Attention: You are using an outdated browser, device or you do not have the latest version of JavaScript downloaded and so this website may not work as expected. Please download the latest software or switch device to avoid further issues.
Privacy Policy
This Website is run by the American School of Warsaw with its seat in Bielawa, ul. Warszawska 202, 05-520 Konstancin-Jeziorna, Poland. ASW is the controller of the user's personal data processed by this Website.
Please read this Privacy Policy to understand how ASW may process your personal data submitted through our Website.
American School of Warsaw collects and stores your personal information (or “data”), either when you register on this website and create an online profile, or when you interact with ASW via other means. We maintain this database in order to keep our alumni updated about school news, events, careers initiatives and fundraising activities. 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.
The information we have about you depends on where we collect it, but may include:
· First name
· Last name
· Address
· Photographs
· Gender
· Date of birth
· Family relationships
· Years at [organisation]
· Higher education and work details
· Participation in our events, emails, competitions, surveys and other activities
· Donations made to [organisation]
· 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
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 American School of Warsaw
· 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 (we may enter this contact into our database for our records)
· open an email sent from this website
· send a message via the direct messaging system on this website
· leave American School of Warsaw and we transfer some basic details about you from the main American School of Warsaw database in to our alumni database
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
· analysing your engagement with our website and other content to help us improve our services for you
· running our mentoring programme/ club activities/ reunion events/ sports fixtures
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
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’ here you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”.
Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website. 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 we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing.
If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.
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 the Warriors Connect team by email - alumni@aswarsaw.org
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 EU 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 authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.
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.
Third parties who provide services for us. We select our third-party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do.
Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
Web hosting, email hosting, analytics and search engine providers that enable us to run our community database and improve our website and its use.
Other than this, we will not share your information with other organisations without your consent.
Please 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 [insert details].
Some information and data may be automatically collected through the use of cookies on this website. Cookies are small text files employed on the website to recognise repeat users and allow us to observe behaviour and compile aggregate data in order to improve the user-experience we provide for our website visitors.
The law states that we can store cookies on your machine if they are essential to the operation of the website, but that for all others we need your permission to do so.
If you do not wish to receive cookies from us or any other website, you should be able to turn cookies off on your web browser: please follow your browser provider’s instructions in order to do so.
On the ASW alumni platform, users can deactivate functionality cookies and/or analytics cookies. Unfortunately, we cannot accept liability for any malfunctioning of your computer or its installed web browser as a result of any attempt to turn off cookies.
Where data can be aggregated and anonymised, our website provider (ToucanTech) might use this for research purposes without restriction. For example, they may monitor traffic patterns, site usage, response rates and data trends to help make improvement to the website software. They are entitled to do this because the resulting data will not personally identify you and will therefore no longer constitute personal data for the purposes of data protection laws.
We will hold your personal information for as long as it is necessary for the relevant activity.
Where we rely on your consent to contact you for direct email marketing/ fundraising purposes, we will treat your consent as lasting only for as long as it is reasonable to do so.
If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request. If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and the dates that you attended American School of Warsaw and archive your record in our database.
In accordance with the provisions of the GDPR, you have the right to request the ASW to access your personal data, rectify it, delete or limit processing, as well as the right to object to the processing and the right of data portability.
In addition, you have the right to lodge a complaint with the supervisory authority – the President of the Office for Personal Data Protection.
To exercise any of your privacy rights or submit an inquiry or complaint, send us an email to dpo@aswarsaw.org. We will respond at the earliest opportunity and within the time period specified by applicable privacy law and regulations.
ASW has appointed a Data Protection Officer (DPO) to oversee our data protection practices. For any comments, inquiries or complaints, you can contact our DPO at dpo@aswarsaw.org
----------------------------------------
This Policy was last updated in [September 2021]