Privacy Policy
Toastmasters District 107 - Privacy Policy
The District takes your privacy very seriously. This notice explains how we collect your personal data, how it is used, the conditions under which the data may be disclosed to others and how it is kept secure.
1. Who are we?
Toastmasters District 107 exists to help members develop their public speaking and leadership skills using resources provided by Toastmasters International. The club is run by members for the benefit of members and is part of Toastmasters International (https://www.toastmasters.org), a non-profit organisation based in the USA.
Toastmasters clubs are managed by elected committee members that may consist of: President, Vice President Education, Vice President Membership, Vice President Public Relations, Treasurer, Secretary, Sergeant at Arms, and IT Support; there may also be committee members as supporting roles.
2. What information do we collect?
We may collect information about you at different stages.
a) Club Members
We will request your name, email address, postal address, mobile phone number, home phone number and gender for the membership application. We track information such as your participation in club activities, progress with the educational programme, as well as your mentors and mentees.
b) Award Winners & Club Officers
We may take photos of you, for example after giving you an award at club meetings, if you complete an educational program, if you become a mentor or mentee, or if you are elected as a club officer, and share such photos with club members, guests and others interested in the club through social media.
c) Non-members registering for events (in person and online)
The information we gather about you will be used exclusively for the event that you are registering on and will not be shared with anyone else.
3. Why do we collect this information?
We collect your information for the purpose of running the clubs and to the benefit of members,
regarding meetings and special events. We work to ensure the data is held in compliance with General Data Protection Regulation (GDPR).
4. Who is my information shared with and where is it stored?
Club use tools to communicate with their members; these are described below:
a) Toastmasters International - Leadership Central & Base Camp
Toastmasters International provides you with the resources that will support you as a member of
Toastmasters through services such as the Base Camp platform, with the online training programme “Pathways” and other educational resources.
We will share your name, email address, postal address, mobile phone number, home phone number and gender with Toastmasters International, who may in turn share your personal information with third-party service providers whom they use to perform certain functions on their behalf (for example sending postal mail). Sharing this personal information with Toastmasters International is necessary in order for you to be registered as a member of this Toastmasters Club.
Once we have registered you at Toastmasters International you can manage the privacy settings and opt-out of receiving information by post or email at any time. Here is Toastmaster International’s privacy policy: https://www.toastmasters.org/footer/privacy-policy.
b) Easy-Speak
Clubs use a software platform called Easy-Speak to manage their meetings as well as to stay in contact with their members through email and phone. They will add to it your name, contact number and email address. You agree to receive email communications from your club, as well as special notifications that relate to our Toastmasters Area, Division and District through this platform. Within your profile you can manage your privacy settings and opt-out of receiving future email notifications at any time. Easy-Speak Limited is a non-profit company, registered in the United Kingdom. You can view their privacy policy here: https://tmclub.eu/portal.php?page=6.
c) Cloud Storage
Clubs use Cloud Storage services (such as Google Drive, OneDrive, or similar) to share club
organisational information. By default, only club officers can access this information. Certain files may be shared with other club members to support specific needs directly related to Toastmasters.
Cloud Storage Services have published their privacy policies in the following links:
Google Drive: https://policies.google.com/privacy
Microsoft One Drive: https://privacy.microsoft.com/en-gb/privacy
Dropbox: https://www.dropbox.com/privacy
d) Social Media
Clubs have a social media presence, in which they may post club news, announcements and articles that name members and guests when they win awards, participation in our meetings and other related Toastmasters activities.
Clubs will only feature your name on social media and share photos and videos with you if you have given them explicit consent.
We run the following pages/profiles for the promotion of our District-level activities:
Page link: https://www.facebook.com/ToastmastersInternationalDistrict107
Page link: https://www.linkedin.com/company/toastmasters-district107
Page link: https://www.instagram.com/toastmasters.district107
Social media platforms have published their privacy policies in the following links:
Facebook: https://www.facebook.com/business/gdpr
Twitter: https://twitter.com/en/privacy
LinkedIn: https://www.linkedin.com/legal/privacy-policy
Instagram: https://help.instagram.com/519522125107875
f) Instant Messaging
Clubs maintain invite-only Instant Messaging groups, such as WhatsApp groups, for club business. They may add your name and mobile number to them.
Instant Messaging platforms have published their privacy policies in the following links:
WhatsApp: https://www.whatsapp.com/legal/?eea=1#privacy-policy
Facebook messenger: https://www.messenger.com/privacy
Google Hangouts: https://policies.google.com/privacy?hl=en-US
Telegram: https://telegram.org/privacy
Signal: https://signal.org/legal/
g) Online meeting Platforms
When face-to-face meetings are not possible, or for club business that takes place outside our regular club meetings, we use online meeting platforms, such as Zoom, Teams and Webex.
We will send the link to your email or to your mobile phone. Chat messaging will be active in meetings to encourage discussion; however, chat logs will not be retained.
5. Who has access to my personal information?
Club and District Officers can access your personal information through Easy-Speak, Toastmasters
International website and Cloud Storage.
All club members can see your name and mobile phone number in their Instant Messaging Group.
Contest Chairs can access the details of the contestants they provide in the speech contest forms.
Mentors/Mentees can access the contact details of their respective Mentee/Mentor.
A special event organiser in Toastmasters can access your personal information. This is subject to its own Privacy Notice provided by each organiser.
6. How do clubs protect your information?
To protect your personal information clubs have best practice policies in place for their committees:
- Ensuring access to personal information is limited to your Club and District Officers (apart from Instant Messaging services);
- Access to systems that the club uses are protected with passwords;
- Club and District Officers are encouraged to ensure that any computers they use to access systems which contain personal information should have the latest security software installed;
- We digitise any paper records that contain personal information (such as membership forms) as soon as possible, store the digital copies in the Cloud Storage Service and destroy the paper copies.
7. How long do we keep hold of your information?
Personal data that we process for any purpose shall not be kept for longer than is necessary.
8. Your rights and complaints
Under the data protection regulations, you have the right to:
● Know who is holding your data;
● Know who to contact;
● Know what data we collect and what we do with it;
● Who we share information with and why;
● Ask us what information we hold on you;
● Update or rectify inaccurate, incomplete or out-of-date data we hold on you;
● Ask us to delete any personal information we hold about you under your right to be forgotten;
● To file complaints with the supervisory authority if you believe that data concerning you is being
processed by the controller in breach of data protection provisions;
If you wish to exercise your rights, to make a complaint or to ask any questions, please email us to
adm@district107.org.
