Information Collected by ASA
The information that ASA receives, and how we use it, depends on what you do when visiting our website or contacting us offline.
Information Provided by You on our Website or on ASA Landing Pages
The ASA website will prompt you to voluntarily provide personal information if and when it is needed by ASA to provide a service or conduct a transaction that you have requested, such as registering as a member to gain access to members-only areas of the website or the personalized features of the website, subscribing to publications or registering for courses and webinars, downloading ASA products, accessing our education credits system to request credit for participation in an educational program, downloading a statement of credit, submitting information, joining an ASA Community, making an awards nomination entry, making contributions to ASA and communicating with ASA through email. The types of personal information that you may be asked to provide to ASA include your first and last name, home, business or other mailing address, title, company or organization, telephone number, mobile number, fax number, email address, birth year and credit card information.
You may also go to another ASA page form where we collect other personal information and preferences to better tailor your preferences. This information can include both checkboxes and free form entries where you describe the services you would like to receive from ASA.
Automatically Collected Information on our Website
The ASA website automatically collects certain internet usage information from its visitors, such as the Internet Protocol (IP) address through which you access the internet, the date and time you access the ASA website, the pages that you view while browsing the website, browser types and versions, geographic information, device use, and the internet address of any third-party website from which you linked directly to our website. This information is used to help improve the ASA website, personalize your experience, analyze trends and administer the website. All guests to the website can use the open portions anonymously. We may track the number of users who visit areas of the website for internal use, but this tracking will not identify users.
Cookies and Tracking Technology
Some web browsers may transmit “do not track” signals to the websites with which the browser communicates. There is no standard that governs what, if anything, websites should do when they receive these signals. We do not currently take action in response to these signals. We may revise this policy if and when a standard for responding to these signals is established.
If you log in to the ASA website, we can associate the details of your interactions recorded by the web analytics service provided by Google and our marketing system with your profile.
If you receive emails from ASA, and you follow links within those emails to our website, you will be identified due to the code within the links and your interactions with our site will be recorded in our marketing system.
Purposes of Collection of Information on our website
In support of the uses described above, ASA may use personal information for the following purposes:
- to respond to your requests;
- to render its services and/or deliver its products in according with its contractual obligations towards you;
- to contact you with information about upcoming events, programs, products and services of ASA and to provide updates and other notifications;
- for analytical purposes and to research, develop and improve ASA’s programs, products, and services and content, including the ASA website; and
- to enforce this Privacy Statement and the other rules regarding use of this website.
Rental of ASA Membership/Conference Registration Mailing Lists
ASA makes lists of its membership and conference attendees available for rental for one-time use to other associations or companies that have products or services that we deem to be of interest to our members. If you are an ASA member or conference attendee and do not wish to have your information included in rented lists, please contact email@example.com for assistance in opting out of these mailings.
Photography, Audio and Video Recording at In-Person or Virtual ASA Events
By attending an in-person or virtual ASA event, you consent to ASA taking videos or photographs of you at the event. We may also make video and audio recordings of events (both in-person and online) that may include your participation in the event, including your image, questions, and comments. ASA uses photography and recorded video and audio to promote our events and to make them available for later use to support ASA's mission by promoting the exchange of vital information and issues related to all aspects of aging. Events go by extremely quickly. Attendees, speakers and exhibitors cannot attend all sessions and discussions. Photography and recordings are essential to allow attendees, speakers and exhibitors to learn from sessions and discussions they could not attend, capture the energy and atmosphere outside the official sessions, and allow persons who could not attend to view what was transpired and learn from the event.
Security of Personal Information
The security of personal information is important to ASA, and ASA employs various security measures and procedures to protect you against the unauthorized access, improper use, or loss of information that is collected through the ASA website and other means. ASA secures access to all transactional areas of the ASA website using “https” technology. ASA’s technology vendors use industry-standard encryption to protect consumer data and privacy when accepting credit or debit card payments over the web. ASA uses Authorize.Net LLC (www.authorize.net) for the direct processing of electronic card payments for products, fees, subscriptions, and donations that we accept via our web site. Your credit card information is immediately transmitted via an encrypted connection to a Authorize.Net server. ASA does not retain information concerning your credit card issuer, card number except the last four digits, or expiration date, and Authorize.Net does not provide ASA with access to this information. Once a transaction has been approved, we retain access to the last four digits of your card number, the card holder name, and the purchase amount.
The security measures further include firewalls and other software and hardware protecting ASA sites and data from intrusion. ASA also controls access to its network by requiring credentials for users. ASA has standard procedures for granting and revoking credentials. ASA enforces rules for length of passwords and characters included, and requires users to change their passwords on a regular schedule. Within the applications storing personal information, users are placed into security groups that limit their access to the information associated with performing their job functions.
However, those providing personal information to ASA should keep in mind that the ASA website, network, and information management system are run on software, hardware and networks, any component of which may, from time to time, require maintenance or experience problems or breaches of security. No method of transmission over the Internet or method of electronic storage is one hundred percent secure and we cannot guarantee its absolute security. Users of the website are solely responsible for maintaining the confidentiality of their username and password and are responsible for any unauthorized use.
Disclosures to Third Parties
- website hosting,
- payment services,
- customer service functions,
- online learning,
- conference management partners,
- continuing education management,
- job listings,
- online community platforms,
- customer surveys,
- advocacy resources.
ASA will only provide those companies the personal information necessary to perform the service and require such third parties to maintain the confidentiality of such information and to prohibit them from using that information for any other purpose.
ASA constantly strives to provide members and registered users of the ASA website with webinars, virtual and in-person conferences and forums, and educational resources (collectively, the “Programs and Resources”) that are relevant for them and allow staying abreast of the latest developments. While these Programs and Resources are frequently provided at limited or no charge to the members and registered users, producing and providing them can be costly. ASA invites third parties to create or pay for the creation or provision of such Programs and Resources in exchange for being allowed to contact members and registered users who registered for the Program or downloaded or otherwise accessed the Resource with messages asking to consider use of their products or services. This is needed for ASA to offer Programs and Resources at limited or no charge, which is ASA’s legitimate interest to further its mission.
Member names and business contact information are made available to other members in ASA online communities to the extent the user agrees to share this information in privacy settings they control. ASA Communities are online forums that enable members to interact and form cross-disciplinary teams as they share information, raise concerns, mentor one another, and publish their shared work accomplishing more as a group than any one person could alone. If you have an ASA account, you can view the Communities privacy settings here (login required).
ASA may also include contact information in attendee lists distributed to other attendees, speakers, or exhibitors of any ASA event. This information is only provided for use at the event or for other use specifically authorized by contractual agreements ASA may make with exhibitors or sponsors. In general we limit such other use to a single opportunity to contact event participants with information about a company’s relevant product or service.
ASA may further disclose your personal information to the relevant authority if required to do so by law, or in the good faith belief that such action is necessary to comply with legal process, to protect the rights of ASA and its website or, in certain circumstances, to protect the health, safety or welfare of ASA or its employees, users of ASA’s products and services or members of the public.
Virtual Events–Networking and Data Sharing
ASA may offer events in a virtual delivery mode, meaning that the event is delivered via the internet and participants are accessing via internet enabled devices.
As with face to face events, networking is a critical component of a virtual event. Networking furthers ASA’s mission of knowledge sharing and advancement by facilitating connections between all meeting participants. It also allows exhibitors and sponsors to offer potential solutions to issues faced by participants. Interaction with sponsors and exhibitors is an expected component of an event whether face to face or virtual.
ASA may offer networking features with a virtual event. The primary purposes of networking features is to collect contact information and to connect individuals for communications within the virtual event system. Participants, including exhibitors and sponsors, will be restricted to communication via the system during the event and for the period after the event when participants can return and view recorded sessions. Other participants, including exhibitors, must have your permission in order to communicate with you outside the system, for example by email. If you do not wish to engage in networking in which your contact information is shared with others for networking purposes, do not access the networking features or, when such features are offered through a separate application, do not download or access the application.
You also may provide information to be published or displayed on ASA discussion boards, online forums, online communities, or other public areas of the website, or transmitted to other uses of the website or third parties (collectively, “User Contributions”). You provide User Contributions and transmit them to others at your own risk. We cannot control the actions of other users of the website with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that your User Contributions will not be viewed by unauthorized persons.
Social media feeds
Social media posts you publish on some platforms are public by default. In conjunction with ASA events, ASA may use software that displays relevant content acquired by authorized means that is posted by event attendees, speakers, or exhibitors in participating social media platforms in ASA event systems or applications. ASA encourages using event specific hashtags so that relevant content is included in such content feeds. Attendees, speakers or exhibitors might not use the event specific hashtags because they do not remember them, because of character limitations, or because it is inconvenient to use them repeatedly when communications evolve between a number of participants or split into different sub-topics. ASA has a legitimate interest, however, to catch and display all relevant tweets, discussions and interactions connected to the event and the event’s subject matter, regardless whether not they contain the event specific hashtags. This is important to further ASA’s mission and inform attendees about current trends and upcoming developments. For this reason, ASA may use your personal information to search for the social media content of attendees, speakers, or exhibitors and ensure that their public posts related to the ASA event or its subject matter are included in ASA event systems or applications enabled to display this content.
Access to Your Personal Information
You may review and update the information and contact preferences you provided to ASA through the website by visiting the customer account area or contacting us at the email address below. In the customer account area, you may view and edit your personal information, opt-out of ASA mailings and other marketing information. Please note that some non-marketing communications, such as transaction confirmations, updates on events for which you have registered, or communities digests to which you have subscribed, are not subject to general opt-out. Members and other customers have the option to determine how they receive their various communications from ASA (i.e., whether they prefer to receive communications at their home email address rather than their work email address, etc.). After registration, members can change how they wish to receive their membership benefits and other customers can change how they wish to receive communications from ASA by making changes to the information in your account profile.
You have the right to request a copy from ASA about what personal data is held about you. For such a request, please send an email with the subject line: “Subject Access Request” to firstname.lastname@example.org. You also have the right to rectification, erasure, restriction of processing or objection to processing of personal data.
You further have the right to request that we stop processing your personal data for direct marketing (either through specific channels, or all channels).
Credit Card Account Information
Links to Non-ASA Websites
The ASA website may include social media features such as the Facebook like button, widgets or interactive mini-programs that run on our website. These features may collect your IP address, browsing information and may set a cookie to enable the feature to function properly. Your data will only be transferred to the social media providers if you are logged in with your profile on the corresponding social network. Your interactions with these features are governed by the privacy policies of the parties providing them.
Legal Basis for Our Data Processing
The data protection laws set out a number of different reasons for which we may collect and process your personal data, including:
(a) Consent: In specific situations, we can collect and process your data with your consent. For example, when you register to attend a webinar. When collecting your personal data, we always make clear to you which data is necessary in connection with a particular service.
(b) Contractual obligations: In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you register for an event, we collect your name to print your conference badge and your address to issue an invoice or receipt for the registration fee.
(c) Legal compliance: If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting ASA to law enforcement.
(d) Legitimate interest: In specific situations, we process your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use information about ASA events you attended and ASA resources you accessed to send you personalized offers. We will also use your address details to send you direct marketing information, telling you about products and services that we think might interest you.
(e) Continuing education credit: If you request continuing education units or credits from one of the accreditation sources that offers such credit or units for participants in ASA education programs including in-person and virtual programs, we process your data to provide the necessary documentation of your participation, and we transmit to the accreditation provider information about you that they require us to provide in order to comply with their rules for offering such credit. This information may include any of: your name, business or organizational affiliation, physical and email address, job title, and the names, dates and other details of the ASA education programs in which you participated and for which you requested continuing education credit.
Protection of Children’s Personal Information
Our website is intended for adults, such as our members. ASA does not knowingly collect any personal information from children under the age of 13. Please contact us if you suspect that ASA has collected any such information.
You have the right to lodge a complaint with the competent supervisory authority if you are under the impression that a data breach has occurred in the context of your use of the ASA website or ASA's services.
Questions or Concerns
Last updated: February 9, 2021