Privacy Policy

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy.

What type of personal data do we handle?

The minimum personal data that are stored in our member database:

  • full name
  • email address

Optionally, registered members can provide:

  • country
  • mailing address
  • institutional affiliation
  • associated URL
  • phone number
  • fax number
  • a short biography
  • interests
  • profile picture

The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting

What do we do to keep that data secure?

We regularly backup our databases, and we use Google Cloud to ensure they are kept securely (see Google Cloud’s privacy policy). Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to the Treasurer and the Website Administrator only. In case of a data breach, we will report the breach to the affected users within 72 hours.

How do we use the data?

Personal information is not shared publicly and is only used to deliver the services provided by the organization. Members who have opted in to the public-facing membership database may choose to share their personal information publicly (such as name, location, email, bio, interests, and a profile photo).

How we collect and use your data

We collect data that you enter into the membership database when you become a member, renew your membership, or update your account. We do not collect personal information that can be used to identify you when you browse the website. We do not share your personal information with third parties.

We require you to include your name and email address to keep you updated with any news and for disseminating the newsletter. We use MailChimp to provide our mailing list services. Their privacy policy can be found here. All emails sent via our newsletter client include a link that will allow you to unsubscribe from the mailing list. We do not collect any financial data. We use PayPal for all online membership payments and donations. PayPal’s privacy policy can be found here.

Notification about change of ownership or control of data

In the case that control of data changes to an individual other than the Treasurer or Website Administrator, we will do our best to inform all affected users and present the options.