to respecting and protecting your information, using it reasonably and in line with the General Data Protection Regulation (GDPR). When you choose to provide us with personal information, it will only be used to support your relationship with ASMAA and in line with this policy.

ASMAA is a Portuguese registered association with NIPC Nº 510381952.

What is personal information?

Personal information is any information that you give us that enables you to be identified. This includes your name, your home address, your home telephone number, your personal email address. It may also include photographs and case studies.

We process and hold personal information that we need to run the operations of the association and for which there is a valid lawful basis. This includes information on individuals, employees, volunteers, donors and supporters.

How we use your personal information

  • We use your information to enable us to operate the association efficiently, provide effective support and to develop our understanding of donors and supporters, including ensuring that our communication with you is effective and in the manner you have chosen.
  • We will only use your information where we have a valid lawful basis to do so and will always respect your rights.
  • Where we use your information, it may be because you have given your consent or we have a legitimate interest to do so. Where we use legitimate interest to process your information, we will always ensure that this is done in a fair way that respects your rights. We also use your information where we have a legal obligation to do so, or because we have to fulfil contractual obligations.

How we process your information

Processing, in relation to personal information, means anything we may do with the information, such as obtaining, accessing, recording, disclosing, destroying or using the data in any way. We process your personal information securely to ensure protection against unauthorised or unlawful processing and against accidental loss or destruction. Your information is processed only by authorised individuals who have received appropriate data protection training.

Your rights

Under GDPR, you have a number of rights in relation to your personal data, which we recognise and will act upon accordingly. These are as follows:

  • The right to be informed of why, where and how we use your information

Under certain circumstances, by law, you have the right to:

  • request access to your personal information
  • have your personal information corrected if it is inaccurate or incomplete
  • have your personal information erased from our systems where there is no longer a need for us to continue holding it
  • restrict the use of your information, where you have previously provided us with your consent
  • ask us to transfer your personal information to another person or organisation
  • object to how your information is used.

Where you have provided consent to be contacted or to receive a service, you have the right to withdraw that consent at any time.

To withdraw your consent, or if you have any questions, please send these to This email address is being protected from spambots. You need JavaScript enabled to view it.. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information, except where legally required and, subject to our retention policy, we will dispose of your data securely.

For petition signatories

Your personal information

When a visitor deliberately and voluntarily signs any of the Petitions on ASMAA's website, he or she is required to provide a name, email address, general location (Country /Suburb), a telephone number and any other information relevant to the specific petition or cause.

Once registered, you as the visitor is no longer anonymous to us.

Why we need it

ASMAA may use this information to:

  • keep you informed on a specific cause progress
  • personalize content;
  • inform you as a registered visitor about Petitions and causes that may be of interest to you, and
  • to send periodic newsletters;

How long we keep it

We will hold your information for only as long as is necessary to the end of your relationship with us and in accordance with our data retention policy.

For employees, volunteers, interns and work placements

For information on how ASMAA processes the personal information of employees, volunteers, interns and work placements, please refer to our internal policy manual.

Sharing your experiences

Your personal information

You may share information with us about your experiences from services that you have received from ASMAA, or the fundraising or volunteering activity you have carried out for us.

What we collect

Our volunteers and supporters kindly let us use images, video content and their case studies to help bring our fundraising and campaign activity to life.

What we do with it

We keep this information stored securely and will only use them with the subject’s permission. The safety of everyone, including children and elders is very important to us. If we display a case study we do not display their personal or contact details unless we have permission to do so.

Why we need it

To promote ASMAA, we may use photos of individuals that support our association, in our fundraising, charity literature and media purposes where consent has been discussed and agreed. By featuring photos and stories we can engage with people in a much more tangible and visual way. The photos and stories express what we do.

How long we keep it

We keep this information for five years after consent has been given, unless specified otherwise, after which time it is archived or further permission is requested.

For supporters

Your personal information

You may give us your personal information directly, through making a donation, signing up to an event or when you communicate with us by post or telephone. Sometimes when you support us, your information is collected by an organisation working on our behalf, such as a professional fundraising agency. In these circumstances, they only process your personal information in line with our instructions and we are responsible for your information at all times.

You may give us your personal information indirectly, through independent event organisers, petition platforms, or on fundraising websites. These independent third parties will only do so when you have indicated that you wish to support ASMAA with your consent. You should check their Privacy Policy to understand how they will process your information. We will not contact you without explicit permission given by you on these sites.

When we ask for your personal information, we give you the option to opt out of communications via email. In some cases, we may use information in the public domain to support our fundraising purposes. It should be noted that GDPR does not apply to information already in the public domain.

What we do with it

We do not give or sell your personal information to any other organisations, except those that are employed directly by us to raise funds or manage fundraising events for us. If you make a donation to ASMAA, sign up to an event, sign a petition, or sign up to receive communications from us, we will normally collect your name and contact details. We will retain your bank account information if you are making a regular donation.

We may also keep other information that you have given us, such as your date of birth, and combine it with information from other sources to enable us to build a better profile and understanding of our donors and help to identify potential new supporters. If you are taking part in an event, we may also keep your emergency contact details for that purpose only and for the duration of the event.

We may use personal data to carry out research on the demographics, interests and behaviour of our supporters; this helps us gain a better understanding of them and enables us to improve our work. This research may be carried out by ASMAA employees or we may ask an external company to do this work for us. We may use techniques such as profiling and screening to ensure we target our resources effectively; these enable us to understand the background of supporters and also help us to make appropriate requests to existing donors and target new audiences and supporters who use or consume certain media (for example, magazines, newspapers and news sites) and social media platforms. Importantly, it enables us to raise much-needed funds, sooner and more cost-effectively, than we otherwise would.

Why we need it

We use this information to thank you for supporting us and to provide you with further information about our activities according to your consent preferences and interests. We also use it to fulfil our legal responsibilities for financial reporting, to administer our events and to enable us to process your donations.

How long we keep it

We will hold your information for only as long as is necessary to the end of your relationship with us and in accordance with our data retention policy.

For applicants

Your personal information

In the course of our activities and legal obligations as an employer, we will process personal data (which may be held on paper, electronically, or otherwise) about our applicants; and we recognise the need to treat it in an appropriate and lawful manner, in accordance with GDPR. We process the personal information you provide to us when you apply for a job or to volunteer with us. We may also receive personal data from third parties such as an independent recruitment agencies.

Why we need it

We use this information to assess your suitability for the role applied for and where applicable during the interview process. We only request information from you that is required to satisfy legitimate recruitment information, to satisfy relevant health and safety requirements and to satisfy relevant equal opportunities legislation. It will also be used to obtain third party references or to meet statutory obligations.

What we do with it

Your personal information will only be held and processed for the purpose of the selection process and if successful with subsequent employment. All the personal information we hold about you will be processed in a secure environment and by authorised personnel and shared with relevant managers as part of the recruitment process. We will only share your personal data with independent third parties with your consent and when directly required as part of the recruitment process. In these circumstances, they will only process your personal information in line with our instructions and we are responsible for your information at all times.

How long we keep it

We will keep the personal information of unsuccessful candidates for a period of six months after the closing application date after which time it will be securely destroyed. We do not hold speculative CV’s sent to us for any reason.

Data profiling and data appending

We may use personal information for analysis and profiling to help us to understand community needs. On occasion we may also make use of publicly available demographic information. We will only use data collected in this manner for the purposes to which you have consented.

Disclosure

We will not sell or share personal details with any third party for the purposes of their own marketing. We may disclose your personal information to third parties if we are obliged to by law or the disclosure is necessary for the purposes of national security or criminal investigation or if we have your consent.

How we protect your personal information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal data stored on our database, systems or mobile devices including telephone numbers and photographs.

Where we store your information

All the information that you provide to us or which is shared with us is stored on our secure database and details of names and telephone numbers, on mobile phones.

How long we keep it

We retain your personal information in line with acceptable norms.

Website, email and social media

Our website uses cookies to ensure visitors get the best experience on our website as well as to provide information on how our site is being used, which enables us to enhance the online experience. For example, cookies may tell us whether you are visiting our site for the first time or returning. Some cookies are necessary to allow visitors to move around the website and use its features, such as shopping baskets, or some collect information about performance and others allow for functionality like remembering language choices and passwords and there are also cookies that allow targeting or advertising based on browsing habits.

You have the right to choose whether to accept these cookies and can indicate to do so by choosing your cookie preferences directly on our website or within your browser settings. The help menu in the toolbar of your browser will tell you how to manage these, including how to have your browser notify you when you receive a new cookie, and how to disable them all together. You can read more about cookies here. https://www.allaboutcookies.org/

We might also obtain your personal data through your use of social media channels such as Facebook, Twitter, LinkedIn, YouTube and others, depending on your settings or the privacy policies of these services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this. If we make use of a third-party email service provider, such as Mailchimp, to deliver our supporter emails, we will collect statistics around email opening and clicks using industry standard technologies to help us monitor and improve our communications.

We may use your email address and phone number to match to your account on Facebook or other social media sites in order to show you ASMAA's content while you are using these services. We will only do this where you have opted in to our marketing emails or phone calls, and your personal data is kept secure at all times. We may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in ASMAA and we may then show them our content.

Updates to this policy

We may update this policy from time to time to reflect changes in how we use your information. You may wish to check this policy each time you provide your information to Algarve Surf and Marine Activities Association (ASMAA). In certain circumstances and, if there are significant changes to the policy, we will notify you.

 

Latest Update: 20 July 2021