Revision Date: April 26, 2019

INTRODUCTION
This policy addresses the use of Personal Data by the North East Association for Institutional Research (NEAIR). Included in this policy are members, consumers of products and services, and others who engage with the Association (referred to as “users”).  This policy has been adapted from the privacy policy of the Association of Institutional Research (AIR).

NEAIR does not collect any Personal Data from general website visitors (neair.org ). However, when users create accounts, log into their accounts, or request information from the Association, Personal Data may be requested and used as set forth in this policy.

BASIS FOR PROCESSING
When NEAIR collects Personal Data, it is with your consent as outlined below or with our legitimate interest to provide member services to you.

CONSENT
When NEAIR requests sensitive and/or Personal Data from users, the reason for the request and the intended use of the information is clearly stated. If the user requires additional information, the user should respond to the requestor directly, or contact NEAIR via email neair@neair.org. By consenting to this privacy policy, users provide NEAIR permission to collect Personal Data (as defined below) specifically for the purposes identified at the time requests are made.

NEAIR may process Personal Data to service the user’s membership, to fulfill any requests made of it by the user, and otherwise consistent with this policy under the lawful basis of legitimate interest. In certain instances, consent may be required for NEAIR to collect and to share Personal Data and a notice must be explicitly provided to and accepted by users.

By using the NEAIR website or engaging with NEAIR products/services, users consent to this privacy policy. Users may withdraw consent at any time via email neair@neair.org with a subject line of “Personal Consent Withdrawal.”  By withdrawing consent, your membership will be canceled.

CATEGORIES of PERSONAL DATA
Required Information

• The following information (“Personal Data”) is required to set up a NEAIR user account.
• First name
• Last name
• Email address
• Position
• Institution
• Address
• City, state, zip
• Country
• Username and password

Additional Personal Data
The following additional personal data may be required of users in online and offline transactions, surveys, information requests, and/or the purchase of products and services.

• Nickname/preferred name/Informal Name
• Phone number(s)
• Employment Information
  • Current and past job title(s)
  • Current and past employer(s)
  • Years/duration of employment
  • Professional and scholarly experience(s)
• Education Levels/Degrees Attained
• Sex/gender
• NEAIR username and password
• Records of transactions with NEAIR
• NEAIR volunteer activities
• Conference presentation information (proposals and past activity)
• Conference session attendance, selection, and feedback
  • NEAIR maintains speakers’/presenters’ biographical information used in relevant event online programs and stores event evaluation results
• Dietary preferences and questions related to event planning purposes

HOW WE RECEIVE YOUR DATA
We may receive your Personal Data when

• You sign-up as a member by using our website
• You register for events (e.g annual conference, workshop)
• You provide information to us through other means which is entered into the system

CHANGING/UPDATING PERSONAL INFORMATION
Users who wish to amend or remove Personal Data stored by NEAIR should:

• Visit neair.org, sign in, and modify information in “My Profile”; or
• Contact NEAIR by email neair@neair.org or phone (302)559-5638.

HOW WE USE YOUR INFORMATION
Typically, NEAIR uses the Personal Data collected to:

• Respond to inquiries and requests;
• Communicate transactional information, such as receipts for products/services or event registration information;
• Process Association membership, or relay information about membership;
• Record engagement with the association including professional development and volunteer activities;
• Perform data analysis on association membership and report results in aggregated form. (The use of information for this purpose is governed by the Confidentiality of Data Use Agreement);
• Provide user access to electronic mailing lists or newsletters; and/or
• Contact users about the products/services for which they have expressed interest.

NEAIR stores user information for historical and administrative purposes (e.g. the awarding of Emeritus member status).

SHARING INFORMATION
NEAIR shares information about participants in the annual conference in the following ways:

• Names and contact information are provided to NEAIR sponsors for that conference only.
• Names, institutions/affiliations, and contact information is made available in the NEAIR event app, unless users opt out.
• Names, institutions/affiliations, and contact information is made available in the NEAIR member directory.

THIRD PARTIES
NEAIR retains the services of third parties to support its business practices and services provided to users.

MemberLeap
NEAIR contracts with MemberLeap as our membership association software provider of the following services:  website hosting, membership community, event registration, and submissions for proposal, grant awards, and volunteer sign up.  

QuickBooks
NEAIR uses QuickBooks as our accounting software for processing, accounting, and reporting of the association’s financial transactions.

Google Analytics
NEAIR uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses persistent cookies to analyze how users interact with a website. The information generated by the cookie about use of the website (including users’ IP addresses) is transmitted to and stored by Google. Google uses this information to compile reports on website activity for website operators and provides other services relating to website activity and internet use. Google may also transfer this information to third parties when required to do so by law, or when third parties process the information on Google's behalf. Google will not associate users’ IP addresses with any other data held by Google.

Refusing use of Google Analytics. Users may refuse the use of cookies by selecting the appropriate settings in their browsers; however, doing so may affect full functionality of the NEAIR website. By using the NEAIR website, users consent to the processing of data about their activity by Google in the manner and for the purposes set out above. The Google Privacy Policy and the Google Analytics Terms of Service provide detailed information.

Email Messages
Unsubscribing from general email messages. Users may unsubscribe from NEAIR mailings at any time by clicking the unsubscribe link at the bottom of any email message.

Annual Conference App: Whova
Whova provides the Annual Conference App. NEAIR gathers statistics and information regarding conference participants’ session choices, session/workshop evaluations and feedback, and any demographic information users opt to provide. The Whova privacy policy provides detailed information.

Unsubscribing from the Conference App. Users who have questions about removing their information from the conference app may contact the Conference team at neair@neair.org.

Other Third-Party Providers
From time to time, NEAIR may share personal data with other third parties necessary for the operation of the organization. A list of these parties is maintained by the Technology Committee and is available upon request.

OTHER DISCLOSURES
NEAIR reserves the right to disclose users’ Personal Data as required by law and when it is determined that disclosure is necessary to protect the rights, property, or safety of the Association, its users, customers, or others; or to comply with judicial proceedings, court orders, or legal processes served on or otherwise required of the Association.

COOKIES
NEAIR uses cookies to help manage its website in an effort to better serve visitors. A cookie is a piece of data that is either maintained only for the duration of a particular session visit or is stored on the user's computer to support future visits. NEAIR may make use of both types of cookie.

• Session cookies are used to enhance and make more efficient the user's experience during a site visit. Once the user closes the browser, the cookie terminates.
• Persistent cookies store small text files on the user's hard drive for extended periods of time and “remember” visit activities to help make subsequent visits more efficient. Users may remove persistent cookies by following internet browser help instructions.

SURVEYS
NEAIR periodically offers users the opportunity to participate in surveys. The purpose of each survey is clearly defined, and participation in these surveys is completely voluntary. When NEAIR uses third-party services to conduct surveys, those services are prohibited from employing NEAIR users’ personally identifiable information for any other purpose. NEAIR never shares users’ personally identifiable information with third parties without consent.

SECURITY
NEAIR takes the security of users’ Personal Data seriously and is committed to ensuring that its information technology (IT) systems, infrastructure, and applications are secure. Unfortunately, the transmission of information via the internet is not completely secure. Therefore, NEAIR cannot guarantee the security of users’ information -NEAIR does not assume any liability for third-party use of general or Personal Data, whether obtained legally or illegally from or through its website.

COMPROMISE OF INFORMATION
In the event that any Personal Data under NEAIR’s control is compromised as a result of a breach of security, NEAIR will take reasonable steps to investigate and resolve the situation in a timely manner, and where appropriate, notify individuals whose information may have been at risk. In all such situations, NEAIR will take any and all necessary steps in accordance with applicable laws.

INTERNATIONAL USERS
This website is hosted from the United States (U.S.). Users located outside of the U.S. consent to the transfer of their data to the U.S. for processing and use in accordance with this privacy policy.

CHANGES IN THIS PRIVACY POLICY
NEAIR reserves the right to modify this privacy policy at any time. All changes are posted to this page, as indicated by the revision date noted at the bottom of the page. User consent is based on the specifications of this privacy policy at time of use, and it is the user’s responsibility to familiarize oneself with the policy, including revisions.