Privacy & Data Protection Policy 

Young Clergy Women International

Introduction

Young Clergy Women International (YCWI) is a professional membership organization of young clergy women (as defined in our bylaws).  Our ministries include On the Road and YCWI Alumnae. Because we value and respect everyone who connects with us, our aim is to be as clear as possible about how and why we use any information you give us. We will do all we can to protect your privacy and to make sure any personal information you share with us is stored securely. If your questions are not fully answered by the information below please  contact our Data Protection Officer:

Data Protection Officer 

Our Data Protection Officer is Rev. Madison Chelberg. 

Contact the Data Protection Officer if you have any questions, concerns, or Data Subject Access Requests. 

Email: adminassistant@youngclergywomen.org 

Mailing Address:
Young Clergy Women International
2870 Peachtree Rd NW
#915-6382
Atlanta, GA 30305

Legal Basis

This organization is incorporated in the state of Arizona in the United States of America. While incorporated in the United States, this organization does have a global presence. Members come from a variety of countries with varied privacy laws. Keeping your data secure is important to us regardless of your country of origin. 

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by U.S. law (such as tax, accounting, or other legal requirements). 

By providing your personal details you agree to allow YCWI to contact you either on the basis of the consents you have given us or for our legitimate interests in accordance with current data protection regulations. 

• For residents of the EU or UK: Compliance with the General Data Protection Regulation (GDPR), as adopted in the European Union and United Kingdom, underlies our personal information privacy practices. We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests. You can withdraw your consent at any time.

• For residents of Canada: We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

• For people outside of the UK, EU, and Canada: We may process your information in situations where your permission can be inferred (i.e., implied consent), and you can withdraw your consent at any time.

How we collect information about you

By engaging with YCWI, we may collect the following information about you in the following ways:

Information which you give us

We collect information about you when you communicate and engage with us. This information is that which you provide knowingly and includes (but is not limited to) the information you provide us with when you apply for membership in YCWI, sign up to be on one of our mailing lists, fill out one of our ‘Contact’ forms, email us, respond to a survey, or book into an event. 

1. Personal Data. Personal data you provide can include your full name, address, email address, phone number, birthdate, age, credit card and financial information, dietary preferences, social media handles, accessibility requirements, and voluntary demographic data described below.

2. Voluntary Demographic Data. Collecting Equality, Diversity, and Inclusion (EDI) data fosters an inclusive environment and understanding the diversity of our membership. The voluntary EDI data we collect includes demographic information such as age, gender identity, ethnicity, race, sexual orientation, disability status, religious beliefs, and other relevant characteristics. While providing EDI data is encouraged, participation is voluntary. We understand the sensitivity of this information and respect individual preferences. Data is treated with confidentiality and used solely for internal purposes to improve diversity and inclusion within our organization. All data collected is treated confidentially, stored securely, and only accessible to authorized personnel. Aggregated EDI data may be shared with our members and consultants. 

3. Photos and Videos. You may also provide us with your photo or video footage containing your image. Photo and Video Releases are a part of YCWI events. Those requesting that photo or video not be used will be respected. Furthermore, we will publish images on our website where we have your explicit consent to do so. When submitting photos for YCWI projects, please make sure all members present in photo have also given consent. For all images and video that we take on behalf of YCWI, we will ensure that all possible participants have a clear understanding of our processes and are able to give or withdraw their consent at any point to the retention and/or publication of their image(s).

Information we collect about you

By visiting and interacting with our website we also collect certain information about you automatically. This includes information about the browser you use, the type of computer, your means of connection to our site, the operating system and the Internet service providers utilized and other similar information, as well as information about your visit. This may include the date and time of your visit, clickstream to, through and from the website, how much time you spend on each webpage and how you interact with the website. 

1. Cookies. The information we collect about you is collected through cookies. We make use of cookies to enable us to analyze how visitors to our websites are using them and what pages they are visiting. This enables us to customize and personalize the content on our website. Cookies make the interaction between users and websites faster and easier. Without cookies, it would be very difficult for a website to allow a visitor to fill up a shopping cart or to remember the user’s preferences or registration details for a future visit.

2. We use websites such as Vimeo and YouTube to embed videos on our websites and you may be sent cookies from them via our site. We also use third party suppliers such as Facebook, X, Instagram, and Google analytics, and these suppliers may also make use of cookies. Please look at the cookie and privacy policies on these third-party sites if you want more information about this.

Why we collect and process this information

We collect information about you for the following reasons:

Data Security 

Where we keep your personal data

All your personal information covered by this notice will be stored in the United States. We will not transfer your information outside the United States unless we are permitted to do so by law and we will inform you about such transfer before it is done. Personal data is stored with password protection and on electronic drives with restricted access.

How long we keep your information

The length of time we keep the information you have given us depends on the context in which you provided it. 

1. Financial Data will be retained for 7 years. 

2. Personal information will be maintained indefinitely for all current and former YCWI members, including alumnae who have aged out, those who chose not to renew membership, and members of On The Road. 

To request your data be removed, please contact our Data Protection Officer.

Data Breaches 

The board will record all data breaches regardless of their effect. If the breach is likely to result in a high risk to the rights and freedoms of individuals, the board will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures we have taken.

Disclosure of your information

We will never make your personal data available for marketing purposes to external individuals or organizations. However, at times we may share your information with others. The following is a list of who we will or might share your information with:

• Our employees, contractors, Board members, and volunteers on a need-to-know basis.

• Other YCWI members who contact us asking for details of a member. This is shared only if permission has been granted to share such information. This information may also be available in our membership database.

• Website analysts, developers, administrators, and consultants who might help us improve and optimize our website.

• Our professional advisors and consultants, including lawyers and auditors.

• IT system providers who have access to data so that we can ensure that our systems operate effectively and that we are running current versions of software.

• Law enforcement authorities, statutory or regulatory bodies and other organizations which we may have a legal obligation to disclose information to.

• Website provider SquareSpace. View SquareSpace Privacy Policy here.

• Financial service provider Stripe, in order to provide secure financial transactions. Stripe’s Privacy Policy can be found here. 

• Former membership database Breeze, in order to provide secure financial and membership transactions. Breeze’s Privacy Policy can be found here. 

• Current membership database Join It, in order to provide secure financial and membership transactions. Join It’s Privacy Policy is here.

• Software to track and analyze user behavior to distinguish humans from bots or automated software. Google is the provider. Privacy Policy for reCAPTCHA is here. Google Analytics Privacy Policy is here. 

• Video player YouTube, which hosts embedded videos directly playable from our website. For more information about YouTube’s privacy policy, visit here.

• MailChimp (names, email address, and any special interests only) who facilitate our regular e-mailings. MailChimp’s privacy policy can be found here. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and has agreed to abide by and process data in compliance with the Standard Contractual Clauses prescribed by UK Data Protection Law in order to provide an adequate level of protection for personal data. You have the right to unsubscribe from such mailings at any time.

• Video conferencing platform Zoom, which stores basic account profile information.  For more information about Zoom’s privacy policy, visit here.

• Google or Microsoft Forms, which are used on occasion (e.g. to gather feedback after an event or to facilitate nominations). For more information about Google’s privacy policy, visit here. For more information about Microsoft’s privacy policy, visit here.

• Facebook/Meta. When using Facebook or any of Meta’s platforms, you are agreeing to Meta’s Privacy Policy and the retention of your data including anything you post, comment or react to in the YCWI pages. For more information about Meta’s privacy policy, visit here.

• Corsizio, which is used for event registrations. For more information about Corsizio’s privacy policy, visit here.

• Your rights in relation to your data

You have a number of rights. These include:

• The right to access your personal data and to obtain certain information about it;

• The right to rectify the data if it is inaccurate;

• In some circumstances, such as when the data is no longer required or if the use of the data has no legal justification, the right to have that data erased;

• In limited circumstances, the right to object to our handling of the data;

• In limited circumstances, the right to restrict the handling of your data;

• The right to obtain a copy of your data in a commonly used electronic form if the data is processed by automated means and the processing is based on your consent or contractual necessity.

• You also have the right to withdraw your consent at any time when we rely on consent as a legal ground to justify our handling of your personal data. This would not affect the lawfulness of anything done before consent is withdrawn but it would stop us from continuing to use the relevant information. 

You can exercise your rights by contacting our Data Protection Officer.

Viewing the information we hold about you

You may request details of all the information YCWI holds about you by submitting a written request to our data protection officer. This is known as a Subject Access Request. The Data Protection Officer will normally respond to a Subject Access Request within three months from the date it is received. If the Subject Access Request is manifestly unfounded or excessive, the Data Protection Officer is not obliged to comply with it and will notify you that this is the case. 

Keeping us up to date with your details and contact preferences

Information will be updated yearly with membership renewal. Should you have changes to your contact details before that time, please tell us as soon as possible so that we can keep our records up to date. 

You can change the way we contact you or the kind of material we send you at any time by contacting the Data Protection Officer. 

You can unsubscribe from our YCWI newsletter and emails at any time by using the ‘unsubscribe’ link on the MailChimp email you have received.

Membership Renewal Notifications will continue to be sent until a person has aged out. To stop receiving these emails prior to aging out of YCWI, a written request should be sent to the Data Protection Officer.

Last updated

This privacy notice was last updated in September 2024 but will be subject to regular review. Please revisit it each time that you consider giving personal data.