Privacy Policy

The International Women’s Club of Bermuda (IWC Bermuda), registered Bermuda charity #444, is committed to protecting the privacy and personal information of our members. This policy outlines how we collect, use, and protect your personal data in accordance with Bermuda’s Personal Information Protection Act 2016 (PIPA).

1. Information We Collect

We collect, inter alia, the following personal information from members during the membership application, processing, and renewal process. A comprehensive list, along with their retention period, can be found in the Standing Rules, under Webmaster – PIPA Guidelines and Procedures.

• Name
• Email address
• Phone numbers
• Emergency contact details
• Hobbies and interests
• Employment status
• Country of origin
• Year of birth
• IWC referral name
• Parish name
• Bermuda status
• Membership status
• Dues payment status and date
• Date of joining
• New islander status
• Any uploaded/shared photos

2. How We Use Your Information

We use this information to:

1. Process and manage membership applications and renewals
2. Enable communication between members
3. Facilitate communication between the IWC Board and members
4. Organize and promote club events and activities
5. Maintain accurate membership records
6. Comply with PIPA and any other legal obligations

3. Third-Party Services

We use trusted third-party services to support club operations, which include, inter alia, those listed below. These providers have their own privacy policies and data practices:

• Mailchimp: for email communications and newsletters.
• Evite & Paperless Post: for sending event invitations.
• Ultimate Member & Advanced User Fields and other application plug-ins: to manage membership applications, online member profiles and access to private content.
• Facebook: to foster online community and communicate with our members.
• Instagram: to communicate with our existing members and to advertise club activities to potential new members.
• GoDaddy: to host the Board’s files and emails, hold the Club’s membership database, host our website, manage our domain, and do all things website related.
• Microsoft365: to manage our internal board communications and operations.
• WordPress: our website platform.
• WhatsApp: used by our activity chairs to help organize their activities.

4. Data Sharing

We will not sell, trade, or rent your personal information. We may share limited data internally within the club to support club activities and foster community. We may also share your information with third-party services (listed above) solely for operational purposes or as may be required by law in meeting our obligations as a Registered Charity.

5. Data Security

We take reasonable steps to protect your personal data from unauthorized access, loss, or misuse. Access to personal data is limited to board members and administrative users with a legitimate purpose. In addition, limited data from the membership database is also available for viewing to members in the restricted members only section of the website.

6. Your Rights Under PIPA

Under PIPA, you have the right to:

• Request access to your personal information
• Request correction of inaccurate or outdated information
• Withdraw your consent or request deletion of your data (where applicable)
• Lodge a complaint with the Club’s Privacy Officer
• You also have the right to lodge a complaint with the Privacy Commissioner

7. Privacy Officer and How to Contact Us

For any questions about this Privacy Policy or to exercise your rights under PIPA, please contact our Privacy Officer, the Club’s Webmaster at webmaster@iwcbda.com

8. Changes to this Policy

If we change the contents of this policy, unless otherwise stated, those changes will become effective the moment we publish them on our website at https://www.iwcbda.com