Privacy Policy

The American Society on Aging (“ASA”, “we”, “us”, or “our”) respects the privacy of all of its members, customers, and other website users (“users”, “user”, “you”, or “your”). This Privacy Policy applies to all information ASA collects or processes, including information collected via the ASA website and ASA-operated sites including the ASA Communities, the ASA association management system and Generations websites, and any associated material or functionality  (collectively, the “Website”), email and other electronic communications between you and ASA, event registrations, and information you provide to ASA offline, including, for example, during a telephone call to customer service. By accessing or using the ASA Website, you agree to our Terms and Conditions and consent to the use and collection of your information as described in this Privacy Policy. If you do not agree to the Privacy Policy, you should not use the Website or provide us with your information. Please review this Privacy Policy to stay informed about ASA’s policies regarding the information we collect.

Information Collected by ASA

The information that ASA receives, and how we use it, depends on what you do when using 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 such information 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, or 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;
• Email address; and
• Birth year..

You may also go to another ASA Website page where we collect other personal information and information about your preferences that you may voluntarily provide to us to better tailor your preferences. This information may include responses to checkboxes and free-form entries where you voluntarily provide information describing the services you would like to receive from ASA.

Automatically Collected Information on our Website

The ASA Website automatically collects certain non-personal information on 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. If any non-personal information is used or shared in a manner that associates it with your name, contact information, or other personal information, it will be treated as personal information.

Cookies and Tracking Technology

The ASA Website uses cookies to track site login information, order information, and other personalization. You have the ability to accept or decline ASA’s use of cookies in the Website by modifying your web browser setting. However, to use the members-only areas or personalized features and in order for ASA to be able to correctly process the services in the members-only area, your browser must be set to accept cookies.

Some web browsers may transmit “do not track” signals to the websites with which the browser communicates. At present, 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.

The ASA Website uses Google Analytics, a web analytics service provided by Google LLC. (Google). Google Analytics uses “cookies”, which are text files placed on your computer, to help the relevant website analyze how users use the site. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of this Website. Furthermore, you can prevent Google’s collection and use of data  by downloading and installing the browser plug-in available at https://tools.google.com/dlpage/gaoptout?hl=en-GB.

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 opt in to 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

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 info@asaging.org for assistance in opting out of these mailings.

 

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 in ASA’s legitimate interest to further its mission.

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 reasonable 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.

Applicable security measures further include firewalls and other software and hardware protecting the ASA Website and data from intrusion. ASA also controls access to its internal network by requiring credentials for users. ASA has standard procedures for granting and revoking credentials. ASA enforces rules for length of passwords and characters that passwords must include, 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  are advised 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 thereof.

Disclosures to Third Parties

In the ordinary course of business, ASA may engage third parties to provide services on its behalf, such as

• website hosting,
• payment services,
• mailing,
• customer service functions,
• online learning,
• conference management partners,
• continuing education management,
• job listings,
• podcasts,
• newsletters,
• online community platforms,
• customer surveys, and
• 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 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.

Member Controlled Sharing of Personal Information

Member names and business contact information are made available to other members in ASA online communities only to the extent that the user agrees to share this information in the user’s privacy settings, which the user controls. ASA Communities are online forums that enable community 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. ASA is not responsible for the content of information or work shared by users on ASA Communities. If you have an ASA account, you can view the Communities privacy settings here (login required).

Generations SmartBrief

By opting in to receive Generations SmartBrief you are agreeing to the privacy, security, information-collection, and other relevant policies and practices of SmartBrief, LLC, a separate organization from ASA. We are not responsible for SmartBrief, LLC’s privacy practices, policy, or content. You can review SmartBrief, LLC’s Privacy Policy at https://www.smartbrief.com/privacy-cookie-policy.

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.

The virtual event may also include areas and events which are sponsored. Language will indicate when this is the case. Exhibitor and sponsor participation in events are key enabling components for the presentation of the event and the furthering of ASA’s mission with the event. As a result of this enabling connection, when you enter an exhibitor or sponsor area or event within the virtual event, your contact information will be collected. At the conclusion of the live event, unless consent has been withdrawn, your contact information will be shared with the exhibitor/sponsor whose area/event was visited, and you may be contacted by the exhibitor/sponsor via email, subject to the exhibitor/sponsor’s privacy policy. You may withdraw consent to share data with exhibitors/sponsors at any time prior to the end of the live event by sending an email to info@asaging.org stating your consent is withdrawn for data sharing for the meeting being attended. You can visit exhibitor/sponsor areas with or without your consent to data share.

User Contributions

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”), subject to our Terms and Conditions. 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 of 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 the 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 their account profile.

Depending on where you reside, you may have the right under applicable law to request a copy from ASA of what personal data is held about you. For such a request, please send an email with the subject line: “Subject Access Request” to info@asaging.org. You may also have the right under applicable law to rectification, erasure, restriction of processing or objection to processing of personal data. You may further have the right under applicable law to request that we stop processing your personal data for direct marketing (either through specific channels, or all channels). Please contact us to make such a request.

If you reside in the European Economic Area, which includes any member nation of the European Union, Iceland, Lichtenstein, or Norway, you may contact us to request a copy of any personal data we have collected about you, request that we delete all or some of any such personal data, or withdraw your consent for future collection or processing of your personal data.

Credit or Debit Card Account Information

ASA does not collect, store, or disclose credit or debit card account information provided by customers. Credit or debit card payments on our online payment  platforms  are processed by, respectively, Stripe and Cardpointe, which are third-party services with their own privacy and security practices, subject to their own privacy policies. ASA’s third-party technology vendors use industry-standard encryption to protect consumer data and privacy when accepting credit or debit card payments over the Internet. ASA does not collect, retain, or disclose any credit card information through Stripe or CardPointe.

Non-ASA Websites

This Privacy Policy does not apply to any other website or system that is not operated by ASA. Although the ASA Website or e-mails sent by ASA may link to other Internet websites or system operated by third parties, ASA does not exert any editorial or other control over those other websites, including but not limited to their privacy practices. ASA therefore has no responsibility or liability for, and makes no warranties or representations regarding, the content or information contained on third-party websites or the privacy, security, information-collection, or other practices of any third parties. We recommend that you review the privacy practices of such third-party websites or systems and make your own conclusions regarding the adequacy of their practices.

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 and 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

Where and to the extent required by the European Union’s General Data Protection Regulation or other applicable law, we will only collect and process the personal data for permissible reasons, 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 any applicable 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 nonprofit 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.

Amendments and Updates

From time to time, we may make changes or updates to our information practices or alter the functionality of the Website in response to legal, technical or business developments or for other reasons. If we change our Privacy Policy, the content of this page will always include the current policy so that our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. When we make updates, we will change the Effective Date below. We encourage you to periodically review this page and the Website’s home page for the latest information on our privacy practices for this Website. Use of the Website constitutes your acceptance of the current Privacy Policy.

When we update our Privacy Policy, we will take appropriate measures to inform you, which will be consistent with the significance of the changes we make. We will seek your consent to any material Privacy Policy changes if and to the extent this is required by applicable law.

You can see when this Privacy Policy was last updated by checking the “last updated” date displayed at the end of this Privacy Policy.

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.

Information on Complaints for Residents of Certain Jurisdictions

Depending on where you reside, you may have the right under applicable law, such as the European Union’s General Data Protection Regulation, to lodge a complaint with your jurisdiction of residence’s data protection authority or another 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. If you reside in the European Economic Area, you may contact your applicable data protection authority for more information. The European Commission provides contact information for relevant data protection authorities at https://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm.

Cross-Border Transfers, Storage, and Processing for International Users.

ASA’s principal place of business is in the United States. If you are using or accessing the Website from outside the United States, your information will be transferred to, stored, and processed in the United States, where our servers are located and where we are based. You agree to such cross-border transfers of your personal information.  The Website is controlled and operated from the United States and is not intended to subject us to the laws or jurisdiction of any state, country, or territory other the United States.  Any dispute arising out of, in connection with, or related to this Privacy Policy must be brought in a court of competent jurisdiction in the State of California in the United States, and you hereby waive any objection you may have to personal jurisdiction in such court.

ASA’s Contact Information

We appreciate hearing from you about this Privacy Policy, the Website, and our privacy practices generally. ASA will respond promptly to resolve a data security issue when any member or individual who has provided personal information to ASA notifies ASA that he or she suspects that ASA has handled his or her information in a manner that does not comply with this Privacy Policy.

If you have any questions or concerns regarding privacy issues or our compliance with this Privacy Policy, please use the information at this link to contact ASA. You may also  call us at +1-800-537-9728,  or mail us at 548 Market Street, PMB 85589, San Francisco, CA 94014.

Last updated:  June 2025