DATA PRIVACY POLICY

WIKIMEDIA SPAIN, in its capacity as data controller, provides this data protection policy through the website https://wikimedia.es/ in order to inform you, in detail, about how we process your personal data and protect your privacy and the information you provide when interacting with this website. If any changes are made to this policy in the future, we will inform you through the website or other means so that you are aware of the new privacy conditions introduced.

In compliance with Regulation (EU) 2016/679, General Data Protection Regulation, and Organic Law 3/2018, of December 5, on the Protection of Personal Data and Guarantee of Digital Rights, we inform you of the following:

1. Who is responsible for processing your data?

WIKIMEDIA SPAIN, with Tax Identification Code (CIF) G-10413698, located at C/ Vega Sicilia No. 2, 47008, Valladolid (Spain), and email address: secretaria@wikimedia.es.

2. What information do we collect and for what purpose?

At WIKIMEDIA SPAIN, we process the personal information that users provide to us directly.

In general, we process identifying data (such as name, surname, ID number, date of birth, nationality, postal address, phone number, and email).

The user guarantees the authenticity, accuracy, and truthfulness of all the information provided, committing to keep personal data updated so that it always reflects their actual situation. The user will be solely responsible for any false or inaccurate statements and for any damages they may cause.

The data you provide may be used for one or more of the purposes listed below, depending on factors such as your relationship with WIKIMEDIA SPAIN or the method used to submit the data. Below are the data processing activities referred to in this policy, without prejudice to others for which you may be informed or asked for appropriate authorization:

A. Compliance with legal obligations

It may be necessary to process personal data in order to comply with applicable legal requirements. Specifically, to comply with legislation related to data protection, taxation, statistics, associations, insurance, child protection, etc.

B. Development of our activities

The personal data of associated individuals are processed to manage our relationship and fulfill our legal obligations.

C. Communication – Contact

The data you send us via email, instant messaging applications, or when submitting a complaint are used to respond to your request.

D. Sending commercial communications by any means with additional consent

If you explicitly consent, your data may be used to inform you by any means for promotional purposes about services, conferences, or events organized or participated in by WIKIMEDIA SPAIN.

3. How do we obtain your personal data?

We collect your personal information through various means, primarily via our website, but you will always be informed at the time of collection through informative clauses about the data controller, the purpose of the processing, as well as how you can exercise your data protection rights and where to find additional information about the processing of your data.

4. How long will we keep your data?

We only retain your information for the period necessary to fulfill the purpose for which it was collected, to comply with the legal obligations imposed on us, and to address any potential liabilities that may arise from fulfilling the purpose for which the data was gathered. Your personal data will be retained during the duration of the legal relationship and, afterward, provided you have not exercised your right to erasure, will be kept in accordance with the applicable legal timeframes in each specific case, considering the type of data and the purpose of the processing.

If you exercise your right to erasure and it is applicable, in compliance with Article 32 of the LOPDGDD, your data will be blocked and made available only upon request by Courts and Tribunals, the Ombudsman, the Public Prosecutor’s Office, or the competent Public Administrations during the statute of limitations for any actions that may arise. Once this period has passed, the data will be completely deleted.

We process your data lawfully, fairly, transparently, appropriately, relevantly, in a limited, accurate, and up-to-date manner. Therefore, we commit to taking all reasonable measures to ensure that inaccurate data is deleted or rectified without delay.

5. What is the legal basis for processing your data?

Depending on the relationship we maintain and, therefore, the purpose of the processing, the legal basis may vary. Below are the different applicable bases depending on the type of processing carried out:

  • ASSOCIATIVE RELATIONSHIP: For the management of our association in accordance with our Bylaws and other applicable regulations.
  • LEGITIMATE INTEREST: Among others, for profiling, quality or opinion surveys, website maintenance, or contacting you to maintain professional relationships under the terms of Article 19 of the LOPDGDD.
  • LEGAL OBLIGATION: To comply with obligations established in any other applicable regulations.
  • CONSENT: When you provide your data through contact forms, authorize the publication of images, or agree to receive news related to our activities.

You should know that in cases where consent is requested, failure to provide it or its subsequent withdrawal will not have negative consequences for you.

If third-party data is provided, such as data of minors, you declare that you have obtained the consent of the data subjects for such communication or, where applicable, that you hold legal representation, thereby releasing WIKIMEDIA SPAIN from any liability.

6. What types of data do we process?

The categories of data we process are:

  • Contact: Identifying data (name, surname, email, phone number).
  • Service provision: Identifying data, image, personal characteristics data, commercial information data, economic, financial and insurance data, data related to transactions of goods and services.
  • Commercial communications: Identifying data (email, phone number).
7. To which entities will your data be disclosed?

Depending on the activities of our association, your personal data may be disclosed to third-party entities when such communication is necessary for the proper fulfillment of legal and/or contractual obligations. These service providers will not process your data for purposes other than those previously informed by WIKIMEDIA SPAIN.

In cases where third-party entities access data to improve the management and provision of services, WIKIMEDIA SPAIN guarantees the confidentiality of personal data processing. In any case, such disclosures will be properly communicated to the user, detailing the identity of the recipient and the purpose of the disclosure.

Your data may be shared with:

  • Telegram®
  • Meta (Instagram©)
  • Financial institutions
  • Labor, accounting, and tax advisory services
  • Data protection consultancy
  • Entity responsible for occupational risk management
  • Insurance companies
  • Lawyers and legal representatives
  • Notaries
8. What are your rights when you provide us with your data?
Right Description Contact Channels
Access You have the right to obtain confirmation as to whether WIKIMEDIA SPAIN is processing your personal data.

secretaria@wikimedia.es

C/ Vega Sicilia No. 2, 47008, Valladolid (Spain)

Rectification You may modify your data when it is inaccurate.
Erasure You may request the deletion of your data.
Objection You may request that your data no longer be processed.
Restriction

You may request the restriction of the processing of your data when:

– The accuracy of your data is being contested.

– The processing is unlawful and you oppose deletion.

– WIKIMEDIA SPAIN no longer needs the data, but you require it for the exercise or defense of legal claims.

– You have objected to processing based on WIKIMEDIA SPAIN’s legitimate interest, while it is being determined whether your rights override those interests.

Portability You may receive, in electronic format, the personal data you have provided and those obtained from your contractual relationship with WIKIMEDIA SPAIN, and request that we transmit them to another entity of your choice.

You have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

The maximum response time is one month from receipt of your request, which may be extended by two additional months depending on the number or complexity of requests.

If you believe your request has not been properly addressed, you may contact the Spanish Data Protection Agency (www.agpd.es) and file a complaint.

To exercise your rights, please include a copy of your ID card, NIE, passport, or other document proving your identity with your request.

Exercising these rights is free of charge.

These rights are characterized by the following:

  • Their exercise is free, unless the requests are manifestly unfounded or excessive (e.g., repetitive), in which case WIKIMEDIA SPAIN may charge a fee proportional to the administrative costs incurred or refuse to act.
  • You may exercise your rights directly or through your legal or voluntary representative.
  • We must respond to your request within one month, although this period may be extended by two additional months depending on the complexity and number of requests.
  • We are obliged to inform you of the means to exercise these rights, which must be accessible. We cannot deny the exercise of a right simply because you choose a different means. If the request is submitted electronically, the response will be provided electronically when possible, unless you request otherwise.
  • If WIKIMEDIA SPAIN does not act on your request, we will inform you within one month of the reasons for not doing so and of your right to file a complaint with a Supervisory Authority.

To facilitate the exercise of your rights, we provide links to the request forms for each right:

9. How do we protect your information?

At WIKIMEDIA SPAIN, we are committed to protecting your personal information. We use physical, organizational, and technological measures, controls, and procedures that are reasonably reliable and effective, aimed at preserving the integrity and security of your data and ensuring your privacy.

Additionally, all personnel with access to personal data have been trained and are aware of their obligations regarding the processing of your personal data.

All these security measures are reviewed periodically to ensure their adequacy and effectiveness.

However, absolute security cannot be guaranteed, and no security system is completely impenetrable. Therefore, if any information under our control is compromised due to a security breach, we will take appropriate steps to investigate the incident, notify the Supervisory Authority, and, if necessary, inform affected users so they can take appropriate measures.

10. Commercial communications via electronic means

WIKIMEDIA SPAIN informs you that it complies with Law 34/2002 of July 11, on Information Society Services and Electronic Commerce, and does not engage in SPAM practices. Therefore, we will request your consent to process your email address or mobile phone number for commercial purposes at all times.

11. Privacy Policy Updates

WIKIMEDIA SPAIN reserves the right to modify its privacy policy or the terms of use of its services to adapt to current legislation or for other reasons. When this occurs, we will notify you of any changes and ask you to review the most recent version of our policy and, if applicable, confirm your acceptance.

We ensure the absolute confidentiality and privacy of the personal data collected and have adopted security measures to prevent alteration, loss, unauthorized processing, or access, thereby guaranteeing their integrity, availability, and security.

However, absolute security cannot be guaranteed, and no security system is completely impenetrable. Therefore, if any information under our control is compromised due to a security breach, we will take appropriate measures to investigate the incident, notify the Supervisory Authority, and, if necessary, inform affected users so they can take appropriate action.

Last updated on May 12, 2025

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