General Principles
The collection, processing, and use of personal data within the association is carried out in accordance with the guidelines of the EU-wide General Data Protection Regulation (GDPR) as well as the applicable Federal Data Protection Act (BDSG). Compliance with data protection in handling personal data in the association is ensured particularly through a data protection management system.
Upon joining the association, the member is informed in accordance with Art. 13 para. 1 and para. 2 GDPR. The association may collect all data at the time of joining (application for admission or declaration of accession) that are necessary for pursuing the association's objectives and for the care and administration of members (see Art. 6 para. 1 lit. b GDPR).
A separate consent is obtained if necessary for the use of personal data as well as photos within the framework of press work in print and online media (club homepage, club's social media platform).
Joining the Association
Upon joining, the association collects the following personal data from a member:
- • First and last name
- Address (street, house number, postal code, city)
- Communication data (phone, email)
- Date of Birth
- Bank details
Personal data is stored in a club-owned IT system, which is protected against unauthorized third-party access by technical and organizational measures.
Other information and information about non-members are only collected and processed internally by the association if they are useful for fulfilling the association's purpose and there are no indications that the individual concerned has a legitimate interest opposing the processing.
Withdrawal from the association
When members leave, all stored data is archived. The archived data is likewise protected from third-party access by appropriate technical and organizational measures. The archived data may also only be used for internal club or association purposes.
Personal data of the departing member, which pertain to the association's treasury management, are retained by the association in accordance with tax law provisions for up to ten calendar years from the effective date of withdrawal. After that, these data will be deleted.
Transmission of data during member registration.
As a member of the VSK e.V. association and the BDK, the club is obligated to report its active members to the overarching association. The transfer of data to the association, a parent organization in relation to the club, constitutes a data transmission within the meaning of §3 para. 4 sentence 2 no. 3 BDSG.
Personal data are transmitted in accordance with the association's reporting standard.
These are particularly the following data for active members:
- First and last name, address, date of birth, gender
- Honorary Data (previous honors received from the association)
- Qualifications
- Date of joining as an active member
- Participation in the association's groups
For active members with special roles or functions according to the association's statutes (board members, committee members, office holders), the full address including telephone number, e-mail address, and the designation of their function within the association will be provided.
Supporting members as well as honorary members are transmitted only statistically, that is, without individual names being reported.
The association explicitly declares, when submitting a membership notification to the superior federation, that the data may only be used for internal federation purposes; transfer to third parties is prohibited or requires the written consent of the association's members.
The transmission of the membership notification is carried out using a digitally encrypted procedure.
Other Transmission of Data to Umbrella Organizations
As a member of KG Die Rosselanos, VSK, and Verband BDK e.V., the association can transmit personal data to the associations on the following occasions in order to fulfill its tasks:
- Application for honors according to the honors regulations of the associations or other umbrella organizations: first and last name, address, date of birth, honor history
- Registration for courses of the associations or other umbrella organizations: first and last name, address, date of birth, email, telephone
- Registration for professional conferences and events of associations or other umbrella organizations: First and last name, address, date of birth, email, phone
The transmission of the membership report is carried out using a data-technically encrypted procedure.
Press work
The association informs the daily press as well as the federation's magazine about competition results and special events. Such information is also published on the association's website.
An individual member may object to such a publication at any time by notifying the board. In the event of an objection, no further publications concerning the objecting member will be made. Personal data of the objecting member will be removed from the club's website. The club will inform the VSK and the BDK of the member's objection.
Passing on membership data to club members
The board announces special events in the club's life, in particular the organization and results of competitions, honors, and celebrations, on the club's notice board. In doing so, personal member data may be published. Individual members may object to such publication at any time by contacting the board. In the event of an objection, no further publication concerning the objecting member will take place on the notice board.
The presidium announces special events in the club's life, especially the conduct and results of competitions, honors, and celebrations, in the club magazine. Individual members may object to such publication at any time to the board. In case of objection, no further publication concerning the objecting member will take place, except for results from competitions.
Membership directories are only handed over to the Executive Board members who exercise a special function within the association according to the statutes and/or rules of procedure, which requires knowledge of the member data. If a member claims that they need the member list to exercise their statutory rights, the board only hands over the list against a written assurance that the member data will not be used for other purposes.
Notice of the right to lodge a complaint with a supervisory authority
The Independent Data Protection Center Saarland serves as the supervisory authority for the submission of complaints by data subjects regarding data protection.
Address:
Independent Data Protection Center Saarland
Fritz-Dobisch-Str. 12 66111 Saarbrücken Phone: 0681 / 94781 0 FAX: 0681 / 94781 29
MAIL: poststelle (at) datenschutz.saarland.de
