Rotary International in Great Britain and Ireland
Districts Youth Exchange Association (RIBIDYEA)
RIBIDYEA (“we”) will respect the confidentiality of any personal data you share with us, or that we have access to through our exchange partners in other countries, by keeping it safe, and taking every effort to protect your privacy, subject to the requirements of Rotary International (RI) Certification.
We will always be clear how, when and why we collect and process your information.
Potential Programme Participants
The information we collect from you is given by you directly through your initial Registration of Interest (ROI)
The questions asked on the online form enable us to communicate with you in a friendly and accurate manner, to establish your country of jurisdiction, enable us to allocate your enquiry to the Rotary Youth Exchange Officer for your area and if you are under 18 years of age to ensure you have parent and/or guardian approval to your taking part in the programmes.
A Registration Number is generated when you submit your ROI and is used to access your online application form.
All ROI data is held in our website database and is deleted at the end of the calendar year for which programme participation was intended, whether or not the applicant is accepted into one of the programmes.
You may request your ROI data to be deleted at any time by email to firstname.lastname@example.org
Programme Participants (Students)
If you are accepted into one of the programmes you will be required to complete an online application form.
The application forms are designed to provide necessary information to us and our Rotary partners abroad to ensure a suitable placement, suitable environment and provide for your safety and welfare whilst taking part in the programmes.
Personal information relating to religion and health, which are classed under GDPR as Special Category ‘sensitive’ information, is requested.
- Religion – Rotary Youth Exchange considers it important for programme participants of different faiths, or no faith, to interact and learn from each other. It is important that any possible negative situation due to religious incompatibility between participant and host family is avoided. Host families and/or programme organisers need to be aware of any requirement for religious observance by a participant in order to accommodate such.
- Health – You are asked to respond to questions regarding your health which are appropriate to ensuring your wellbeing whilst taking part. Participants in the academic year exchange programme are required to provide extensive medical and dental history to satisfy several countries visa and health service requirements.
By completing the application form you, and if appropriate your parent/s and/or guardian/s, are giving your consent to share the information contained in your application form with programme organisers and co-ordinators in this country and abroad.
We will never sell or pass on your information to persons or organisations outside of Rotary, unless we have your, and if appropriate your parent/s and/or guardian/s, specific consent to do so.
A requirement of Rotary International (RI) Certification, an operating standard to ensure the welfare and safety of programme participants and with which all Rotary Districts taking part in the Rotary Youth Exchange programmes have to conform, is to retain all records associated with any exchange. Records may include, but are not limited to, Application Forms, Host Family Interview Forms, Counsellor Reports, Student Reports, Host Family Reports, Student Debriefings. We digitise records associated with your exchange, and keep them on a secure server, for 10 years after you have reached the age of 21 years.
Following your exchange, and as an alumni of the Rotary Youth Exchange programme, your name, phone number and email address will be retained by RIBIDYEA. You may be contacted to assist with promotion of the programmes and training of potential participants. We may send you notifications of other Rotary activities which may be of interest to you. You may request your personal data to be deleted from the alumni list by sending an email to email@example.com
Volunteer, Counselor and Host Family References
All personal references will be converted into electronic format and stored on a secure server. They will not be deleted until the student file to which they apply is deleted. References have to be retained in order to protect the Association from any potential accusation that it failed to use due diligence in the selection of hosts, counselors and other volunteers working in Youth Exchange.
Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.
Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.
Changes to this Privacy Statement
Changes may be made from time to time. You should regularly check our website for updates.
If you have any questions relating to this Privacy Statement then you should contact firstname.lastname@example.org
This Privacy Statement was updated on 02/04/2019