Data protection
Privacy policy
This page explains, simply, what the website does with your personal data. It is based on how the website actually works, in line with the General Data Protection Regulation (GDPR) and the French “Informatique et Libertés” law.
1. Who is responsible for your data?
The data controller is the association Olami Montpellier, 11 Boulevard Henri IV, 34090 Montpellier. For any question about your data: MontpellierOlami@gmail.com.
2. What data, why and on what basis?
2.1 Online donations
- Data: full name, email address, phone (optional), postal address (address, postcode, city, country), amount, type of gift, chosen campaign and team, public message (optional) and your public display choice (see 2.4).
- Why: record and confirm your gift, keep the accounts, issue your tax receipt if the gift is eligible, answer your questions.
- Basis: carrying out your donation request, legal obligations (accounting, receipts), and your consent for public display.
- Payment: your card number is entered at Stripe and is never passed to the association. Stripe receives the information needed for payment and the information entered in the form (name, email, phone, address).
2.2 Donor account
- Data: first name, last name, email, phone and address (optional), password (stored only as an irreversible hash, never in clear), history of the gifts linked to your account.
- Why: let you view your gifts, receipts and details, and edit them. If you ask for a reset link, a message with a single-use link, valid for a few minutes, is sent to your address.
- Basis: carrying out the service you requested by creating the account. “Remember me” box: your email address is remembered in your browser for 30 days to pre-fill sign-in.
2.3 Tax receipts and accounting
- Data: name, address, amount, date and method of payment, receipt serial number.
- Why: issue, send and keep receipts for eligible gifts, and justify the association’s accounts to the authorities.
- Basis: legal obligation.
2.4 Showing gifts on the campaign page
- Public display follows the choice recorded for your gift: your name or “Anonymous” appears alongside its amount.
- In the form, you choose “Show my name” or “Anonymous gift”; neither option is preselected. If you choose “Show my name”, your name (or the optional public name you enter) and your message if any become public. Basis: your consent, which you may withdraw at any time (see 8).
- If you choose “Anonymous gift”, your name and message are not published. Email, address and phone number are never shown. Previously recorded choices of anonymity or refusal of public display are preserved.
- Live screen (fundraising evenings, live.php page): it shows totals, teams and the latest gifts under the same rule. Pledges taken by phone always appear without any name, neither the person called nor the volunteer.
2.5 Contact form
- Data: name, email address, message.
- Why: answer your request. The message is forwarded by email to the association; the website does not keep it itself, it stays in the association’s mailbox.
- Basis: your request; legitimate interest in answering. A counter protects the form against abuse (see 2.8).
2.6 Contact by phone, email, SMS and WhatsApp (campaigns and “Calling”)
- Who is contacted: people who have already supported the association or given it their contact details. Contact details are collected directly by the association through donations and registration for membership or its activities.
- Data: name, phone, email, gift history, the outcome of each call (answered, refused, call back, pledge, “do not contact”), the caller’s notes, messages sent with the donation link and communication tracking information (sending, delivery, reading, reply or objection, depending on the channel).
- Who sees this data: the association’s authorised volunteers, through personal password-protected accounts (Calling app on the web or Android), only for the campaigns entrusted to them.
- Volunteers and teams: the association records the volunteers’ name, phone, email and team, and the calls each one makes, to organise the campaigns. Team names may appear on the campaign page and on the live screen; volunteers’ names are never shown publicly. Basis: the association’s legitimate interest in organising its volunteers.
- Purpose and basis: share news of the association, invite support for its campaigns and follow pledges, based on its legitimate interest in maintaining its relationship with members and supporters, subject to prior information, reasonable expectations and the right to object. Where the channel or circumstances require consent, it must be obtained before contacting you. A donation or registration is not general permission for every communication.
- WhatsApp: contacting you on WhatsApp requires permission covering messages from the association, in accordance with WhatsApp Business rules. Simply being in a donor or registration file does not demonstrate that permission. You may withdraw it at any time.
- Immediate objection: tell the caller, use the unsubscribe link in every campaign email, reply STOP on WhatsApp or write to MontpellierOlami@gmail.com. Your number and address are then excluded from the relevant communications. A minimal record of your objection is retained to avoid contacting you again.
2.7 Raffle
- Data: first name, last name, email, phone, address, number of tickets, numbers assigned, payment status.
- Why: record your entry, send your tickets and confirmation, run the draw, contact the winner and hand over the prize. The winner’s name and ticket number are shown on the public draw screen.
- Basis: carrying out your entry (rules accepted); legal retention obligations.
2.8 Security, logs and audience measurement
- Abuse protection: temporary counters, computed from your IP address through an irreversible fingerprint, limit the number of sign-in, registration or message attempts. They expire automatically after a short time.
- Host logs: like any host, OVH records accesses (IP address, date, requested page) for security and as required by law.
- Cookie-free audience measurement: to know how many people visit a campaign and where they come from (WhatsApp, email, social networks…), the website records the event (visit, click on “Donate”, start of payment), the campaign, the source channel and the day. The visitor is represented by an irreversible fingerprint computed with a secret renewed every day: it cannot recognise you from one day to the next, and your IP address is not recorded. Measurement is switched off if your browser sends “Do Not Track” or “Global Privacy Control”. Basis: legitimate interest (knowing how well campaigns work).
3. Who receives your data?
Your data is neither sold nor rented. It is accessible only to authorised people at the association, and to providers who process it on its behalf:
- Stripe Payments Europe, Ltd. (Ireland): card payments, collection of monthly gifts. Stripe also acts as a controller for fraud prevention; see its privacy policy.
- OVH SAS (France): hosting of the website and data, sending the association’s electronic messages and, depending on the configuration, sending SMS.
- Mailrelay (Spain): sending campaign emails to the people contacted.
- Depending on the association’s configuration: an SMS provider (SMSPartner, SMSmode or OVH) and, for WhatsApp messaging, Meta Platforms Ireland.
- The association’s accounting or legal advisers, to keep the accounts and receipts.
- Authorities or administrations, where the law requires it (for example the tax administration).
4. Transfers outside the European Union
Some providers belong to groups some of whose services may be located outside the European Union (notably in the United States: Stripe, Meta). These transfers are covered by the safeguards provided for by the GDPR (adequacy decision, standard contractual clauses) according to the information published by these providers. The website itself and its databases are hosted in France by OVH.
5. For how long?
The association sets the periods below according to the purposes of processing; they do not allow indefinite retention of contact files. At the end of the applicable period, data must be deleted or anonymised, except where necessary for a legal obligation or the defence of a right. Archives required only for those purposes must be separated from contact files and accessible only to authorised people.
| Data | Retention period |
|---|---|
| Donations and accounting records | 10 years from the end of the relevant financial year for records necessary for accounting; these archives are not used for solicitation |
| Tax receipts and tax records | 6 years for tax obligations, from the last transaction or preparation of the record; records also required for accounting follow the 10-year accounting period |
| Donor account | While in use, then no more than 3 years after the last sign-in; erasure on request within applicable time limits, subject to records required by law |
| Contact form messages | 3 years in the association’s mailbox |
| Member contact details used for reminders | During membership, then no more than 3 years after it ends; you may object at any time |
| Other contact files (phone, email, SMS, WhatsApp) | No more than 3 years after the last donation, registration or voluntary exchange initiated by the person; earlier cessation if they object |
| Minimal record of objections | As long as needed to prevent further contact; used for no other purpose and its necessity is reviewed regularly |
| Raffle (participants, tickets) | 5 years after the draw |
| Audience measurement | 13 months |
| Host access logs | According to the obligations applicable to the host; reference period: 1 year |
| Requests to exercise your rights | 3 years |
A new donation, registration or voluntary exchange may start a new relationship period for the relevant purpose. An unanswered reminder sent by the association does not extend the period. The three-year period for contact files is the association’s chosen management rule, not a universal statutory period for all donors.
6. Cookies and trackers
The website sets no advertising cookie, no third-party audience-measurement tool and no social-network tracker. Only cookies that are necessary for the website to work or that record a choice you make are used; they are exempt from consent, which is why no banner is shown.
| Name | Purpose | Duration |
|---|---|---|
| PHPSESSID | Technical session: form security (anti-forgery token), donor account sign-in, anti-abuse protection of the contact form. | Until the browser is closed (8 h on the raffle) |
| donor_remember | Remembers your email on the sign-in page, only if you tick “Remember me”. | 30 days |
| olami_lang | Remembers the language (French or English) you chose. | 1 year |
| olami_messaging_preferences | Secures the unsubscribe page for campaign emails. | Until the browser is closed |
| olami_src (session storage) | Remembers, for the length of your visit, where you came from (cookie-free audience measurement described in 2.8). | Until the tab is closed |
| introSeen (session storage, raffle) | Avoids replaying the raffle’s intro animation. | Until the tab is closed |
You can delete or block these in your browser settings; some features (sign-in, form submission) will then stop working. The payment page is hosted by Stripe, which may use its own cookies there: see its policy.
7. Third-party content
- Fonts: they are hosted by the website. No request is sent to Google to display them.
- YouTube videos: a video shown on a campaign is not loaded when the page opens. You see a “Load the video” button; only after you click is the video requested from YouTube (“no-cookie” mode, youtube-nocookie.com), which may then receive your IP address.
- Social network links: these are plain links; nothing is exchanged with those services until you click.
8. Your rights and how to exercise them
You have the right to access your data, have it corrected or erased, restrict its use, object to it (notably to contact), receive it in a reusable format (portability), withdraw your consent at any time (for example the display of your first name), and give instructions on what happens to it after your death.
- From your donor account (My account › “My data”): download your data as JSON, edit your profile, or request deletion of your account.
- By email to MontpellierOlami@gmail.com, or through the contact form. We may ask you to prove your identity.
- Time limit: a reply within one month at most.
Deletion and accounting records. The law requires the association to keep certain records (collected donations, tax receipts, accounting vouchers) for several years. A deletion request erases your account and contact details, but those records are kept for that legal purpose only, then deleted when the period ends (see 5).
If, after contacting us, you believe your rights are not respected, you may complain to the CNIL: Commission nationale de l’informatique et des libertés, 3 place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France — cnil.fr.
9. Security
The website is served over HTTPS; passwords are stored as irreversible hashes, never in clear; forms are protected against request forgery; access to donation and contact files is restricted to authorised accounts. No measure offers absolute security: in case of an incident affecting your data, the association will inform you and notify the CNIL as required by law.
10. Minors
The website is aimed at adults. Minors must not donate or create an account without their parents’ agreement; the raffle is reserved for adults.
11. Changes
This page may change; the date of the last update appears at the top. An important change will be flagged on the website.