NCPERS Privacy Notice

Introduction

NCPERS is committed to informing its membership and the general public about news, services, and professional learning opportunities to advance our mission through information technology. We are committed to maintaining your trust by protecting your personal data and, to the extent possible, ensuring that your personal data is secure.

This Privacy Notice explains how we collect, use, share, and protect personal data. It also describes the choices available to you regarding the use of your personal data. Please read this Privacy Notice carefully to understand our policies. If you do not agree with the data practices described in this Privacy Notice, we advise you not to use our website or services. Note: NCPERS website, services, and apps are not intended for use by or designed for minors, and we do not knowingly or intentionally collect information about minors under 18.

We recognize that information privacy is an ongoing responsibility and therefore will update this Privacy Notice from time to time as we undertake new personal data practices or adopt new privacy policies. We reserve the right to amend the Privacy Notice at any time, for any reason, without notice to you, other than the posting of the amended Privacy Notice at this site. You should check our website frequently to see the current Privacy Notice that is in effect. To help us communicate with you, you are responsible for ensuring we have an up-to-date, active, and deliverable email address for you.

What is Personal Data?

NCPERS acknowledges that there are many potential definitions of “personal data.” Our definition of personal data is any information about an identified or identifiable person, which can include direct identifiers, such as name, address, email address, and national identification numbers, or indirect identifiers such as location data or IP address. This list of data elements is not exhaustive, and we consider the definition of personal data in the broadest possible context.

NCPERS collects and uses information that, alone or in combination with other information, could be used to identify you (“personal data”) in order to deliver our programs and services and inform you of various resources related to our mission, as described in “How We Collect and Use (Process) Data” below. This data is collected in various online forms and throughout our business relationship.

How We Collect and Use Data

We collect and use personal data to ensure we provide you with information about news, services, community collaboration, and professional learning opportunities that advance our mission.

The information we hold enables us to engage in basic communication with you, helps us to enhance your experiences on our website, and allows us to improve our programs and services and the efficacy of our communications with you. NCPERS and its service providers (such as event contractors) collect and use the following types of information:

Personal Information You Provide To Us In Your Profile and Other Engagements

• When you become a member or engage with NCPERS by creating a profile, we collect personal data about you, including (but not limited to) your name, title, employer’s name, work address, email address, phone number, and demographics such as number of years working in pension management and your professional interests.
• We process your personal data for member and nonmember administration, to deliver member benefits to you, and to inform you of NCPERS-related events, content, and other benefits or opportunities related to our mission. We may also use this information to help us understand our members’ needs and interests to better tailor our programs and services.
• We may use your information to personalize your experience through recommendations on our website or in email, apps, or other service platforms to provide you with more relevant information.
• We may use your information to reply to communications you send us.
• We may use your basic personal data from your profile to automatically fill out transactional forms with your personal data to save you time and effort.
• We use your information to communicate essential information about transactions, such as an electronic receipt for a purchase or a confirmation of a conference registration.
• We may inform you about NCPERS events, programs, and services of potential interest, unless you have opted out of such communications (see “Communication” below).
• We include your name, your organization's name and state, your contact information, and other provided information in the NCPERS conference directory to facilitate networking, unless you opt to exclude your contact information.
• We retain information about your transactional history and engagements, such as participation in events, webinars, volunteering, presenting at conferences, and publication downloads to understand program and service use.
• If your employer is an NCPERS member organization, the primary representative and/or roster manager for your organization may sign you up as a member representative by providing your name, title, and email address to receive information and access to NCPERS benefits. You may opt out of these communications and benefits at any time by unsubscribing from email and/or contacting us to remove your profile.
• If you work for an organization that is not an NCPERS member, the primary representative and/or the roster manager for your organization may sign you up as a representative by providing your name, title, and email address. You may opt out of any communications by unsubscribing from email and/or contacting us to remove your profile.
• If you volunteer for a working group or committee, your name, title, and organization name may be placed on the committee’s web page and materials produced by the group. You may request to be excluded from these listings.
• If you voluntarily participate in an NCPERS survey, interview, or focus group to research matters related to our mission or to gauge your satisfaction with NCPERS services, the information you provide is used in aggregate, unless otherwise noted, when producing research findings and reports, and to inform improvements to our programs and services.

Publications and Resource Use

• NCPERS produces various publications, reports, and educational materials, which are linked on our website. Much of our content is open access, however, some material requires membership or a profile login for access. We may use web analytics tools and login information to track how often people gain access to or read our content. This information is used to help us understand what content is most useful for our members.

In-person and Online Events

• NCPERS hosts many events throughout the year. These include in-person conferences like the NCPERS Annual Conference & Exhibition, as well as live online trainings, webinars, or online conferences (collectively referred to as “events”). If you register for one of our events, an NCPERS profile is required (regardless of your membership status), and we will access this data to provide you with information and services associated with the event. In addition, during the registration process, we collect voluntarily shared personal data regarding accessibility and dietary requests.
• If you are a presenter at one of our events, we will collect information about you including your name, employer, and contact information. We may also collect information provided by event attendees who evaluated your presentation and associate it with your record in our database. In certain instances and with your approval, we will make and store a recording of your voice and likeness.
• If you submit a proposal to present at an NCPERS event, we will collect information about you and your co-presenters (if relevant) including name, employer, contact information, proposed abstract, and other information associated with your proposed session.
• If you evaluate proposals for an NCPERS event, we will collect information about you including your name, employer, contact information, and your evaluations of the assigned proposals.
• If you are a participant in a particular NCPERS events (e.g., webinar or preconference workshop) we may share basic registration information, including your name, title, institution name, and email with the designated presenter(s) and attendees for the sole purpose of planning for the event, tailoring presentations, communication related to group assignments, and follow-up.
• We keep a record of your participation in NCPERS events as an attendee or presenter, which may be used to provide you with information about other relevant NCPERS products and services, or to help us better understand your interests and tailor our offerings to meet your needs.
• As a participant, to facilitate networking with colleagues, we may include your name, title, and organization in the event registration list, unless you opt out of sharing this information in the registration process.
• We are committed to connecting solution seekers with solution providers. Some of our events are sponsored or organized with partner organizations. We may share your name, title, organization/institution name, phone number, email address, and postal mail address with corporate sponsors and partners of NCPERS events.
• We may decide to provide you with a badge containing a bar code at certain NCPERS and affiliate conferences that contains your basic personal information. This badge allows you to pass on this information to exhibitors from whom you would like to receive more information. By allowing a conference exhibitor to swipe that badge, you give the exhibitor your name and contact information, including email address. For virtual conferences, your contact information will be shared with an exhibitor upon engaging with their content.
• For some events, NCPERS may choose to offer targeted, interest-specific networking services through a specific platform. Information provided by attendees in the networking platform helps us refine our events and make future programming improvements by allowing us to provide content tailored to the needs of attendees. NCPERS and our networking services vendor have access to this information. Aggregate data, unless otherwise defined during the event registration process, is shared with NCPERS staff for planning purposes.

Visiting the NCPERS Website and Automatically Collected Data

• As is common practice on most websites, NCPERS collects certain information automatically on our website. As you interact on our website, we may collect information about your computer or device and visits to our website (“automatically collected data”) through cookies, Internet Protocol (IP) address tracking/URL tracking, and other tools (collectively referred to as “tracking technologies”). The types of automatically collected data on our website through the use of these and other tools include: the search terms you use, new or returning user information, browser information, computer or device type, operating system, internet service provider, website usage, referring/exit pages, platform type, date/time stamp, number of clicks, and ads viewed. We may use your website usage in conjunction with profile and registration form information to help us understand how our website and services are being used. We may use information about your IP address to help diagnose problems with our server, analyze trends, track visitor engagements, and gather information that assists us in identifying visitor preferences. We also may use your IP address to enhance our security and investigate an actual or potential security incident. For EU data subjects, this use of your information is necessary for our legitimate interests in understanding how our website and our services are being used by you, to improve your experience on it, and to ensure network and information security.
• Please note that the NCPERS website may provide some links to external sites, to which these privacy practices do not apply. We make no promises regarding the policies or business practices of these other websites.

Your Correspondence With NCPERS

• If you correspond with us by email, the postal service, or other form of communication, we may retain such correspondence and the information contained in it and use it to respond to your inquiry; to notify you of NCPERS conferences, publications, or other services; or to keep a record of your complaint, accommodation request, and the like. As always, if you wish to have NCPERS “erase” your personal data or otherwise refrain from communicating with you, please contact us at: communications@ncpers.org

Purposes for Processing Your Data

• As explained above, NCPERS processes your data to provide you with the programs or services you have requested or purchased from us, including membership services, events, publications and other content, and professional learning. Additionally, we use your information to refine our programs and services to better tailor them to your needs and to communicate with you about other services NCPERS offers that may assist you in your career or otherwise help you do your job. We also strive to facilitate communication among colleagues in our community. To these ends, we collect and maintain data about our members and constituents to enable us to communicate with them, share information relevant to them, and allow them to communicate with each other.
• NCPERS reserves the right to use the personal data that it collects to identify the source of any inappropriate use of information resources managed by the association, including but not limited to, offensive or illegal postings to online discussion lists, collaboration sites, and other communication vehicles; denial-of-service actions; unauthorized use of online services and network infrastructure; misuse or unauthorized use of the NCPERS name, logo, or other representations of the association; and to protect the personal safety and privacy of our employees and service providers, members, online users, and the public under the policies and practices described in this Privacy Notice.

Payment Card Information

• You may choose to purchase goods or services from NCPERS using a payment card. Typically, payment card information is provided directly by users, via the NCPERS website, into the PCI/DSS-compliant payment processing service to which NCPERS subscribes, and NCPERS does not store the card information.

What Happens If You Don’t Provide Us Your Personal Data

• You can enjoy many NCPERS services without giving us your personal data. Some information on our website is open access and does not require a profile. However, some personal data is necessary for NCPERS to supply you with services you have purchased or requested and to authenticate membership access.

Communication

We may contact you by the email, postal mail address, or phone number that you have on file with us for business purposes.

We send transactional emails to individuals with whom we have a business relationship; these emails regard a service you purchased or requested, and you may not opt-out of these emails.

We send marketing emails and, occasionally, postal mail, which contain promotional material about our programs, resources, and services, and you may opt out of these communications if you email communications@ncpers.org. These emails provide valuable information about events, resources and help support our mission. Where required by the applicable law (for example, if you are an EU/UK data subject, reside in Canada or any state that limits data collection), we will send you marketing information or notifications only with your consent, which is given at the time you provide us with your personal data. In such case, if you do not provide us with your consent to the processing of your personal data for this purpose, we will not send you this information. You may unsubscribe or remove your consent at any time by emailing us at communications@ncpers.org or calling us at NCPERS office at the following phone number: 202-601-2445.

If there is a concern regarding your personal data, we will contact you when required to do so by law. To do this, we will use the email address on file for you.

If for any reason you think there is a problem regarding communications to you, please let us know by contacting us at the email above or the phone number above.

We do not share your personal data with third parties except for authorized organizations who we have decided to partner with to help advance the NCPERS mission.

Third-Party Sharing

Sub processors

We share your personal data with third parties that provide certain services to us to assist us in meeting business operation needs. These parties are authorized to process your personal data, on our behalf and pursuant to our instructions, only as necessary to provide these services to us. We may use third-party service providers, including:

• Customer relationship management provider to help with management of business-related data
• Email hosting services to send email
• Event registration and presenter proposal submission service providers
• Exhibitor management platform
• Career center job board provider
• Discussion platform provider to manage online forums
• Providers of research and analytics services, including Google Analytics
• Marketing service providers
• Billing and credit card merchant systems to process payments
• Providers of cloud computing infrastructure services

These providers are authorized by NCPERS for our business operation needs; however, we make no promises regarding the policies or business practices of third parties and encourage you to familiarize yourself with their privacy policies before providing them with your personal data.

• We may disclose your personal data to our agents or sub processors for the purposes identified above. In such cases, the agent or sub processors will be obligated to use that personal data in accordance with the terms of this Privacy Notice.
• We will not sell, distribute, or lease your personal data to third parties unless we have your permission or are required by law to do so.
• We may disclose your personal data without your permission to the extent that it is required to do so by United States, European Union, UK or other national or state law, in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise, or defend NCPERS’s legal rights.

ADDENDUM:

NCPERS uses Google Analytics and HotJar to track certain information:

Google Analytics stores information about the pages you visit, how long you spend on each page, how you got to the site and what you click on while you’re there. We do not collect or store your personal data (e.g. your name or address), so this information cannot be used to identify who you are. If you wish to opt out of Google Analytics collecting your data please use this link.

HotJar stores the pages you visit, how long you spend on the page, how you got to the site and what you click on while you’re there. We do not collect or store your personal data (e.g. your name or address), so this information cannot be used to identify who you are. If you wish to opt out of HotJar collecting your data please use this link.