We are committed to protecting the privacy of your personal data. For that reason, we process your data exclusively in accordance with the legal requirements (GDPR, Austrian Data Protection Act [DSG 2018], Telecommunications Act [TKG]). The purpose of this privacy notice is to acquaint you with the most important aspects of data processing that come to bear in the context of membership, community support, donation administration, event organisation, our websites, and our newsletter.

Legal basis for processing data

Wikimedia Austria is a non-profit association. The purpose of the association shall be to advance the creation, collection and dissemination of open content in voluntary service to promote equal access to knowledge and education for all. Open content in accordance with the association refers to all work placed under a license by its author allowing everyone to disseminate and modify these works free of charge. The association shares the objectives of the Wikimedia Foundation Inc., a non-profit and charitable organization incorporated in Florida, USA.

The data is processed in accordance with the statutory provisions of the GDPR and implementing provisions, notably based on the present consent (Article 6 (1) GDPR (a)), based on the necessity of processing for the performance of a contract (Article 6 (1) (b) GDPR) and/or based on overriding legitimate interests (Article 6 (1) (f) GDPR).

Our ambition and thus legitimate interest in line with the GDPR is the implementation of the goals defined in our bylaws and the improvement of our service, our website and public image, the targeted and interest-related information of members, supporters and interested parties as well as the smoothest-possible handling of events and their public promotion.

Processors

The following programmes or service providers shall be used for data processing/storage: IT service providers, accounting and auditing service providers, cloud providers, content management systems, open source CRM.

Data transfer to third countries

Data is only disclosed to third countries if we use the services of third parties who require such disclosure for use of the service. However, disclosure to third parties for the purposes of additional data processing or the processing of personal data for additional purposes never occurs. Moreover, disclosure to third parties occurs only to such companies and organisations in third countries that ensure compliance with the level of data protection provided by EU requirements (specifically privacy-shield-certified US companies).

Occasionally, for example in the case of fundraising activities, data is collected and processed directly by Wikimedia Foundation. However, we do not disclose this data to others, instead it is collected by the foundation directly from you.

Publication of data

Generally speaking, the information provided to us is not published or disclosed to other users. However, the meaning and purpose of some fundraising activities is to publish certain information (such as Wikipedia user names or names of competition winners) and to make it available to other supporters or users. Details and information related to this are found in our support guidelines.

Your rights

Generally, you have the right to access, rectification, erasure, restriction, data portability, withdrawal of consent and objection to processing. If you believe that the processing of your data is in breach of data protection law or your rights under data protection law have been otherwise infringed, please contact us to allow for the rapid resolution of any misunderstandings. You can also file a complaint with the supervisory authority. In Austria, this is the Data Protection Authority.

Further information and contacts

If you have any other questions related to this subject, please contact the address indicated below. You can enquire there what data we store about you. In addition, you can send information to this address or request erasure or correction of your data and suggestions are also welcome anytime: verein@wikimedia.at.

Purposes of the processing

Contact with us

If you contact us by e-mail, we will store the data you provide for six months for the purpose of handling the request and in order to accommodate follow-up questions. This data will not be disclosed without your consent. Regrettably, without the data specified, we will be unable to respond.

Member administration

This encompasses the processing and communication of data in the context of membership including related correspondence and the processing of membership fees. Such data includes „member data“ (name or designation, address and other information necessary for addressing, telephone number, e-mail address, birth date, if applicable, user name, membership number) and „bank details“ (IBAN, BIC – except for in the case of cash payments, if direct debit authorisation has been granted, the mandate ID). Generally speaking, the data is stored for the duration of membership and until the end of the mandatory documentation period for tax purposes following termination of membership.

Community support

Processing and communication of data in the context of community support, including automatically generated and archived text documents (such as e.g. correspondence) in these matters. This data includes „personal data“ (name or designation, if applicable, address and other information required for addressing, if applicable, telephone number, if applicable, e-mail address, if applicable, birth date, if applicable, travel dates, if applicable, passport copy/ID copy, if applicable, emergency contact, if applicable, press badge), and if applicable, „bank details“ (IBAN, BIC) and „Wikimedia data“ (the Wikimedia user name or names). Generally speaking, data is stored for up to 3 years after correspondence ends; data relevant for accounting is stored for 7 years.

Reporting

Processing and transmission of data in the context of Wikimedia Foundation grant and sponsorship reporting, including correspondence in these matters. This data includes „participation data“ (if applicable, name or designation, if applicable, e-mail address, participation in project and the (respective) Wikimedia user name as well as edits on Wikimedia Foundation project pages). Generally speaking, data is stored for up to 3 years after correspondence ends; data relevant for accounting is stored for 7 years.

Event organisation

If you sign up for one of our events via Wiki page using the form on our website or by e-mail, we will keep a record of the data you provide for the purpose of processing registration and participation in the event selected and will store it for the duration of the event and the event’s follow-up, typically for up to 3 years after correspondence has ended or until the end of the event; data relevant for accounting is stored for 7 years.

Unfortunately, for some events, notably international conferences, registration and participation is not possible without the data provided. This data includes „personal data“ (name or designation, if applicable, private address and other information required for addressing, if applicable, gender, if applicable, country of origin, if applicable, telephone number, if applicable, e-mail address, if applicable, date of birth, if applicable, passport copy/ID copy, if applicable, emergency contact, if applicable, press badge, if applicable, travel dates, if applicable, health data, such as allergies, food intolerances or physical limitations, if applicable, organisational affiliation), if applicable, „bank details“ (IBAN, BIC) and „Wikimedia data“ (respective) user name).

We store and use photographs and video recordings made during the event to document and present the event activities of Wikimedia Austria in internal and external media for public relations purposes pertaining to the events in question or to future events, for as long as no objections against such processing are raised.

If required, we will also disclose the participation data to third parties, notably to operators of event locations, cooperation partners, caterers, and similar.

Donation administration

Processing and transmission of data in the context of donations, including correspondence in these matters. This data includes „donor data“ (name or designation, if applicable, address and other information required for addressing, if applicable, telephone number, if applicable, e-mail address, donation amount and donation date) as well as „bank details“ (IBAN, BIC – except for in the case of cash payments or donations via PayPal, if direct debit authorisation has been granted, the mandate ID).

Generally speaking, data is stored for up to 3 years after correspondence ends; data relevant for accounting is stored for 7 years.

Press relations

As part of our public relations work, we process the respective contact data in order to communicate with our media employees based on our legitimate interest to publicise our concerns and information about our work and opinions on current daily developments and events. The data is derived from both the relevant media websites or public registers as well as by personal disclosure to our officials and employees. This data includes name or designation, organisation/medium, e-mail address, if applicable, address, if applicable, website.

Public relations/Newsletter

You have the option of subscribing to our newsletter on our website. For this purpose, we require your e-mail address and your statement of consent to receiving the newsletter in connection with information on the association’s activities on a national and international level. It is not possible to provide a newsletter subscription without the data specified.

Once you have signed up for the newsletter, you will receive an e-mail confirmation along with a link for you to confirm your subscription.

We will process and store the data you provided for this purpose until further notice. You are free to cancel your newsletter subscription any time. Please send your cancellation request to the following e-mail address: verein@wikimedia.at. We will then promptly delete your data associated with the distribution of our newsletter. Optionally, you can unsubscribe from the newsletter yourself using the link provided.

MemberWiki: mitglieder.wikimedia.at

Since the WMAT’s member wiki mitglieder.wikimedia.at is a closed wiki, users are created by an administrator at the request of the respective future users. To this end, the data provided (e-mail address and user name) is processed for the purpose of creating the user and stored in the member wiki as a master data record. The respective e-mail address cannot be viewed on the member wiki pages. At the request of users, any e-mail correspondence related to account application will be deleted immediately after having been processed.

A user’s contributions as well as the time of each contribution can be identified and statistically analysed in the member wiki using the standard functionality provided in the wiki anytime by anyone. In addition, the system also records log-in time and the IP addresses used which can only be viewed by system administrators. Each user can request an administrator to block his or her account and to delete the related user page. Following this, the contents of the related user pages can no longer be viewed by non-administrators.

Visit to our websites

Cookies

Our websites use cookies. Cookies are small text files that are stored on your terminal device by your browser. They cause no harm and do not track the respective user’s surfing behaviour in the worldwide web.

We use cookies to help ensure that our service is user friendly. If, for example, you enter your user name and password to register in the member wiki, you will be recognised as a registered user the next time you visit the page and linked to the page automatically without having to register again. For this purpose, some cookies will remain stored on your device until you delete them.

If you do not want this, you can set your browser to ensure that you are notified whenever a cookie is added, allowing you to accept cookies only on a case-by-case basis.

Disabling cookies may prevent you from taking full advantage of some of the features of our website.

Anonymous data collection

You can visit the web pages of Wikimedia Austria without telling us who you are. By default, the browser you use will reveal data to us (IP address, browser used, operating system used) and the website from which you are visiting. Additionally, we also learn about what pages on our website you visit. This information is analysed for statistical purposes. You remain anonymous as an individual user in the process.

You can prevent disclosure of data via your browser, by adjusting your browser setting to prevent your IP address, the browser used, and the operating system used from being revealed.