Privacy Policy

1. Data Protection at a Glance

We are delighted by your interest in our association. Data protection is of particular importance to the board of Help for a smile e.V. Using the Help for a smile e.V. website is generally possible without providing any personal data.

Help for a smile e.V. does not use personal data for advertising or commercial purposes. The Help for a smile e.V. website should not use cookies, tracking pixels, or similar tracking technologies.

If the processing of personal data is necessary and there is no legal basis for such processing, we generally obtain the consent of the data subject.

The processing of personal data, such as the name, address, email address, telephone number, or bank details of a data subject, is always carried out in accordance with the General Data Protection Regulation (GDPR) and in compliance with the country-specific data protection regulations applicable to Help for a smile e.V. (Germany).

Through this privacy policy, our association wishes to inform the public about the nature, scope, and purpose of the personal data we collect, use, and process. Furthermore, this privacy policy informs data subjects about their rights.

The following information provides a simple overview of what happens to your personal data when you visit our website and for what purposes we need your personal data when you become a member of the association.

Personal data is any data that can be used to personally identify you. This includes, in particular, your name, address, and date of birth. Your email address and the IP address of your computer also fall under this category.

2. General Information and Mandatory Disclosures

Data Protection: The operators of this website take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this privacy policy. When you use this website, various personal data is collected. This privacy policy explains what data we collect and what we use it for. It also explains how and for what purpose this is done.

Please note that data transmission over the internet (e.g., when communicating by email) can have security vulnerabilities. Complete protection of data against access by third parties is not possible.

Information regarding the responsible party: The responsible party within the meaning of the General Data Protection Regulation (GDPR), other data protection laws applicable in the member states of the European Union, and other provisions with a data protection character is:

Help for a smile e.V. c/o Ines Vollert, Ochsenwerder Elbdeich 182, 21037 Hamburg, Germany, Tel.: +49 174 357 4444, Email: info@helpforasmile.de, Website: www.helpforasmile.de

The responsible party is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data (e.g., names, email addresses, etc.).

The responsible party is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data (e.g., names, email addresses, etc.). The legal basis for data processing is Article 6(1)(b) of the GDPR, which permits the processing of data for the performance of a contract or for taking steps prior to entering into a contract, and Article 6(1)(c) of the GDPR, which permits processing for compliance with a legal obligation to which the controller is subject. On the one hand, the website serves to recruit and inform members, and on the other hand, we must comply with legal requirements through this website. Therefore, we rely on the aforementioned articles of the GDPR for the lawfulness of processing your data.

Withdrawal of your consent to data processing: Many data processing operations are only possible with your express consent. You can withdraw your consent at any time. An informal notification by email to our email address info@helpforasmile.de is sufficient. The lawfulness of the data processing carried out before the withdrawal remains unaffected by the withdrawal.

Right to lodge a complaint with the competent supervisory authority: In the event of breaches of data protection law, the data subject has the right to lodge a complaint with the competent supervisory authority. The competent supervisory authority for data protection matters is the State Data Protection Commissioner of the federal state in which our company is located. A list of data protection commissioners and their contact details can be found at the following link:

https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html

Right to data portability: You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from us, where the processing is based on consent pursuant to point (a) of Article 6(1) or point (a) of Article 9(2) or on a contract pursuant to point (b) of Article 6(1) and the processing is carried out by automated means. If you request the direct transfer of the data to another controller, this will only be done to the extent that it is technically feasible.

Right to information, blocking, and erasure: Within the framework of the applicable legal provisions, you have the right at any time to obtain information free of charge about your stored personal data, its origin and recipients, and the purpose of the data processing, and, if applicable, a right to rectification, blocking, or erasure of this data. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time at the address given above.

SSL/TLS encryption: This site uses SSL/TLS encryption for security reasons and to protect the transmission of confidential content, such as orders or inquiries that you send to us as the site operator. You can recognize an encrypted connection by the fact that the browser’s address bar changes from “http://” to “https://” and by the padlock icon in your browser’s address bar. When SSL or TLS encryption is enabled, the data you transmit to us cannot be read by third parties.

3. Data Collection on Our Website

Who is responsible for data collection on this website? Data processing on this website is carried out by the following provider: STRATO AG, Pascalstraße 10, 10587 Berlin. A data processing agreement was concluded on April 15, 2018, between Strato AG (processor) and Ines Vollert (data controller).

How do we collect your data? Your data is collected, on the one hand, when you provide it to us or when you view our website. This data is collected automatically.

What data is collected when you visit our website? The website provider automatically collects and stores information in so-called server log files, which your browser automatically transmits to the provider. This includes: browser type and version, operating system used, referrer URL, hostname of the accessing computer, time of the server request, IP address, internet service provider of the accessing system, and the most frequently visited pages of the domain.

This data is not combined with other data sources. The legal basis for data processing is Article 6 Paragraph 1 Letter b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures.

What do we use your data for? Some data is collected to ensure the website functions correctly. Other data may be used to analyze your user behavior. However, Help for a smile e.V. does not use this data. The data is stored, if at all, by the web host (see above) in accordance with legal requirements.

Is there tracking for commercial purposes? Help for a smile e.V. does not use any analytics or tracking tools itself. Likewise, the commercial use of user data and advertising is avoided.

4. Use of Personal Data in Connection with Membership

If you decide to become a member of our association (which we would be very pleased about), we require the following personal data and information from you in order to register and manage your membership.

Since your membership fee contributes significantly to achieving our association’s objectives, we may also store your bank account details. We request this information in the membership application form.

If you make a donation without becoming a member, we will store your personal data associated with the donation for the legally required retention period for bank account information.

Membership Application Form: Help for a smile e.V. deliberately does not use an online membership application form in order to minimize the amount of data stored online. Our membership form can be found on our association’s website and must be completed offline and sent by mail.

We request the following information in this form: First and last name, full address, optional: date of birth, optional: telephone number, optional: email address

If you grant us direct debit authorization for your membership fee, we will also request your bank account details.

By signing the membership application form, you give us your consent to process the aforementioned personal data.

Data Usage and Processing: We use your personal data for our membership administration. This includes recording the information mentioned above, your date of joining the association, and the amount of your membership fee. This data is stored in a password-protected Excel file, which is accessible only to the board and, if necessary, the auditors for auditing purposes.

This membership administration system allows the association to manage the collection of membership fees and verify receipt of payments. Address data is used for sending donation receipts.

Data from previous years is also stored. As a registered association, we are required to disclose our income and expenses to the tax office, and therefore the statutory retention periods for tax purposes apply to us. This retention period is 10 years.

If an email address has been provided, it will be used to send newsletters and/or invitations to general meetings. If you do not wish to receive a newsletter, you can unsubscribe at any time by emailing info@helpforasmile.de.

Termination of Membership: If you terminate your membership, we will store your personal data for two years from your termination date and then delete it. Furthermore, we must comply with statutory retention periods and may be required to store data for up to ten years. Once this period has also expired, we will completely delete your data.