Effective Date: September 14, 2017
Information Collected by GRC and How it is Regularly Used and Shared
Why, When and What Personally Identifiable Information is Collected GRC collects information that individual visitors provide voluntarily. Some of this information is collected because it is useful in connection with GRC’s objectives, which include:
1. organizing scientific conferences; (For more information, feel free to read the GRC Mission Statement.)
2. providing an application and registration process for attendance at GRC conferences;
3. providing a forum for career networking and career advancement; and
4. supporting and encouraging young scientists as they establish initial scientific and personal contacts.
GRC may collect and store PII in various places throughout the Website, including in connection with an application to attend a conference, or your services on a GRC board or committee (e.g., the Board of Trustees, the Finance Committee, the Conference Evaluation Committee), each as described in further detail below. Pll may also be collected and stored if you provide it elsewhere in the course of a visit to the Website, such as while making a contribution to GRC, or in connection with a request for information from GRC.
In addition to the uses described below, we may use your Pll to:
1. notify you of upcoming conferences, meetings and other events;
2. contact you to respond to your questions and requests for information; and
3. provide you with other information that we believe may be of interest to visitors to our website.
i. Conference Application and Admission Processes If you apply to attend a conference, we will collect PII to facilitate that process. Such information may include your contact details, such as your name, employer, physical address, email address, telephone number and fax number. This is so that we can contact you and process your application. In addition, the Pll requested may include your educational background and work history (including degrees received, positions held, awards and honors received) and publications in the relevant field. This is so that you can be considered for admission to the conference.
If your conference application is approved, you are expected to register and pay immediately to confirm your attendance and accommodations. To facilitate payment, GRC uses a third-party payment processor who collects your payment and billing information — e.g., your credit card number and billing address — who will use such information to process your payments.
If you are accepted to a conference, we will use your Pll to:
1. process your registration and facilitate your attendance at the conferences;
2. process your payments related to conference attendance as aforesaid;
3. provide you with information regarding the conference, including scheduling and logistics; and
4. provide you with other information that we believe may be of interest to conference attendees.
We also may share Pll (other than payment information) of conference attendees with the other persons attending the same conference. The purpose of this is to enable conference attendees to contact each other prior to and after the conference, for networking purposes, in furtherance of one aspect of the GRC's mission.
ii. Service on a GRC Board or Committee, or as a Speaker
If you agree to serve on a GRC Board or Committee, to Chair, Vice Chair or speak at a GRC conference, PII we collect may include your name, employer, physical address, email address, telephone number and fax number. We also usually request more detailed information regarding your educational and professional background, and we may also request a photograph.
We collect this information to make it available to conference applicants and attendees, and to those interested in learning more about GRC and the conferences it organizes.
Accordingly, if you agree to serve on a GRC Board or Committee, to chair, vice chair or speak at a GRC conference, we may post your PII on the relevant page of the Website, such as your name, employer, physical address, email address, telephone number and fax number, and your photograph if you have provided one. This is so that visitors to the Website, including conference applicants, attendees and speakers, and those interested generally in the GRC, can contact you with questions and requests for more information, and to provide feedback.
Why, When and What Usage Data is Collected
In addition to the information that users of the Website provide voluntarily, GRC may automatically collect certain information when you visit or use our Website. This information may include your IP address (or other unique device identifier, including one that we may assign); certain details about your browser, operating system, and hardware; your location, if available; the URL that referred you to the Website; your activities on the Website, including your preferences; and other logging information, such as the date and time of your visit. We may use a variety of tracking technologies to automatically collect information, such as cookies, web beacons, embedded scripts, browser fingerprinting, GPS, iBeacons, and ETags (or “entity tags”).
“Cookie” technology helps GRC to simplify visitors' interactions with the Website. A cookie is a very small amount of information that is placed on your computer's hard drive by your browser on GRC's behalf. It is sent by your browser back to GRC when your return to the Website.
All web servers log certain technical information from visitors each time they request a page. We may aggregate such logged information anonymously to assist in designing enhanced user experiences and easier access to our information and services.
Third-Party Tracking and Do Not Track
Additional Ways Your PII may be Used and Shared
Use and Sharing Required by Law, to Prevent Harm and/or in Investigations
In addition to the uses and dissemination of Pll described above, GRC may disclose your PII, the contents of your communications with us, and/or other information you have provided to us if required to do so by law, or with your consent, or in the good faith belief that such action is necessary: (1) to conform to applicable law or comply with legal process served on GRC; (2) to protect or defend the rights or property of GRC or others; (3) to assist, under exigent circumstances, in the investigation of possible violations of law or other investigations; and/or (4) to assist law enforcement in preventing harm to anyone.
Sale of PII
GRC does not sell or rent visitors' Pll to anyone, with the following possible exception: GRC may provide visitors' Pll to the American Association for the Advancement of Science (“AAAS”) to assist the AAAS in its mission. The AAAS is an international non-profit organization whose mission is to “advance science and innovation throughout the world for the benefit of all people.” To fulfill this mission, the AAAS seeks, among other things, to:
A. Foster communication among scientists, engineers and the public;
B. Enhance international cooperation in science and its applications; and
C. Foster education in science and technology for everyone.
(The executive officer of the American Association for the Advancement of Science, or such officer's delegate, serves as a Trustee of GRC.)
Notice to Non-U.S. Website Users
If you are a Website user from the European Union or the United Kingdom, upon request, free of charge, you have the right to:
A. access and obtain a copy of the PII we hold about you;
B. obtain information about the purposes for which we process your PII and the categories of PII concerned;
C. obtain information on the recipients or categories of recipients (including international recipients) to whom your PII has been or will be disclosed;
D. transfer of your PII from us to another data controller;
E. in certain circumstances, erasure of all PII we hold about you;
F. lodge a complaint to the supervisory authority in your jurisdiction in respect of our collection or use of your PII; and
G. withdraw your consent to our collection, use, storage, and dissemination of your data at any time.
Please be aware that any request for withdrawal of consent under item (G) above will not affect the lawfulness of PII collected, processed, and transferred prior to the date of such withdrawal of consent.
To make any of the requests above, contact us at email@example.com.
How You Can Control the Use of Your PII
You may indicate certain preferred restrictions on our use of your Pll by contacting us by e-mail at firstname.lastname@example.org. In that e-mail, you should indicate which of the following options you prefer:
- GRC should not sell my Pll to any third party (I understand that my Pll will always be provided to other members of the conference that I attend)
- GRC should not send me postal mail with newsletters or other information regarding upcoming conferences and events;
- GRC should not send me electronic mail with newsletters or other information regarding upcoming conferences and events;
- GRC should not send me any information about third-party products and services.
To request access to, or notify us of changes to, Pll we have collected, contact us at email@example.com.
How Your PII is Protected
GRC implements reasonable technical and organizational measures designed to protect your Pll from accidental loss and from unauthorized access, use, alteration or disclosure. Regardless of any such precautions taken in good faith by visitors or by us, security on the Internet is imperfect, and we cannot warrant the protection of any information visitors transmit to us, which visitors do voluntarily and at their own risk.
Linking to Other Web Sites
About Children's Privacy
The Website is intended for general audiences, and we do not knowingly seek or collect personal information from children under the age of eighteen (18). In accordance with the Child Online Privacy Protection Act, in the event that we learn that we have collected personal information from a child under age thirteen (13) without verification of parental consent, we will delete that information as quickly as possible. If you believe that we might have any personal information from or about a child, please contact us at firstname.lastname@example.org