SSA gathers information at headquarters, at various events, and in external offices, primarily those of editors, about members, authors, and all others who participate in any way in the Society’s activities. Every Society officer, volunteer, staff worker, and member who has access to these data is charged with respecting the privacy of those who provided it and is to act in accord with the following policies.
Why personal data are collected
Addresses, phone numbers, e-mail addresses, other contact information and information related to scientific interests are collected from SSA constituents in the course of providing services such as memberships, orders, meeting registration, abstract submission, submission of articles, and in various other interactions. Such information is required to complete the individual order or deliver the service.
Other demographic information, such as age, student status, and employment data, is collected when individuals apply for membership or are suggested for various positions in the Society. Except as described below, these data and any other information of a personal nature, such as age, are collected on a purely voluntary basis; furthermore, they are not shared or used in such a way that an individual is identified. Principal uses of these data are for internal assessments of SSA programs and the membership. Additionally, these data, in a consolidated form, may be used in publicly distributed statistical descriptions and studies of the SSA constituency.
SSA members may add, correct, or update their personal information through a form on the SSA Web site or by contacting Member Services by phone at : +1-510-525-5474 or by e-mail at email@example.com.
What personal data are made available
SSA’s online Membership Roster contains basic contact information and membership data. It is provided to facilitate personal communication between members only. The roster is available only to members and requires a personal log-in, Members share the responsibility for the security of their data with others and help ensure it by keeping their access codes confidential. The downloading of large numbers of records is forbidden.
Postal mailing lists may be exchanged with or sold to other scientific societies or publishers for one-time use. Such exchanges are made only if the material to be sent is deemed beneficial to the SSA members to be contacted and advances the scientific missions of both societies. Such exchanges are reviewed by SSA management and/or Society officers, depending on the nature of the message and the distributions they are to be given. Lists for approved mailings may be selected by scientific specialty, geographic location, and/or student status. SSA will occasionally mail or e-mail a notice on behalf of another organization to selected groups of SSA members. Such mailings are subject to the same review process. Electronic mail addresses are not sold.
Other demographic data are needed from time to time to help understand such matters as membership trends, and age differences with respect to reaction to programs. These data are retained to provide a statistical overview of the Society so that the leadership can better understand how the population is changing and consider how to meet changing needs. Constituents who elect to provide such data may be assured that it will never be made available publicly in any form that identifies individuals.
Any individual may decline to provide information requested by SSA. Sometimes the only way to opt out, however, is to provide perform the activity via paper form (e.g. membership renewal or meeting registration.) When requested data is not provided, SSA may be unable to provide the services for which such information is needed for security and/or identification purposes.
A member may request not to be included on any list to be used by an organization other than SSA by sending an e-mail to firstname.lastname@example.org asking to be excluded from mailing lists exchanged with other societies. It is the intent of SSA policies to ensure that members are kept informed but do not feel burdened by what they receive as a “benefit” of membership. The officers of the Society and staff welcome comments from members as to the effectiveness of e-mail and mail as a communication tool on any specific case.
Keeping data about individuals secure
We have taken certain physical, electronic, contractual, and managerial steps to safeguard and secure the information we collect from Site visitors. Sensitive demographic, payment, and activity information is stored in a separate, secure database that is not accessible via the Membership Directory.
Credit card information provided to SSA via its Web site is transmitted via a secure server with commercial encryption software. Those not able to use a secure server may opt to make payments another way, via phone, fax, or postal mail.
Links to other sites
SSA links to other Web sites that are not controlled by SSA. A link from the SSA Web site is not an SSA endorsement for any company, organization, or individual. SSA is not responsible for the privacy practices or the content of those sites.
Adopted by the SSA Board of Directors, April 7, 2009.