Effective Date: 01 January 2025
Last Updated: 01 January 2025
VIC Indian Club (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the EU General Data Protection Regulation (GDPR), Austrian data protection laws, and the Club’s Statute.
- Who We Are
VIC Indian Club is a non-profit cultural association established in Vienna, Austria, governed by its Statute. Our purpose is to foster Indian culture, promote intercultural understanding, and organise community, cultural, and social events.
Contact:
Email: vicindianclub@outlook.com
Address: VIC Indian Club, Vienna International Centre, Wagramer Str. 5, 1220 Vienna, Austria
- What Data We Collect
We only collect personal data necessary for membership administration, event organisation, and communication. This may include:
Identity & Contact Data: Name, email address, phone number, affiliation, membership status.
Membership & Event Data: Information provided in membership forms or event registrations, participation details.
Communications: Messages, enquiries, or feedback you share with us.
Technical Data: IP address, browser type, operating system, pages visited, usage statistics (collected via cookies/analytics).
Consent Records: When you agree (or withdraw agreement) to receive communications.
- Why We Use Your Data (Legal Basis under GDPR)
We process personal data only where permitted by law:
Purpose Legal Basis
Managing membership records and obligations Performance of contract / Statute compliance
Organising and communicating events Legitimate interests; Consent (when required)
Sending newsletters, updates, announcements Consent (with opt-out rights)
Maintaining financial and administrative records Legal obligation
Improving our website & user experience Legitimate interests (minimal, anonymised where possible)
- Legal Basis for Processing
We rely on consent as the lawful basis for processing your data under Article 6(1)(a) of the EU General Data Protection Regulation (GDPR).
For minors under the age of 14, we require verifiable parental or guardian consent.
- How We Store and Protect Your Data
Your data is stored securely within the European region in compliance with GDPR, with access limited to authorised volunteers only.
We use secure hosting and HTTPS encryption to protect data in transit.
We do not sell or share your data with any third parties.
- Data Retention
Membership data is retained as long as membership is active and as required under Austrian law.
Event data is kept until the event concludes and obligations (e.g. reporting, finances) are fulfilled.
Longer retention may apply where required by tax or legal regulations.
When no longer needed, data will be securely deleted or anonymised.
- Cookies
Our website may use cookies or similar technologies to:
Improve browsing experience
Analyse website traffic
Store user preferences
You may disable cookies in your browser, but some site functions may be affected.
- Your Rights under GDPR
As a data subject, you have the following rights:
Access: Obtain a copy of your data.
Rectification: Correct inaccurate or incomplete data.
Erasure: Request deletion of your data (“right to be forgotten”).
Restriction: Limit how your data is processed.
Withdraw Consent: At any time, where processing is based on consent.
Requests may be sent to vicindianclub@outlook.com
. We will respond in accordance with GDPR timelines.
- Security
We implement technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration, or disclosure.
- Changes to this Policy
We may amend this Privacy Policy to reflect legal updates, operational changes, or improvements in data protection. Updates will be published on this Website, with the “Last Updated” date changed. Significant changes may also be notified to members directly.
- Contact
For questions, concerns, or to exercise your rights:
VIC Indian Club
Email: vicindianclub@outlook.com
Address: VIC Indian Club, Vienna International Centre, Wagramer Str. 5, 1220 Vienna, Austria