Privacy

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:

• First name
• Last name
• Email 
• Address
• Date of birth
• Family relationships
• Join Date
• Donations made to MOWW
• Photographs
• Gender
• Higher education and work details
• Participation in our events, emails, competitions, surveys and other activities 
• Geo-location data (your geographical location based on your IP address)
• Log-ins and activity on the website
• A record of payments made via the website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations
• Consent options and communication preferences
• Content (such as announcements, stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means
• Messages that you send to other community members via the direct messaging system when logged in to this website

All information listed above was collected by:

• New Member Application
• Inputted by each user directly into the system

We collect personal information when you:

• visit this website
• create or update your online profile
• post content on to this website or other websites and social media sites managed by 
• take part in an event
• attend a meeting with us and provide us with information
• contact us in any way including online, email, phone, SMS, social media or post
• open an email sent from this website
• send a message via the direct messaging system on this website
• leave and we transfer some basic details about you from the main database in to our former member database

 

 

How we use your information

• chapter officers can access your information for use in updating your information or notifying you of upcoming events or meetings
• fellow chapter members can use your information to connect with you before/during/after any interactions
• Headquarters staff will use your information to make sure it is current and up-to-date utilizing third-party or government public records search engines and/or reaching out to you directly.

 

 

We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:

• providing you with the information or updates that you have asked for
• sending you communications (with your consent if required) that may be of interest, including invites to events, newsletters and fundraising campaigns
• delivering our obligations under any contract between us
• seeking your views on the services or activities we carry out, so that we can make improvements
• updating our database records and ensuring we know how you prefer to be contacted
• analyzing your engagement with our website and other content to help us improve our services for you
• running our mentoring program/ club activities/ reunion events/ sports fixtures
• displaying your name as a list of potential ‘matches’ when you (or someone with similar details) signs-up for an event, makes a donation or joins the online community and the system is trying to match your information to an existing record stored in our database

 

 

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:

• you have given us your consent for the information to be used
• it is necessary for us to hold and use your information to carry out our obligations under a contract entered into with you
• it is necessary for our legitimate interests to hold and use your information and we are not impacting your privacy by doing so

 

 

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:  membership@moww.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?

• Only those entities approved by the MOWW Chief of Staff and the MOWW Membership Manager.
• Currently, these include:
  • MOWW Companions
  • MOWW Employees & Contractors
  • AUSA (as provided per the consent tracked in this system; and IAW the MOU agreement between AUSA & MOWW)

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 admin@moww.org.

 

 

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.

 

 

Your rights

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.

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This Policy was last updated in September 2023.