Cancellation/Refund Policy: Cancellation for SWANA meetings must be made in writing. PHONE CANCELLATIONS WILL NOT BE ACCEPTED. Refunds will be based on the date of receiving the written cancellation and will be issued as follows: 30 days or more prior to the start of the event, 100% refund of the registered amount less a $50 administration fee; 14-29 days prior to the start date of the event, 75% refund of the registered amount; less than 14 days prior to the start of the event, 50% credit for the registered amount may be issued toward a future SWANA meeting. A minimum administration fee of $50 will be charged on all registered amounts less than $200. WE INVOICE NO-SHOWS!! Failure to notify SWANA of your intent to cancel prior to the start date of the event will result in being invoiced for the FULL registered amount and credit will not be issued.
Executive Summary of
SWANA’s Privacy Notice
This document has been created so that SWANA’s Members and other customers can clearly understand the ways in which SWANA will handle any information that it gathers in the regular course of business.
With the instances of identity theft increasing annually, SWANA believes that it is vital to be transparent in how it manages information to give our customers the greatest amount of confidence in their relationship with our association.
The document begins on the first page by defining what information SWANA collects.
This includes, but is not limited to:
• Contact Information
• Financial Information
• Information specific to SWANA’s Programs
• Membership Information
After defining the types of personal information that SWANA collects, the privacy notice goes on to explain, beginning on page two, the various ways that we collect information.
Some of the ways that we collect information is done automatically when you access our web site. SWANA wants to make sure you know about these as well as the other commonly thought of means that naturally come to mind such as completing an online form or mailing in a membership application.
When information is collected through our web site (i.e. what internet provider you used to access our web site), it is only available in the aggregate and for the purpose of identify trends and preparing forecasts.
The third part of SWANA’s privacy document, addresses what we do with the information collected. This section includes information on, but is not limited to:
• Whether or not SWANA rents or sells information to third parties
• The various groups (from vendors to our auditors) who could have access to your information in the course of assisting us with our daily operations.
• The information that is available within our online Membership directory and how you can limit the access to that information
The notice then explains how you, as a SWANA member or customer, can control the availability of your information as well as share a general overview of the security precautions we take in protecting information on our web site.
Finally, we provide information about how to view updates to this document and a method for asking questions and seeking clarification on any item of concern.
Our hope is that this privacy notice will give you confidence that SWANA is taking proactive and progressive steps in safeguarding the information that you entrust us with.
Thank you for your support of our association.
Privacy Notice
SWANA is concerned about maintaining your privacy. Collecting certain information about our members, customers and vendors is vital to our ability to continue to delivery high quality products at reasonable cost.
To ensure that our association is doing everything possible to appropriately use the information that we do collect, we have established this privacy notice. Any questions regarding this notice should be directed to SWANA’s Information Technology Department at 800-GO SWANA (467-9262) or via the Internet at it@SWANA.org.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
SWANA collects the following types of information in the course of business with the association:
General Contact Information
• Name
• Company Affiliation
• Address
• Phone and Fax numbers
• E-mail Address
• Other basic demographic information
Financial Information
• Credit card or check information when used for making payments
Information Specific to SWANA
• The chapter(s) that you belong to (if member)
• Any positions of responsibility that you have held in your chapter or the association at large (if member)
• Profile information (i.e. the areas that you are involved in such as recycling)
• Events that you have registered for in the past, including payment information
• Any products that you ordered, including payment information
• Any SWANA awards won
• Any donations made for our scholarship program, advocacy efforts, or other causes
• Your certification status (if SWANA certified or with a pending application)
Information Specific to Your Visit to our Website
• IP Address
• Browser Type
• Domain Name
• Referring Web Site Address
• Links that you have accessed
How We Obtain This Information
We obtain the information described above in variety of ways:
Information that our users volunteer
We collect information via traditional forms that users complete and either mail, fax or email to our offices. We also collect similar information through forms that users fill out when completing an on-line transaction. These forms perform a wide variety of functions that include, but are not limited to:
• Registering for an event
• Ordering a product
• Providing access to the members only section of our web site
Registration forms will indicate what information is required and what information (if any) is optional. This information may be collected during registration or in connection with specific activities, for example, signing up for a newsletter, or answering a survey.
In the future we anticipate that we may offer message and or bulletin boards. If we do, registration may be required in order to participate in these activities.
Information that is collected automatically
Certain information related to visiting our web sites are collected automatically. The specific information collected is delineated in a previous section of this notice.
Information that is provided to us
We receive information from our network of Chapters. We also receive similar information from vendors and customers and other parties in accordance with the partner’s privacy policy.
A Note about Using our Web Site
You can visit our web sites without giving us any personally identifiable information. There are areas however, that do require additional personal information (such as logins and passwords) in order to access.
A Note about Placing an Order
Individuals may provide credit card information when making purchases on-line. Individuals who would prefer not to provide a credit card number on-line may either place their order over the phone or complete an order form and mail it to our offices with either their credit card information or a check.
WHAT DO WE DO WITH THE INFORMATION WE COLLECT?
Your information is used in a variety of ways that include:
• Fulfilling your requests, orders and registrations
• To display or send custom, personalized content to our website visitors and to send newsletters, mail, e-mails, promotional material, surveys and other updates, information or offers. Individuals user may, at any time, opt out of receiving such information.
• We also use collected information to evaluate and administer our products and services, respond to any problems that may arise, such as, difficulties in navigating our site or accessing certain features, as well as to gauge user trends to determine what products and services are most popular.
HOW DO WE SHARE YOUR INFORMATION
In general…
1. Contact information is available on the on-line Membership Directory. In your Membership Profile members may select the contact information that will displayed about them.
2. Contact information is available to vendors that we utilize to perform various functions that range from hosting our web site to process large mailings.
2. Anonymous information is available in reports that we prepare for advertisers and sponsors as well as our promotional and business partners.
We share your contact information with third parties only as described below.
SWANA, its Chapters and Specific Key Vendors.
SWANA staff and two designated officers in each Chapter may access contact information that you provide for internal marketing purposes, including sending you notices of membership renewal deadlines as well as new publications, services or products we offer likely to be of interest. The two designated Chapter offices are required to sign a confidentially agreement agreeing that the information may not be used for personal or private business purposes and will only be used for official Chapter purposes.
All companies working for SWANA must comply with our information collection, use and disclosure policies, and are not permitted to sell your information to third parties or to use it except as authorized by us and you, or as permitted or required by law.
Credit Card Companies: As in any transaction, your credit card company will have all relevant information about the name of the vendor, item(s) purchased, and date and total cost. To facilitate orders and registrations, SWANA will cache your order information, and create an authorization with a merchant account (i.e., your credit card company). SWANA will not otherwise provide any personal data to your credit card company. Credit card charges will appear on your statement as being from SWANA.
Advertisers: We may share anonymous, aggregate demographic, and anonymous information with advertisers. This information may be obtained from cookies and similar technologies. No personally identifiable information is disclosed to any of these third parties in providing these reports. Credit card numbers, bank account numbers, and passwords are not shared with advertisers, sponsors or promotional partners, and are used by SWANA only to fulfill a purchase or registration.
Third Parties: SWANA will, from time to time at its sole discretion, rent its mailing list to carefully screened companies that we believe may provide a benefit to SWANA or its members. When we do, we have approved in advance the use of the mailing list and any material being to be sent. In addition, your contact information is not sent directly to this third party. All information is sent to an approved and bonded mailing house that handles all production for the mailing and destroys all information from SWANA immediately after it is used for this one mailing.
You can elect not to receive these mailings by following the directions at the end of this privacy notice.
A Note about E-Mail and the Internet
Your e-mail address is not shared with third parties. Your e-mail address however is available to the officers of the chapters you are affiliated with. In addition, your e-mail address is also available through the member directory in our members only web site.
To prevent your e-mail address from appearing in our member directory, simply follow the instructions in the next section of this notice.
You should be aware that if you voluntarily disclose information, personal or otherwise, online in any community area (whether through SWANA’s Web site or any other service available online), that information can be collected and used by others. For example, someone who sees your e-mail address on a message sent as part of our list services may send you an unsolicited e-mail.
A Note about other disclosures as required by law or other purposes
We reserve the right to use or disclose any information without notice or consent as needed to satisfy any law, regulation or legal request; to conduct investigations of consumer complaints or possible breaches of law; to protect the integrity of our site and our property; to protect the safety of our visitors or others; to fulfill your requests; or to cooperate in any legal investigation.
HOW CAN YOU CONTROL YOUR CONTACT INFORMATION?
We offer several ways for you to update your contact information or change your preferences.
1. Members are able to log in to the members only section of our web site and update or change their contact or account information. Check the site for further information.
2. You may unsubscribe to any of our online e-mail updates by following the unsubscribe instructions in the body of any message.
3. You may write to us and update your contact information or ask that we not share your personal contact information with third parties at: SWANA, Member Services Department, 1100 Wayne Avenue, Silver Spring, MD 20910. In those instances, we will retain your information in a "do not promote" file in our database.
4. You may control the information displayed in your member directory listing by logging on to our members only site and changing this setting within their personal record.
5. You may also e-mail us at member@swana.org.
We will take reasonable steps to implement your opt-out requests promptly, but you may still receive promotional information from us by mail for up to 60 days due to printing and mailing schedules, and up to 15 days for e-mail.
SECURITY OF YOUR PERSONAL INFORMATION
We use Secure Sockets Layer (SSL) technology to encrypt important information, such as your credit card data, in an effort to prevent unauthorized access during transmission of your orders over the Internet. We incorporate standard industry practices internally and with our service providers suitable to the degree of sensitivity of the information involved to maintain the security of your personal information and to avoid its disclosure except as described in this policy.
Your personal information may also be protected by the password you created when you logged onto our members-only section of our web site. The confidentiality of any password is yours to protect. You may change it anytime by following the instructions at the website.
We use our best efforts to assure that your data remains secure when maintained by on SWANA’s site. SWANA employees are made aware of its privacy practices through periodic communications and training. We store data on multiple service systems, in controlled, secure environments. To maintain the highest level of security, we conduct internal reviews of our security measures on a regular basis.
LINKS
SWANA may offer links from our web site to sites operated by third parties. We offer links to third party sites so that you can conveniently visit our vendors and advertisers or locate other content likely to be of interest. We are not responsible for the content, practices or policies of sites operated by third parties and urge you to inquire about them before providing any personally-identifiable information.
VISITORS AND SUBSCRIBERS OUTSIDE THE UNITED STATES
Our websites and the servers that make these sites available worldwide are located in the United States. All matters relating to these sites are governed by the laws of the State of Maryland in the United States. Any information you provide will be transferred to the United States. By visiting our sites and submitting information, you authorize this transfer, processing and use.
CHANGES TO OUR PRIVACY NOTICE
We will occasionally update this Privacy Notice as necessary to protect our users and to comply with a changing environment. We recommend that you check the notice when you visit our site to be sure you are aware of and understand our current policy. If we make material changes to this notice or in how we will use or collect your personally identifiable information, we will prominently post such changes prior to implementing the change. We will not make material changes in how we handle previously collected personal information that have retroactive effect unless legally required to do so and we will e-mail registered website visitors information on material changes to this notice.
CONTACT INFORMATION
If you have any questions about this Privacy Notice or our privacy practices, please e-mail us at: it@SWANA.org. Please include the URL of the Web site and/or name of the publication involved in your request.
Or you may contact us by mail at:
SWANA
1100 Wayne Avenue
Silver Spring, Maryland 20910
Or you may fax us at: (301) 589-7068
Att: IT Department
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