In the general data protection regulation (GDPR) there are rules about how and when you may process personal data. As a member of RFSL and RFSL Ungdom your personal data is processed in RFSL’s member register in accordance with these rules. RFSL works continually to meet the high standards expected by members, accountants, donors and our branches.
What personal data is registered for members and donors?
Name, address, telephone, email, personal identity number or date of birth, possibly gender identity, branch affiliation and payment status of membership fee. We sometimes store information about commissions of trust and education, as well as information about donations if you’re a Rainbow Hero or have made donations to RFSL via Swish, through additional payment methods or via sms. If you as a member choose to terminate your membership your personal data is erased, but your membership number, postal code/area and branch are saved for statistic and economic reporting.
Information from the member register is only used within RFSL’s operation at a local and national level, by RFSL fundraising foundation and via actors hired by RFSL for the distribution of information. For example for: member letters, summons to annual meetings, email and sms lists. RFSL does not pass information from the member register to a third party.
If you feel that RFSL hasn’t taken the appropriate measures when processing your personal data you have the right to file a complaint with the Swedish Data Protection Agency, which is the supervisory authority.
Submitting the required personal data to RFSL is a requirement in order to be granted, or be allowed to prolong, membership in RFSL. If you don’t submit the required data you run the risk of your application for, or prolongation of, membership not being granted.
Updated member register
Members of RFSL (not RFSL Ungdom) may have their addresses updated through SPAR, Statens personadressregister. Every year, RFSL sends thousands of letters to outdated addresses, which leads to unnecessary costs and that you as a member don’t get the information you want. If you have chosen not to receive mail, you won’t, of course, get any even if your address is updated.
In order for you to be able to feel comfortable with, and receive correct and good service from, the member register, RFSL will not change or update first names via SPAR. However, last names and addresses will be. The updating of first names is a hot topic, as many of our members don’t use the first name registered in the population register, and it is crucial for us that our members are addressed in the way they prefer. If there’s an error in upcoming communications, we ask you to contact us so that we get it right.
Who has access to the member register?
People responsible for membership processing at a national level administer the member register at a national level, people responsible for membership issues at branch level have a limited responsibility to administer the member registers of their specific branch. All administrators who have access to the member register have signed a confidentiality agreement and may not pass on information about the contents of the member register. The access is strictly limited to the area each person is responsible for.
Other personal data we process
Apart from employees and members, RFSL is in contact with many people. It might be people who contact us with questions or who need support, people seeking a job at RFSL, or people who in some other way are part of our operation or participates in our activities.
We have routines and policies in place to make sure that security is absolute. For example, we have a policy that means that we don’t save personal data that isn’t relevant to the purpose. As RFSL has biannual congress periods, we have a routine where we remove personal data 26 months after termination of membership if the data isn’t necessary to follow another law. If you have any questions, contact email@example.com and we will help you.
You have the right to, from RFSL, demand access to, correction of or erasion of your personal data. There’s also the possibility of limiting the processing (marking of stored personal data with the intention to limit the processing of it in future) of your personal data, and to object to processing.
You have the right to obtain personal data that you have submitted to RFSL in a structured, commonly used and readable format. You have the right to have your personal data transferred to another body responsible for personal data, should you wish to.
Contact us if you have any questions
RFSL is responsible for personal data. The representative in matters of personal data is the executive director. A data safety representative might be appointed. This will then be announced here.
If you want to know what personal data we have collected from you as a member, contact firstname.lastname@example.org for further instructions. If you want to terminate your membership and want us to remove your personal data from our member system, contact email@example.com. If any information is incomplete, misleading or erroneous, we will change it for you, just contact us!