Privacy Policy

Last updated: [Date]

This Privacy Policy explains how Namaste Indian Association Würzburg (“we”, “us”, “our”) collects, uses, and protects personal data when you visit our website or participate in our activities and events.

1. Controller (Responsible Entity)

Namaste Indian Association Würzburg
[Street Address]
97070 Würzburg, Germany
Email: nia.ev.info@gmail.com

The association committee (Vorstand) is responsible for data processing.

2. Data We Collect

a) Website Access Data

When you visit our website, the following data is automatically collected:

  • IP address

  • Browser type and version

  • Operating system

  • Date and time of access

  • Pages visited

  • Referrer URL

This data is required to ensure website security and functionality.

b) Event Registration Data

When registering for events, we may collect:

  • Full name

  • Email address

  • Phone number

  • Number of participants

  • Names and ages of children (if applicable)

  • Dietary preferences (if provided)

  • payment

  • Any additional information entered in forms

 

c) Media Data

During events we may record:

  • Photographs

  • Video recordings

  • Performance recordings

These may be published on our website and social media channels.

d) Communication Platforms

If you voluntarily join communication groups (e.g., WhatsApp), your phone number and profile information will be visible to other participants.

3. Purpose and Legal Basis of Processing

We process personal data based on the following purposes:

  • Event organization and participation management (contract performance)

  • Communication about events and association activities (legitimate interest)

  • Membership administration (contract performance)

  • Accounting and legal obligations (legal obligation)

  • Photo/video publication (consent)

  • Messaging groups participation (consent)

  • Website security and operation (legitimate interest)

4. Photos and Videos at Events

During our cultural events, photographs and videos may be taken to document association activities.

These may be published on:

  • Our website

  • Social media pages

  • Promotional materials

Participants may object at any time during the event or later by contacting us via email. Upon valid objection, the media will be removed where technically possible.

For minors, consent must be provided by parents or legal guardians.

5. Cookies and Tracking Technologies

Our website may use cookies to ensure proper functionality and improve user experience.

Types of cookies used:

  • Essential cookies (website functionality)

  • Preference cookies (settings storage)

  • Analytics cookies (only with consent)

Users can disable cookies through browser settings. Some website functions may be limited if cookies are disabled.

6. Data Sharing

We only share personal data when necessary for operation, including with:

  • Website hosting provider

  • Email service provider

  • Payment processing institutions

  • Event registration tools

  • Social media platforms (when media is published)

Some providers may process data outside the European Union. In such cases, appropriate safeguards are applied where required by law.

7. Data Retention

We store personal data only as long as necessary:

  • Event registrations: up to 12 months after the event

  • Membership data: duration of membership + legal retention periods

  • Accounting records: 10 years (legal obligation)

  • Photos/videos: until objection or removal request

  • Technical logs: up to 7 days (security purposes)

8. Communication Groups (WhatsApp)

Participation in messaging groups is voluntary and based on consent.

Please note:

  • Your phone number is visible to other members

  • Data may be transferred outside the EU by platform providers

  • You may leave the group at any time

9. Your Rights

You have the right to:

  • Access your stored personal data

  • Correct inaccurate data

  • Request deletion of your data

  • Restrict processing

  • Data portability

  • Withdraw consent at any time

  • Lodge a complaint with a data protection authority

10. Supervisory Authority

Competent authority in Bavaria:
Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)

You may contact them if you believe your data is processed unlawfully.

11. Data Security

We use technical and organizational measures to protect your data, including:

  • HTTPS encryption

  • Access restriction

  • Regular system updates

12. Changes to This Privacy Policy

We may update this Privacy Policy when necessary. The latest version will always be published on this website.

13. Contact

For privacy-related inquiries or requests:
Email: nia.ev.info@gmail.com