Privacy Policy – NVT-USA BSF

1. Information we collect

We collect information that is reasonably necessary to operate the Bereavement Solidarity Fund, administer membership, process claims and contributions, maintain financial accountability, and keep the platform secure.

Information you provide

Identity and membership information, such as name, membership number, Club, role, and membership status.
Contact information, such as email address, phone number, mailing address, and preferred language.
Membership application information and supporting records.
Claim, beneficiary, bereavement, and supporting-document information submitted for an eligible case.
Contribution, payment, receipt, reconciliation, and related financial records.
Messages, support requests, announcements, form submissions, and other communications you send through the platform.

Information collected automatically

When you use the website or member platform, we may collect technical information such as IP address, browser and device information, login/session data, timestamps, security events, audit logs, and information needed to maintain the reliability and security of the service.

2. How we use information

To create, verify, and administer member and Club records.
To review membership applications, claims, supporting evidence, and Board-authorized bereavement cases.
To calculate, record, reconcile, and report campaign contributions and payments.
To issue receipts and maintain financial and audit records.
To send operational emails, notices, reminders, security messages, and other communications related to the platform or your role.
To provide member support and respond to questions.
To prevent fraud, abuse, unauthorized access, and other security threats.
To comply with applicable legal, accounting, audit, and organizational obligations.
To publish only appropriate aggregate or public-facing information where transparency is part of the fund’s operation. Private member records are not intended to be displayed publicly.

3. When information may be shared

Access to personal information is role-based. Board members, authorized administrators, Club Presidents, finance personnel, claims personnel, auditors, and other authorized users may receive access only to the information needed for their responsibilities.

We may also use service providers that support hosting, email delivery, security, payment processing, document storage, backups, or other technical functions. They may process information only as needed to provide those services.

We may disclose information when required by law, legal process, audit requirements, fraud prevention, or to protect the rights, safety, and security of members, the organization, or the platform.

We do not publish private member lists, private contact details, claim evidence, or private financial records merely because they exist in the system. Public transparency features are intended to use approved public or aggregate information.

4. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, loss, or misuse. These safeguards may include access controls, role-based permissions, authentication measures, encrypted connections, logging, backups, and security monitoring.

No internet service or storage system can be guaranteed to be completely secure. Users are responsible for protecting their login credentials and for reporting suspected unauthorized access promptly.

5. Data retention

We retain information for as long as reasonably necessary to operate the fund, maintain membership and claim history, satisfy financial and audit requirements, resolve disputes, enforce organizational rules, and comply with applicable law. Retention periods may differ depending on the type of record.

6. Cookies and similar technology

The website may use cookies or similar browser storage for essential functions such as authentication, security, language preference, session continuity, and application functionality. We may also use limited technical data to understand performance and troubleshoot issues.

7. Your choices and privacy rights

You may request access to, correction of, or review of personal information associated with your record, subject to organizational procedures, legal requirements, and records that must be retained for financial, claims, audit, or security purposes.

Depending on where you live, applicable law may provide additional privacy rights. Requests may be submitted through the secure contact form on the website or through your authorized Club or NVT-USA BSF administrator.

8. Children’s privacy

The platform is intended for NVT-USA members, applicants, authorized organizational users, and adults interacting with the fund. It is not directed to children under 13. If information about a minor is legitimately required in a beneficiary or family-support context, it should be handled only as necessary for the authorized organizational purpose.

9. Changes to this policy

We may update this Privacy Policy as the platform, legal requirements, or organizational practices change. The effective date at the top of this page will be updated when material changes are published.

10. Contact

Questions or privacy requests can be submitted through the secure Contact section on bsfnvt.org or through an authorized NVT-USA BSF administrator.