The Rotary Club Management System (hereinafter «
Polaris » or « platform »), is an initiative of:
of Rotary Switzerland-Liechtenstein (hereinafter the «
MAR »)c/o Juris Treuhand AGIndustriestrasse
476304 ZugSWITZERLAND+41 (0)43 299 66 firstname.lastname@example.org
In these Terms and Conditions, the following terms mean:
« Rotary International »: Rotary's central organization
that provides logistical and structural support to national divisions;
Rotary »: Rotary organizations in the district territory using
Polaris (hereinafter « Rotary » and
« We »);
« User »: Any
member (including, if applicable, the aspiring member or other non-Rotarien guest) of a Rotary
club or district registered on Polaris platform and is
therefore granted a right of use;
Document available on our website, containing all information about your personal data and the
use that is made by Rotary.
The use of our services is always accompanied by the rights
and obligations mentioned in these Terms and Conditions (hereinafter referred to as the
« Terms »). The reference to these Conditions implicitly includes
General Terms and Conditions may be waived only if mutually agreed upon and such deviations
are recorded in writing. These specific provisions apply only to the part to which they derogate.
The other provisions of the Conditions remain in any case applicable.
apply to both Rotary and the User. You are considered a User from the moment you use the
service, whether you have registered before or not. By simply using the service you are
presumed to have recognized and expressly accepted the final and exclusive application of
these Terms. So be sure to have read and understand all the terms.
Rotary reserves the
right to modify these Terms at any time. The User will always be kept informed of any changes.
Polaris, Rotary wants to implement a strong computerization of the
management of the members of Rotary Clubs and Districts using
Polaris and to intensify the information of the members. MAR is
responsible for the development and operation of this platform.
Polaris primarily fulfils a vital role in the organization of clubs and
districts through various functions such as an events calendar, a meeting management system,
a document management system for meeting reports, etc. Polaris
therefore provides a Content Management System (CMS), a kind of virtual workspace that
allows Users to add content, modify it, or even delete it.
Polaris serves as a bridge between local clubs and districts on the one
hand and the Rotary national organization on the other. The platform allows you to manage the
members file, which is accessible to authorized members such as Rotary members. This
membership file ensures effective communication between members and between members
and their clubs, districts or the national central Rotary organization. You will find all the
membership file allows Rotary to perform its tasks more efficiently. Rotary will then use the
platform for the broadcast of general messages and the Directory. Rotary will not be limited to
the above operations, but will only use the database for the tasks assigned to it.
Polaris serves as a bridge between local clubs and districts on
the one hand and Rotary International on the other. Club affiliation to Rotary International
involves data exchange with Rotary International.
Polaris objectives and features may at any time be adapted and / or
supplemented by Rotary.
3.1 Access and inscription
Polaris platform is partly open to any user. The login for example the
access to the data of the members is limited to the previously registered Users. Any member of
a Rotary club in principle has the right to register on Polaris.
Registration on the platform involves the creation of a unique and personalized User Profile.
Each Rotary club appoints a person responsible for access to and registration of its members
on Polaris. This person is responsible for assigning the data
necessary for the connection, namely the user name, its e-mail address and its access
The right of use is granted in a non-exclusive and non-transferable way to any
As a general rule, this right of use is conferred for the duration of Rotary
The right to use terminates automatically upon termination of membership
in a Rotary club. In addition, the right of use may at any time, and despite the continued
affiliation to Rotary, be terminated temporarily or permanently when the User acts in violation of
these General Conditions, other conditions expressly provided for, of the legislation in force and
/ or in spite of the good faith expected from any User. This termination may take place without
prior notice. Finally, Rotary may at any time unilaterally decide to temporarily disable the
platform, limit it or terminate it if necessary to ensure the proper functioning and security
of Polaris platform. This unilateral termination never gives
rise to any form of compensation whatsoever.
Each User profile is always strictly
personal and confidential. In any case, it is forbidden to log on to or share the User profile of
another User. The User cannot transfer his User Profile to a third party. In addition, all Users are
required to maintain the confidentiality of their User Profile, for example by choosing a
password. Users are advised to exercise due care in any situation where their access data is or
may be disclosed to third parties. Any User who finds a violation of the confidentiality of his
profile, is obliged to inform Rotary so that the appropriate corrective measures are taken.
We attach great importance to the discerning ability of our Users, especially our Minor
Users. That's why we believe you must have reached the minimum age of fifteen (15) years to
be allowed to use the service.
3.2 User Profile
prerequisite for the right of use is the creation of a user profile. This User profile essentially
includes all necessary contact information for Users, but may be supplemented by Rotary, the
User itself or any third party and / or a mandated User. With regard to the processing of
Any User declares to have taken
cognizance of the fact that Polaris applies a basic visibility
of its User profile and additional information vis-à-vis other Users. The User himself is mainly
responsible for any additions, modifications, corrections, deletions, etc. of his data. Any addition
of content to the platform will be at the risk of the User. Any User is responsible for the
completeness, accuracy and veracity of the information communicated on the platform. Rotary
is not required to verify information in this regard.
Any user therefore has the necessary
means to make changes to prevent the dissemination of inappropriate data. If this eventuality
proves to be insufficient, the User can also partially limit the visibility of his data by making
changes to the privacy settings once connected. Finally, Rotary has taken the necessary steps
to reserve, if necessary, access to certain pages of the platform to the Mandated Users.
In conclusion, the User is solely responsible for all content provided on the platform,
including the accuracy, completeness, appropriation and maintenance of the data. However,
Rotary reserves the right to remove any form of inappropriate content from the platform, and
from this point of view applies a wide discretionary power in light of the objectives of
Polaris. If the User explicitly grants permission to other Users to view
the entire content of his profile, Rotary shall not be liable for the actions of such Users.
Any User undertakes to make use of
Polaris only within the framework of the objectives of this
platform, as defined in these General Conditions. The User agrees to use only in good faith the
right conferred on him. As a result, he will not be able to use his user profile for unlawful acts,
including the commission of offenses.
Users must refrain from any act likely to impede
general access to the platform and compromise the reliability and security of the platform. The
User agrees not to perform any manipulation that could impose a disproportionate burden on
the infrastructure of Polaris platform.
The User is solely
responsible for any virus or harmful file that he adds to Polaris
platform. Any breach of this provision shall be reported to Rotary.
Any User is personally
responsible for any content that he adds to Polaris.
Therefore, the User must ensure that this content is not contrary to public order or morality, the
legislation in force, the rights of third parties and other Users, the "rules of normal conduct" and
does not constitute a violation of the intellectual property rights of third parties. Normal rules of
conduct include abstention from deceptive, malicious or discriminatory behaviour. Similarly,
Rotary is not required to verify the information in this regard a priori.
Users are also
required to respect the rights of other Users. It is forbidden for any User to systematically or
extensively collect the content or information of other Users. Any User must also refrain from
unauthorized advertising and any form of illegal or unauthorized marketing on
The User must abstain from any act contrary to these
Terms and Conditions or from the good faith use of Polaris
platform. Rotary will in no way be held responsible for any such actions and any damages they
may cause to third parties or other Users.
Any form of unlawful behaviour gives rise to
sanctions against the User. Rotary reserves a wide discretion to take reasonable measures,
including the ability to terminate the right of use granted to the User immediately and without
further form requirements. In addition, Rotary may take the (extra) judicial steps necessary to
obtain compensation for the harm suffered.
Rotary is committed to taking all necessary technical and legal steps to ensure
the proper functioning and security of the platform. Rotary demonstrates a realistic attitude to its
platform, and hereby expressly states that its responsibility cannot be questioned in the
following cases. Polaris is made available "as is". All Users are
aware that they use the platform at their own risk.
Therefore, Rotary cannot guarantee
that its platform will be accessible at any time, nor that any interruption or disruption of the
service will occur. If necessary, Rotary will resolve the problem as soon as possible. Rotary
cannot therefore be held responsible for any type of direct or indirect damage resulting from
such interruptions or disturbances.
Rotary cannot be held responsible for the actions of
Users and third parties, whether or not the use of the platform is illegal and / or abusive.
Notwithstanding all reasonable precautionary measures, it is not inconceivable that Users' data
may be subject to loss, theft, unauthorized access, unauthorized alteration or any other harmful
act. Rotary cannot be held responsible.
The platform may contain links to other websites
operated by third parties. These websites are completely independent of
Polaris and the fact that these sites are mentioned does not imply that
Rotary approves or recommends them. Because Rotary does not control any content or
technology on these websites, Rotary cannot be held responsible for any direct or indirect
damages resulting from the use of these external websites.
Rotary cannot be
held responsible for contents loaded and/or published by a user on Polaris.
The use of the
platform is billed by the MAR from Switzerland to the different districts according to the number
of clubs they group and at the rate of one package per club per year.
The way districts
bill clubs or members differs from one to the other.
Payment is currently made by bank
transfer but may eventually be made on Polaris website.
Polaris contains data and files from Rotary, Users, and third parties that
are protected by applicable intellectual property rights legislation. Intellectual property rights
include copyright, trademark law, design rights, data bank law and any other (intellectual
property) right in force.
The use of Polaris does not
imply an assignment of said intellectual property rights to the
User. The use of protected data and files is limited to the general purpose of
Polaris as described in these Terms and Conditions.
who adds content to Polaris expressly declares that he has
the necessary intellectual property rights or authorization. For any content subject to intellectual
property rights, the User grants a non-exclusive, transferable, royalty-free and worldwide license
to Rotary for the use of this content under Polaris.
This license does not automatically terminate upon expiration of the individual right of use,
which implies that the content remains in principle visible by Rotary and Users. Rotary commits
to terminate this license at the written and personal request of any former
Polaris User. This commitment implies the removal of content that will
no longer be visible by other Users
Any User shall refrain from any infringement of these
intellectual property rights, except in cases where an authorization has been granted. In any
case, the User must leave intact the mentions and / or notifications relating to the intellectual
The personal data provided by the User are collected
and processed by Rotary. Rotary assures its Users that it attaches the utmost importance to the
protection of their privacy and their sensitive or non-sensitive personal data, and that it always
undertakes to communicate clearly and transparently on this point. Rotary undertakes to comply
with applicable legislation, in particular the RGPD (General Regulation on Data Protection). You
Rotary processes personal data as long as necessary to perform the service. From the
moment the User decides to stop using the service, Rotary must terminate any processing of
personal data, other than necessary for the deletion or return of data to the User.
Whenever possible, Rotary shall assist the User in fulfilling his obligation to respond to
requests for the exercise of the rights of data subjects: right of access, rectification, erasure, and
opposition, right to limitation of processing, right to portability of data, right not to be the subject
of an individual automated decision (including profiling). Rotary International (RI) retains some
data from a deceased or departing Rotary member such as his name, first name his date of
birth this as information of the members.
Rotary is authorized to make one or more
copies and / or back-ups of personal data. The personal data concerned enjoy the same
protection as the original personal data.
Rotary keeps a record of the processing
activities performed for the User. This register may be in electronic form. It must contain all the
information referred to in Article 30.2. of the General Data Protection Regulation.
guarantees that its personnel will have limited access to personal data only to the extent that
such access is necessary to perform service execution operations. Rotary staff are also subject
to a confidentiality obligation regarding the processing of personal data. Rotary is committed to
informing its staff about privacy legislation and contract provisions.
Under the General Data Protection Regulations, Rotary is under
an obligation of confidentiality with regard to personal data processed in connection with the
service. This confidentiality obligation applies equally to Rotary staff and any future
subcontractors and their own personnel.
This obligation of confidentiality takes effect as
soon as the storage of the User's backups of data by Rotary is put into service.
confidentiality obligation does not apply when Rotary is required to disclose personal data to the
supervisory authority, by virtue of a legal provision or judicial decision, when the information is
already known to the public, or where the communication of personal data has been authorized
by the User.
8.3 Security measures
Under the General Data
Protection Regulation, Rotary undertakes to implement technical and organizational measures
(hereinafter "the security measures") to protect personal data against destruction, either by
accident, whether unlawfully, against loss, fraud, dissemination or unauthorized access or
against any other form of unlawful processing or use.
These security measures
guarantee a level of security adapted to the risk that the treatment entails. In determining the
appropriate security measures, the Parties shall take into account the state of the art, the costs
of implementation and the nature, scope, context and purpose of the processing as well as the
risks to the rights and freedoms of the persons concerned.
Rotary strives to make every
reasonable effort to ensure that their processing systems and services meet the requirements of
ongoing confidentiality, integrity, availability, and resiliency, taking into account the state of the
art and the costs of implementation.
8.4 Notification of a data breach
Under the GDPR, Rotary notifies the User of any violation of personal data as soon as
possible, and no later than 24 hours after having read it. This notification is accompanied by any
useful documentation to enable the User, if necessary, to notify this violation to the data
protection authority and / or to the persons concerned. Rotary must communicate to the User
the following information: the nature of the data breach, the categories and the approximate
number of persons involved, the categories and the approximate number of personal data
concerned, the likely consequences of the data breach and measures taken to remedy the data
breach or to mitigate any negative consequences.
At the request of the User, Rotary
notifies the data breach in the name and on behalf of the User to the supervisory authority as
soon as possible and, if possible, not later than 72 hours after finding the violation, unless the
violation in question is not likely to create a risk for the rights and freedoms of natural persons.
At the request of the User, Rotary notifies the data breach in the name and on behalf of
the User to the persons concerned as soon as possible, when this violation is likely to create a
high risk for the rights and freedoms of individuals physical.
The decision whether or not
to inform the data protection authority and / or data subjects of a data breach lies with the User.
Rotary must ensure that the subprocessor
provides the same guarantees for the implementation of appropriate technical and
organizational measures, so that the processing meets the requirements of the General Data
Protection Regulation, including Article 32 of the GDPR.
In case of force majeure, Rotary is not obliged to respect its commitments to
other parties, including Users. Force Majeure means any situation beyond Rotary's control that
prevents the performance of all or any of its commitments in the future. This derogation from the
performance of Rotary's commitments is only valid during the period of force majeure.
General Conditions are governed exclusively by European law, Sweden being the reference.
Any dispute resulting from the contractual or non-contractual obligations of these General Terms
and Conditions will be submitted to the courts of the Canton of Zurich (Switzerland).
Polaris TC-SWE-EN-1.1- May 2022