Privacy Policy

Thank you for visiting HAU Athens Toastmasters Club’s official website.

This page informs you of our policy and practices regarding the collection, use, disclosure, and protection of personal information when you are becoming a Member or you are visiting us as our Guest.

We work to ensure that the data is held in compliance with all appropriate legislation such as General Data Protection Regulation (GDPR).

Who we are

We are a Toastmasters Club operating under Toastmasters International, a nonprofit organization based in the USA. Our official seat is located in Athens, Greece, and Europe but we also meet online.

Regarding the Toastmasters International Privacy Policy please visit the official website

The club is managed by an elected committee, the Club Officers that consist of:

  • President
  • VP Education
  • VP Membership
  • VP Public Relations
  • Treasurer
  • Club Secretary
  • Sergeant at Arms

And also appointed persons such as:

  • IT Support

What personal information – data do we collect and why

Member information

When you apply to become a member we ask you for your contact information (full name, email address, postal address, and phone number) and birth date so we can establish the membership. Having provided that, we can send you all of the club’s information for its activities, meetings, social events, and projects and … wish you a happy birthday when that day comes.

For organizing our meetings’ Agendas we use cloud-shared documents such as Google Drive and/or automated platforms for meeting management such as EasySpeak. Certain files may be shared with other club members to support specific club needs. Information regarding meeting Agenda specifics (Club Officer status, speech title, educational level, attendance, role taken, awards) is usually accessible to all registered participants at the meetings.

Members are invited to create their own accounts on the platforms and social media that the club uses and to modify their privacy preferences in their profile settings as they like.

During the year, we might also collect your responses to surveys, evaluations, or registrations we conduct for club purposes only. Some of our most common surveys are to plan new events and workshops that enhance your educational experience, to register for our social events, and to help our services to become better.

Guest information

If you are visiting as a guest we collect your name and email address so we can communicate the meeting’s Agenda to you. This information is not shared and is purely held for following up on guests’ experiences at the club, future meeting dates, and details about membership. The guests have the option to decline further communication at any time.

Media information for all participants at meetings

We also take pictures during our meetings to increase the club’s visibility and to promote the club’s activities on its official social media (for noncommercial reasons only).

The meetings are being recorded for educational purposes. At the end of the meeting, a Club Officer uploads the files as unlisted on YouTube. The videos can be found using a YouTube link provided only by Club Officer’s communication.

We always ask for permission at meetings for use of your image/ video recording. Members and guests are free to decline being photographed/ video recorded.

Who do we share your data with

The club does not share its data with any third parties.

The club may share its media data with Toastmasters International for the purposes of club promotion within Toastmasters International and only to the extent of the written consent given to us by its members.

How long we retain your data

We keep your personal data for as long as necessary to fulfill the purposes we collected it for.

When you become a member we ask you to fill in and sign our Notice and Consent Form. We keep your data as long as this Form is not revoked.

When you are a guest we keep your contact details for as long as you notify us that you no longer wish to receive our communication.

How about the security of data?

We respect your privacy and it is within the club’s commitments to safeguard your data. We use a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosure. We store the data on cloud-secure facilities with limited access by authorized officials of the club.

All Members and guests are invited to contact the Club Secretary if they believe that their personal data or other data under the control of the club has or may have been used in an unauthorized or unlawful way.

Regarding data collected by the use of this site by using cookies and similar technologies, comments on the site, visitor’s IP address, and browser user agent, please refer to the Privacy Notice of the service provider (WordPress).

Contact us

If you have any questions about this Privacy Policy, please do not hesitate to contact us.