Hope for Men

Privacy Notice


Updated: 18 March, 2024 

Created: 31 October, 2023


Introduction

At Hope for Men, we take your privacy seriously and are committed to protecting your personal data. The General Data Protection Regulation (EU) 2016/679 (GDPR) is a set of rules and regulations designed to protect the privacy and personal data of individuals in the European Union. In accordance with n. 679/2016 in the GDPR, this privacy notice explains what personal data we collect, how we use it, and how we keep it safe.


Topics:

  1. Data controller
  2. Links
  3. What types of data do we collect?
  4. How do we process your data?
  5. How do we store your data?
  6. Purposes of the processing
  7. Marketing
  8. Cookies
  9. Who do we communicate your data to?
  10. Third-party services we use
  11. How long do we retain your data? 
  12. Do we transfer your data? 
  13. Your data protection rights 
  14. Updates and changes to our Privacy Notice


Data Controller

We care about your privacy and your data and take every step to store any personal data securely according to GDPR. For any matters concerning your personal data, please send an email to: info@hopeformen.org.



Links

Our website may contain links to websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites may differ substantially from our Privacy Policy, so we encourage you to read them before using those websites.


What types of data do we collect? 

  1. You directly provide our organization with most of the data we collect. We collect and process data when you: voluntarily complete a customer survey, or voluntarily provide feedback, or message us on any of our message portals, or email us.
  2. We do not receive data indirectly from any other sources.
  3. We do not collect or process any health data. 
  4. When you use our website, our services, or interact with us, we may collect, store, and process the following categories of personal data about you: 
  5. Identification data:
  6. First name (if provided by you),
  7. Last name (if provided by you)
  8. Email address
  9. IP-address
  10. Usage data:
  11. Browsing data (for example, time spent on page, website interactions) 
  12. Cookies: We use only strictly necessary cookies at this time. However, third parties such as Calendly (for meeting scheduling and Zoom for the group and to conduct any meeting do use cookies, which you can choose to accept or reject. Please read the "Cookies" section of this Privacy Notice, and our Cookie Policy.
  13. Recordings: Audio and video recordings that you have consented to. 


How do we process and store your data?

Our organization securely stores your data on our encrypted server. Hope for Men will keep your email address for as long as it is required for us to provide the services you requested. 


Purposes of the processing 

We process your personal data for the following purposes:


Access and navigate our website

  1. We will process your identification data (for example, your IP address) in order to allow you to access and navigate our website. When you use send information over the Internet, the way that data gets from one place to another is a basic and essential aspect of how communication functions.
  2. This is based on the need to meet the legal obligations outlined in - Art. 6(1)(b) GDPR.

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Provide our products and services

  1. We may also process your data in order to provide you with our services, such as our booking system, which is used to schedule and book appointments with us. 
  2. In the future when we offer paid services, we will process your identification data to provide you with the product that you have purchased from us.
  3. It is necessary to use your data in order to legally meet the terms of a contract, as stated in Article 6(1)(b) of the GDPR.


Communicate with you 

  1. If you send us messages by filling out the information we ask for in our contact forms, we will use that information to answer your questions and communicate with you.
  2. We may use your email address to respond to your requests and to send you information if you have consented. 
  3. If you receive an unwanted email, please follow the "unsubscribe" instructions in the email we send you. 
  4. We use your personal information because we need it to either fulfil a contract we have with you or to prepare for a contract we're going to have with you. This is in accordance with - Art. 6(1)(b) in the GDPR (General Data Protection Regulation).


To fulfill legal obligations or defend a right

  1. Your data might be used if we are legally required to, if a legal authority tells us we have to, or to defend or enforce our legal rights in court. The legal bases are the fulfilment of legal obligations - Art. 6(1)(c) - and the legitimate interest of the Controller - Art. 6(1)(f)).


Marketing 

General marketing 

  1. Hope for Men will only send you information about products and services of ours that we think you might like, if you have consented to it via contact forms on our site.
  2. We will not ever send your information to any third parties or organizations without your consent.
  3. We may collect and process your identification data in order to provide legally-required updates related to our products and services. 
  4. The legal basis for the processing is our legitimate interest in providing you with such communications - Art. 6(1)(f) GDPR.
  5. You can object to the processing of your data at any time by simply clicking the "unsubscribe" button on the footer of every email or by writing to info@hopeformen.org. 

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Direct marketing

  1. If you give us your consent, we may process your name, surname, and email address, to provide you with our newsletter informing you about our products, services, or events we are offering. 
  2. The legal basis for this processing activity is your consent - Art. 6(1)(a) GDPR. 
  3. You can remove your consent at any time by contacting us via email at info@hopeformen.org, or by unsubscribing from our newsletter.

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Marketing content creation

  1. Occasionally, we may host open sessions where users can submit their questions and freely interact with us. 
  2. In order to create content to publish on our websites and other platforms we may ask for your permission to record the audio, video, and the content of your questions in order to create marketing content to publish on our websites and social media platforms. We only use content that is expressly consented to. 
  3. The legal basis for this processing activity is your consent. Article 6(1)(a). You can remove your consent, at any time.


Cookies

  1. Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. For more detailed information about cookies, visit allaboutcookies.org.  (http://allaboutcookies.org)
  2. We currently use strictly necessary cookies when you visit our website. Because basic functions of our website would not work without these cookies, they do not require your consent. This complies with GDPR. You can visit their website: GDPR.
  3. However, external platforms such as Calendly (which we use for scheduling meetings) and Zoom (for the group and to conduct any meetings) do use cookies, which you can choose to accept or reject. To learn more about their cookies, visit Zoom's cookie statement or Calendly's FAQs.
  4. In the future, when we update our website (for example, to include language features, or to create an account with us) we may collect information from you automatically through cookies or similar technology. 
  5. For more information about how we use cookies, what types of cookies, and how to manage your cookies, visit our Cookie Policy.

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Who do we communicate your data to?

  1. Personal data is processed by company employees duly authorized to process them.
  2. Personal data will also only be communicated to third parties, public and/or private, if we are required by law or regulations to do so. 

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Third-party services we use 

We may rely on third party service providers for the provision of some of the features on this website and we may share your personal data with them.


Calendly:

  1. We currently rely on Calendly to schedule meetings with 
  2. our founder to discuss joining the online Support Group. 
  3. our founder when talking with mental health practitioners about joining us.
  4. our team for usability testing sessions or similar research sessions. 
  5. All connections from the browser to the Calendly platform are encrypted in transit using TLS SHA-256 with RSA Encryption. All data is encrypted when written to disk. User passwords are stored as salted password hashes and never accessible by any Calendly employee.
  6. For Calendly invitees (who are not also Calendly users), Calendly does not use the email addresses that invitees provide when scheduling a meeting for any marketing or promotional purposes. Our EU invitees can withdraw consent from the use of cookies at any time. To learn more, please visit their FAQs.
  7. Calendly is GDPR-compliant but does use cookies, which you can opt-out of. For more information, visit Calendly Privacy Notice (https://calendly.com/privacy)


Google calendar:

  1. We use Google calendar to access these appointments.  
  2. Google LLC (Google), a subsidiary of Alphabet Inc, is a provider of search and advertising services on the internet. The company has business presence across the Americas, Europe, Asia-Pacific, Africa, and the Middle East. Google is headquartered in Mountain View, California, the US.
  3. The personal information used includes only your email address.
  4. For more information, visit Google Privacy Notice


Zoom:

  1. At this time, we use Zoom to conduct these online sessions. 
  2. The provider of this service is Zoom Communications Inc., San Jose, 55 Almaden Boulevard, 6th Floor, San Jose, CA 95113, USA. Details on data processing can be found in Zoom's privacy policy: https://zoom.us/de-de/privacy.html 
  3. Data transfer to the USA is based on the EU Commission's standard contractual clauses, which you can find here.
  4. The personal information used includes only your email address.
  5. For more information about Zoom's privacy policy, visit Privacy at Zoom. (https://explore.zoom.us/en/trust/privacy/)


Privacy policies of other websites

The Hope for Men website contains links to other websites. Our Privacy Notice applies only to our website, so if you click on a link to another website, you should read their Privacy Policy.


How long do we retain your data for?  

Your personal information is handled by automated tools for only as long as it's needed for the reasons we collected it. We've done everything required by the law to keep your data safe, so it won't be lost or unlawfully accessed by unauthorized people.

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Do we transfer your data?

  1. We store your data in Europe. However, in the course of our business, we may use suppliers located in the USA. For example, we may use Google Inc. for email communications to schedule calendar appointments. 
  2. In any case, data is only transferred if appropriate safeguards required by data protection legislation are in place, such as through standard contractual clauses approved by the European Commission.
  3. You can request further information at info@hopeformen.org. 

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Your data protection rights

  1. We take steps to ensure we handle your data carefully and securely. In accordance with Articles 15 ss. of the Regulation, every user is entitled to the following data protection rights: 
  2. to access and see the personal data we have about you.
  3. to be forgotten. This means you have the right to correct or delete your data if it's wrong or you don't want us to have it, except if we are legally required to retain it.
  4. to ask us to limit how we use your data.
  5. to object to how we're using your data, under certain conditions.
  6. to get a copy of your data in a standard format if you want to use it with another service (also known as ‘data portability’).
  7. to not have decisions made about you solely by machines (automated).
  8. You also have the right to: 
  9. Withdraw your permission for us to use your data, in accordance with Article 77 of the Regulation. You can withdraw your consent for processing your data at any time, by emailing us at: info@hopeformen.org. 
  10. If you believe we're not handling your data correctly and it goes against the rules, you can:
  11. Complain to the data protection authority (BfDI), in accordance with Article 77 of the GDPR.
  12. Take legal action against the data protection authority, in accordance with Article 79 of the Regulation

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Updates and changes to our Privacy Notice 

  1. Hope for Men keeps its Privacy Notice under regular review and reserves the right to make changes to this Privacy Notice at any time. It will place any updates on this web page.
  2. If you want to object to any of the changes to the Notice, you must stop using this website and you can request that we remove your personal data.
  3. If you have any privacy concerns regarding this Notice or how Hope for Men manages your data, please send us an email to: info@hopeformen.org 


First version: 31 October, 2023


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