Last modified November 6, 2018
PLEASE READ THIS POLICY CAREFULLY BEFORE USING THIS SITE.
1. INFORMATION WE COLLECT
(a) Information Collected:
(i) “Non-personal Information” is any information that does not identify you individually or does not permit a direct association with an individual. Non- personal Information may include information derived from Personal Information by de-personalizing it to remove unique identifiers and/or combine it with information about other users to form aggregated data.
(ii) “Personal Information” is your personally identifiable information, which includes your full name, maiden name, address, phone number, email address, member number, date of birth, chapter of initiation, initiation year, photo(s), Chi Omega involvement, education, career, family relationships and information, donation information, and/or other personally identifiable information that you choose to provide. To the extent we associate Non-personal Information with Personal Information, we treat the combination as Personal Information.
(b) Information Not Collected: This Site is not directed to children. We do not knowingly collect Personal Information from children under the age of 16 in the European Economic Area or any child under the age of 13 on our Site. If we discover that any registration is made by a child under the age of 16 in the European Economic Area or any child under the age of 13, such registration will be deleted. If you are under the age of 16 and in the European Economic Area or if you are under the age of 13, do not use this Site or provide information on this Site.
2. HOW WE COLLECT INFORMATION
(a) Information You Provide: In the course of visiting and using this Site, applying for or participating in sorority recruitment, chapter membership, or alumnae membership, via social media, or other interactions with Chi Omega, vendors, or third parties, you may voluntarily provide Personal Information, directly or indirectly, to Chi Omega or third parties who share information with Chi Omega. For example, you may provide Personal Information when you create a member profile, establish a login account to use certain features of the Site, sign up to
receive communications, submit an inquiry, report an issue, or otherwise use and interact with the Site. You may choose whether to disclose Personal Information. However, you may not be able to use certain functions of the Site without disclosing such Personal Information.
3. HOW WE USE INFORMATION
Chi Omega may use your Personal Information to: administer your online account; administer the Site; to process and maintain your membership, to solicit donations for Chi Omega Foundation; to provide related goods and services; to promote and foster a sense of community; to perform obligations pursuant to any agreements entered into with you; to improve the Site and related services; develop new services; provide personal or customized services; to communicate with you; to notify you of products, services, promotional events, special offers, newsletters, announcements, or other information that may be of interest to you from Chi Omega and/or our service providers and vendors; to allow you to share content with Chi Omega; to carry out any legal or contractual obligations; to provide Internet security; to meet legal requirements; and to enforce the legitimate business interests and legal rights of Chi Omega or others. We may also use your Personal Information when you have consented for a specific purpose.
For users in the European Union, Chi Omega is the controller of your personal information and we only use, process, or share your Personal Information upon the lawful bases of: contract (such as entering into a membership agreement and collecting related payments), legitimate interests of Chi Omega or third parties (such as providing and improving services and sending marketing and promotional materials), consent (such as making your Personal Information available to other Chi Omega members), or legal obligation (such as when required to respond to or take legal action in regard to the interests and protection of Chi Omega, affiliates, or other members).
4. DISCLOSURE OF INFORMATION
(a) To Affiliates or Third Parties: Chi Omega may share your Personal Information with affiliates, service providers, business partners, licensed vendors, and other third parties who may perform functions on behalf of Chi Omega, such as processing payments, managing accounts, providing promotional materials, fulfilling orders, sending emails, soliciting donations, creating or coordinating events, managing data or security, maintenance on our Site or other databases, and providing customer service. Chi Omega shares your Personal Information with Chi Omega Foundation for direct marketing, solicitation, and fundraising
purposes. We may disclose your Personal Information to third parties when necessary to fulfill the purpose for which you provided the Personal Information.
(b) With Other Members of Chi Omega: Chi Omega may share with or make your Personal Information available to other members in connection with certain features of the Site, such as Chi Omega’s Member Search tool. You have the ability to modify your privacy settings in regard to your Personal Information being available to other members. For users in the European Economic Area, we will ask for your consent before making your Personal Information available for the Member Search tool.
(c) Member Lists: Chi Omega may provide certain lists (such as lists of alumnae from a certain chapter or in a certain geographical region) containing Personal Information for Chi Omega purposes to: collegiate chapters, alumnae chapters or officers, anniversary committees, reunion committees, State Day committees, fundraising groups, scholarship committees, State Recruitment Information Chairs (SRIC), Area Recruitment Information Chairs (ARIC), alumnae panhellenics for scholarship purposes, potential new alumnae chapter contacts, and/or licensed vendors as approved by the Governing Council. Such lists shall not be provided to: any non-Chi Omega, individual alumna for personal use, colleges or university offices unless approved as a special circumstance by the Executive Director, or for any non-Chi Omega business or political purpose.
(d) Other: We may disclose your Personal Information for any purpose we disclose
when you provide the information, with your consent, and as permitted by law.
(e) Outside EEA: Chi Omega is based in the United States. By sharing your Personal Information with Chi Omega, you are transmitting your Personal Information outside the European Economic Area. When Chi Omega shares your Personal Information with the persons described above, those persons may also be located outside of the European Economic Area.
5. DATA PROTECTION
(a) Security: Chi Omega takes steps to protect your Personal Information. Access to your Personal Information is restricted in the following ways: Access to our database(s) are protected by passwords. Our servers are kept in a secure environment and are protected by a firewall. We contract with a third party professional IT vendor to oversee and ensure security protocols. If you have any questions or would like additional information about our security measures, please contact us. Any unauthorized use of the Site may result in criminal and/or civil prosecution.
(b) Do Not Track: We take no action in response to web browser signals and other mechanisms that enable consumers to exercise choice about behavioral tracking.
(c) Steps You Can Take: You are responsible for maintaining the confidentiality of your username and password associated with use and access to certain features of this Site. You are prohibited from sharing your username or password with others.
(d) Disclaimer: While Chi Omega endeavors to safeguard your Personal Information, we cannot guarantee absolute security. You acknowledge and agree that we shall not be liable for any security breach that results from causes or events that are beyond our control, such as acts of God, hacking, terrorism, power outages, defects in third party security products and services, your own acts or omissions, and other similar events. Please be aware that no security measures are perfect or impenetrable, so security is not guaranteed. Chi Omega also cannot control the actions of other users of the Site.
6. HOW TO MANAGE YOUR INFORMATION
(a) Rights Generally: You have certain rights with respect to your Personal Information. As described below, you have the right to be informed about the processing of your Personal Information, you may access your Personal Information, object to processing of your Personal Information, restrict processing of, rectify, request erasure of, and/or export your Personal Information. To the extent we process your Personal Information based on your consent, you have the right to withdraw that consent at any time by contacting us. If you object to our processing of your information based on legitimate interests of Chi Omega or third parties as identified above, you may lodge an objection or complain by contacting us.
(b) Access to Information: You are entitled to know what of your Personal Information is being processed and with whom it is shared. You can access your Personal Information at any time through the Chi Omega member only pages of the Site. You have control over your member profile and privacy settings. You may also obtain a copy of your Personal Information, in electronic format and free of charge, by sending a written request to Chi Omega.
(c) Modifying or Deleting Your Information: You may use the Chi Omega Site or send a written request to Chi Omega to rectify any inaccurate Personal Information, complete any incomplete records of Personal Information, restrict what Personal Information is available to other members in the Member Search tool, and/or, in certain circumstances, request deletion of certain Personal Information. Please note that in certain cases we cannot delete Personal Information. For example, we cannot delete your Personal Information if you are a member and/or the Personal Information is required for the purpose for which it was collected. You may also request a temporary suspension to processing of your Personal Information and object to further processing of Personal Information inconsistent with the primary purpose for which it was collected.
(d) Opting Out: If you are a resident of the European Economic Area, we will only send you communications that may not relate to the services we provide if you opt-in; otherwise, we will send you such communications unless you opt-out. After a member account is created, you have the choice to withdraw consent, opt-out and/or unsubscribe from certain email correspondence that Chi Omega, affiliates, vendors, and third parties may send you. These choices may be made by clicking on any “unsubscribe” features in the correspondence itself, by visiting the Site and modifying your user preferences as to privacy and communications, or by contacting us at the contact information set forth below.
(e) California Residents: California Civil Code Section 1798.83 permits users of the Site who are California residents to request certain information regarding our disclosure of Personal Information to third parties for their direct marketing purposes. Chi Omega shares your Personal Information with Chi Omega Foundation for direct marketing, solicitation, and fundraising purposes. To opt out of having your Personal Information shared, please contact us.
7. DATA RETENTION
Chi Omega keeps your Personal Information for as long as needed or permitted in light of the purposes for which it was obtained.
Executive Headquarters 3395 Players Club Pkwy Memphis, TN 38125 Attn: Director of Information Systems