Member information, as well as information for data processing according to Art. 12, 13, 14 and 21 DSGVO

Dear Member,

Due to the legal provisions of the General Data Protection Regulation (DSGVO) we are obliged to provide you with comprehensive information (Art. 13 GDPR) on the processing of your personal data, which we are happy to do. Data protection and the handling of your personal data are very important to us, thus we shall always respect the orderly processing of your personal data. In case you have questions about this process, we are at your disposal. Regarding the processing of your personal data, we herewith inform you of:

1 Name of the person responsible

The entity responsible for the processing of your personal data is

Golden Sunbeams e.V.

2 Executive Board; Head of Data Processing; Data Protection Officer

2.1 Executive Board

The Board members of the responsible body are:

Mr Bernd Holtkamp (Chairman)
Mrs. Britta Belz (Co-Chairwoman and Treasurer)

2.2 Data Protection Officer

Under current legislation Golden Sunbeams e.V. § 38 Abs. 1 BDSG is not obliged to appoint a data protection officer.
If you have any questions about this privacy policy or have data protection concerns, please contact directly the responsible person under point 3:

3 Addresses of the responsible persons

Mr. Bernd Holtkamp
Holunderweg 19
64404 Bickenbach
Tel: +27 (079) 337 6827

Mrs. Britta Belz
14 Chapman Avenue
7140 Gordon‘s Bay
Western Cape
South Africa
Tel: +27 (076) 385 63 70

4 Purpose of data processing

Established in 2018, Golden Sunbeams e.V. is run as a registered and non-profit organisation. Its purpose is the promotion of youth welfare and the promotion of education and training in South Africa.
Golden Sunbeams e.V. consists of members and donors.

The processing of your personal data is undertaken for the purpose of establishing, implementing and terminating membership of this organisation and for the preparation of donation certificates.

5 Categories of data

As part of this, we process the following personal data in particular:

  • • Name + first name of the member
  • Date of birth of the member
  • Telephone number of the member
  • E-mail address of the member
  • Address data of the member (postal code, place of residence, street, house number)
  • Bank details (Bank, IBAN, BIC)
  • Contributions towards activities of this organisation
  • Images on the website by separate consent
  • Organisation’s functions

6 Legal basis for processing

The legal basis for the processing of your personal data follows:

  • Contract according to Article 6 Clause 1 lit. b) GDPR (membership)
  • Consent according to Article 6 Clause (1) (a), 7 GDPR (eg publication of images on the website, storage),
  • Fulfilment of a legal obligation and in individual cases according to Article 6 Clause 1) (c) GDPR (for example, reports to the tax office, answers to legal and data protection requests)
  • Balance of interests according to Article 6 Clause 1 lit. f) GDPR (for example, exercising house rights, asserting legal claims and defending legal disputes, ensuring IT security and IT operations, preventing and investigating criminal offences).

7 Recipients of the data

To fulfil our contractual and legal obligations, your data will be forwarded to the following recipients:

  • Board members
  • Banking institutions
  • Insurance companies
  • External service providers
    • WEBenefits GbR – Inh. Alexander Bün and Thomas Langwaldt
    • Mittwald CM Service GmbH & Co. KG
    • Newsletter2Go GmbH
    • Tax office Ute Loh, 64404 Bickenbach
  • Revenue Office

8 Transmission to a third country

In so far as association activities, for example, concern overseas cooperation partners in non-EU countries, they may be forwarded to these offices abroad as intended. To this end, we will, as far as possible and necessary, obtain separate consent from you as the involved member. We point out, however, that the website of the association is available worldwide, so that any personal data that may be published there, may also be viewed in third countries.

9 Duration of storage, deletion of personal data

In order to fulfil our statutory and legal obligations, we will store the data, provided that there is no legitimate interest within the meaning of Article 6 I f) GDPR, which would justify a longer storage period, for the following periods:

If necessary, we will process and store your personal data for the duration of your membership which includes, for example, the preparation and management of the membership. In addition, we are subject to various storage and documentation obligations, which result, among other things, from the Tax Code (AO). The deadlines for storage and documentation are two to ten years. Finally, the retention period is also judged according to the statutory limitation periods which, according to §§ 195 ff. of the German Civil Code (Bürgerliches Gesetzbuch, BGB), can generally be three years, but in certain cases are up to 30 years.

In detail:

  • Club correspondence: 10 years, § 147 I No. 4.5 in connection with III AO
  • Contracts: 10 years, § 147 I No. 4.5 in connection with III AO
  • Evidence of invoices: 10 years, § 147 I No. 4.5 in connection with III AO; § 257 I Nos. 1, 4 in connection with § 238 I HGB
  • Judgments, decisions and titles: 30 years

10 Right to information, rectification, etc.

You have the following rights with respect to the personal data concerning you:

  • Right to information
  • Right to rectification or cancellation
  • Right to restriction of processing
  • Right to data transferability
  • The right to complain to a data protection supervisory authority about the processing of your personal data by us, if you disagree with the handling of your personal data and
  • Right of revocation: You have the right to revoke your data protection declaration at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation;
  • Right of objection: You have the right at any time, for reasons arising from your particular situation, to prevent the processing of your personal data relating to you, which pursuant to Article 6 Clause 1 lit. e or f DSGVO makes an objection; this also applies to profiling based on these provisions.
    • The controller no longer processes the personal data concerning you, unless he can prove compelling legitimate grounds for processing which outweigh your interests, rights and freedoms, or the processing is for the purpose of asserting, exercising or defending legal claims.
    • If the personal data relating to you is processed for the purposes of direct marketing, you have the right to object at any time to the processing of your personal data for the purpose of such advertising. This also applies to profiling in so far as it is associated with such direct mailing.
    • If you object to processing for direct marketing purposes, your personal data will no longer be processed for these purposes.
    • Regardless of Directive 2002/58 / EC, you have the option of using your right of opting out with regard to the use of information society services through automated procedures that use technical specifications.

As at August 2018