PRIVACY POLICY
for Members of the Owners Association of Quinta do Montinho
1. Definitions
The use of “we”, “us”, “our”, “Association” and “OA” in this document refers to the Owners Association of Quinta do Montinho (QdMOA). We use online platforms to inform or stay in contact with Members, including creating, sending, and managing emails and other information related to our activities. “Member” or “you” means a member of the OA or other person or entity that is registered with us to use our services. “Personal Information” means any information that identifies or can be used to identify you, directly or indirectly, including, but not limited to, name, Fiscal Number, email address, address or other contact information. A “Distribution List” is a list of Members and associated information related to those Members (for example, email addresses).
“Services” refers to the activities of the OA provided on behalf of its Members in accordance with the Articles of Association, and the communication of those activities with Members. This communication includes emails, Newsletters, Bulletins, and its website at www.qdmoa.org.
We offer the Services via our website https://www.qdmoa.org, and also through a third party email platform (currently MailChimp). This Privacy Policy applies to this specific website, as well as any other web pages, interactive features, applications, widgets, blogs, social networks, social network “tabs,” or other online, mobile, or wireless offerings that post a link to this Privacy Policy, whether accessed via computer, mobile device, or other technology, manner or means.
2. Changes
We may change this Privacy Policy at any time and from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the bottom of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website. We encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy. Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy which were in effect on each respective date you visited the Website.
3. Questions & Concerns
If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact us by post or email at:
QdM Owners Association
Quinta do Montinho 24
Budens 8650-060
Vila do Bispo
Portugal
davidqdm@hotmail.com
4. Information We Collect
(a) Information you voluntarily provide to us: When you sign up as a Member of the Association to use the Services, send us an email, post on our website, or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include your name, physical address, email address, IP address, phone number, as well as details including gender, location, ownership details and other demographic information. By giving us this information, you consent to this information being collected, used, disclosed, and stored by us as described in this Privacy Policy.
(b) Information we collect automatically: When you use the Services or browse one of our Websites, we may collect information about your visit, your usage of the Services, and your web browsing. That information may include your IP address (location), your operating system, your browser ID, your browsing activity, and other information about how you interacted with our Websites or other websites.
(e) Cookies and tracking: We may use various technologies to collect and store information when you use our Services, and this may include using cookies and similar tracking technologies, to analyse trends, administer the website, or track users’ movements around the website. Users can control the use of cookies at the individual browser level. We do not allow third parties to display advertising on our website that might use cookies or similar tracking technologies for any purpose. When we send emails to Members, we may track behaviour such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns and bulletins.
5. Use and Disclosure of Personal Information
We may use and disclose Personal Information only for the following purposes:
(a) To promote Membership of the QdMOA to you and others.
(b) To send you informational content (including Newsletters and Bulletins) on our activities on your behalf. You can stop receiving our newsletters and bulletins by following the unsubscribe instructions included in these emails.
(c) To invoice and collect money owed to us by our Members. This includes sending you emails, invoices, receipts, and alerting you when necessary. We may use third parties for this activity and may share personal data and billing information with those third parties when necessary to facilitate processing these invoices and payments.
(d) To communicate with our Members, inform and provide other support.
(e) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
(f) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
(g) To prosecute and defend a court, arbitration, or similar legal proceeding.
6. Public Information and Third Party Websites
(a) We have public comment blocks on our Websites. Any information you include in a comment on our website may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us. If for any reason we are unable to remove your information, we will tell you why.
(b) Links to third-party websites. Our Website may include links to other websites, whose privacy practices may be different from ours. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any Website you visit.
7. Third Parties
We may disclose Personal Information to third parties who help us provide and support our Services. These third party Service Providers enter into a contract that requires them to use your Personal Information only for the provision of services to us and in a manner that is consistent with this policy. Examples of Service Providers include accounting services and payment processors, hosting services and content delivery services.
8. Content of Email Campaigns
Email was not built for confidential information. The Association will not use its email campaigns for the dissemination of confidential information.
9. Our Distribution Lists
Our email Distribution Lists are stored on a secure third party MailChimp server. MailChimp does not, under any circumstances, sell these Distribution Lists and will only use them in response to a contact or complaint from a Member on one of these Lists. MailChimp operates a stringent privacy policy in full compliance with GDPR requirements. These lists may also be kept on laptops and personal computers of certain authorised Committee Members of the Owners Association in order for them to undertake their appointed role on the Committee. Under such circumstances the same privacy policies and requirements of the GDPR will be adopted and enforced.
If a security breach causes an unauthorized intrusion into the mail system that materially affects you or people on our Distribution Lists, appropriate action will be taken in response and we will be notified as soon as possible.
10. Safeguarding Your Information
The Association promises to take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
11. Accuracy and Retention of Data
The Association promises to do its best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. We will retain your information for as long as your Membership is active or as long as needed to provide you with our Services. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements.
12. Access
Members have the right to obtain a copy of any Personal Information we hold about them within 30 days of a request for that information. Individuals may request to correct, amend or delete information we hold about them by contacting us. Unless it is prohibited by law, we will remove any Personal Information about an individual from our records and servers at their request. There is no charge for an individual to access or update their Personal Information.
13. Sign Up to our Distribution List
In accordance with the requirements of GDPR all existing Members have been asked to re-confirm their agreement to their data being held for the above purposes and in accordance with this Policy. Any member wishing to sign up can do so AT THIS LINK.
QDMOA Privacy Policy v1.0 16 May 2018