MOWW maintains a database of Companions in order to stay in touch with our community and keep you updated about news, events, chapter and/or HQ initiatives, and fundraising activities.
Some of our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it.
We may change this Policy from time to time. If we make any significant changes, we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
If you have any questions about this Policy or concerning your personal information, please contact the Chief of Staff and/or the Headquarters Staff.
For the purposes of current and future legislation covering data protection in the state of Virginia or the United States, the Data Controller is the MOWW Chief of Staff.
What type of personal information we collect
The information we have about you, includes, but is not limited to:
All information listed above was collected by:
We collect personal information when you:
How we use your information
We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
Updating your consent preferences
If you have an online profile on this website, you can update your consent options by logging-in and clicking on “My Settings” in your profile. Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”.
Please note that your name (but not full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results irrespective of the privacy settings you have selected.
If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.
If you want to contact us about your consent preferences, please contact Membership by emailing: firstname.lastname@example.org.
How we keep your information safe
We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.
Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the state of Virginia, and managed by our website provider, ToucanTech. Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.
We always ensure only authorized persons have access to your information, which means only the approved MOWW employees and contractors, MOWW Companions, and MOWW officers both on the local and National levels.
If you have an online profile for this website, you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone.
No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online, and you do this at your own risk.
Who has access to your information?
Other than this, we will not share your information with other organizations without your consent.
Keeping your information up to date
Please would you let us know if your contact details change. Online members can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile. You can also update your details by contacting us at email@example.com.
How long we keep your information for
We will hold your personal information in perpetuity. Regular members may leave (Lapse or Resign) from the Order, but we will maintain an Archive of these individuals in the event they decide to return. It will only be accessible by MOWW HQ Staff.
Where we rely on your consent to contact you for direct email marketing/ fundraising purposes, we will treat your consent as lasting for the length of your membership. We trust MOWW Companions to make their own Opt-In or Out decisions.
We will adhere to your mailing requests (Opt-in and Out) as closely as possible. Please note that some HQ mailings such as information updates or Chapter Open/Close notifications may be sent despite any communications Opt-Outs. These are considered important and urgent communications and are not subject to the Opt-Out consent.
By becoming a member of MOWW, you have agreed to let us keep your information on file for the life of your membership. Your information is always available to you and the rest of the Order as a member of the online, and offline, MOWW Community. The information is always corrected as often as you send us updates. Whether you provide updates to your Chapter Officers, directly to MOWW Headquarters, or by updating them yourself on this website, they are always as current as you make them.
All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact the Chief of Staff.
If an individual believes that MOWW has not complied with this policy or acted otherwise than in accordance with Data Protection Laws, please contact the Chief of Staff immediately.
This Policy was last updated in September 2023.