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SAA Privacy & Confidentiality Policy

Introduction
Scope of Policy
Authorized Use and Disclosure of Information
SAA Web Site
Data Security
Logging onto the SAA Web Site
Accessing the Membership Directory Online
Participating in the Membership Directory, E-mail Announcements and Mailing List Exchange
SAA Membership Directory License Agreement
Updating Membership Directory Information
Liability and Indemnity
Changes to the Privacy and Confidentiality Policy

 

Introduction

The Society of American Archivists (SAA) takes privacy concerns very seriously. SAA is committed to protecting your privacy and the confidentiality of your personal information. This notice explains how SAA handles—protects—personal information.

All personal information will remain confidential and will not be used or disclosed without consent, except as otherwise stated in the following policy. Personal information includes one’s name, electronic mail (e-mail) address and all other data or preferences provided by SAA members.

However, SAA may disclose without a member’s consent this information as required by law or court order.


Scope of Policy

This Privacy and Confidentiality Policy dictates SAA’s handling of members’ personal information. This policy is enforced in all areas of SAA’s business, including online communications, offline communications, direct marketing, and event registration.

SAA maintains a comprehensive database of information on its members in accordance with the general needs and expectations of the organization and its members. This information is intended exclusively for purposes related to official SAA business and to facilitate interaction between SAA and its members. Directory information in the database may include home or work addresses, telephone numbers, fax numbers, e-mail addresses, section membership, and committee and workshop instruction affiliations.


Authorized Use and Disclosure of Information

SAA will use personal information to fulfill subscription requests, orders for materials and services made online, and other requested services. SAA may also use the information to:

  • Notify SAA members via regular, bulk or e-mail about important professional news, including products, services and announcements.
  • Make the Web site easier to navigate and update.

SAA will only share (either by purchase or professional courtesy exchange) membership information (i.e., “mailing list”) for specific and one time use purposes. All external organizations that receive personal information of members must have an appropriate privacy and confidentiality policy in place and agree to neither repurpose nor sell members’ personal information. Furthermore, all external organizations must agree to destroy all copies of this personal information after the limited, one-time use or contract with the SAA has expired or been terminated. SAA members may choose to not participate in mailing list exchanges. (See: Participating in the Membership Directory and Mailing List Exchange)

Individual users of the SAA Web site must abide by the following specific rules and regulations:

  • Unauthorized copying, reproduction, republishing, uploading, downloading, posting, transmitting, or duplicating any of the material is prohibited. Users may download or copy any downloadable materials displayed for personal, non-commercial use, provided that the user maintains all copyright, trademarks, usage guidelines and other notices contained in such material.
  • Use of SAA’s information for any commercial, public, or political purpose is strictly prohibited. Prohibited activities include, but are not limited to, solicitations for commercial services, cold-calling of any kind, mass-mailings, or broadcast e-mails.

SAA reserves the right to determine whether the use or misuse of information obtained through its Membership Directory (print or online versions) by any person or group is a violation of this policy or is otherwise abusive. SAA further reserves the right to bar access to the directory information and Web site by any such person or group and to take appropriate action without notice.


SAA Web site

SAA maintains a Web site for the benefit of its members and others interested in archives, records management and other information resource management issues.

One may visit many sections of the SAA Web site without submitting any personally identifiable information (PII). However, some sections of the SAA Web site may request PII in order to access certain data, e.g., membership entries or to complete a form or transaction. The PII supplied will be used only to permit access to data or to execute the immediate transaction. SAA will only transmit PII to third parties (persons/organizations outside SAA) as necessary to complete the transaction requested, as required by law, with one’s permission, or as necessary to conduct official SAA business.


Data Security

SAA has in place reasonable physical, electronic, and managerial procedures to safeguard and secure the information collected online. SAA uses industry standard SSL encryption technology and Thawte certificates when collecting or transferring sensitive data such as credit card information.


Logging onto the SAA Web Site

SAA is committed to protecting personal information and respecting privacy. When logging into the SAA Web site, SAA members may select a check box labeled “remember me.” Checking this box sets a cookie on the member’s local drive so that the member is not required to log in when accessing the SAA Web site in the future.

Should a member choose not to select the “remember me” check box, a cookie will not be set on the member’s local drive and the member will be required to log in each time he/she accesses the SAA Web site.

SAA does not use cookies to collect information about you, your computer, or your personal online activities. In the process of administering the SAA Web site, usage is tracked through Web server logs. Web server logs provide such information as what types of browsers access the SAA Web site, what pages receive high traffic, and the times of day SAA servers experience significant load. SAA uses this aggregate information to improve the content and navigation features of the SAA Web site. This information is not used to personally identify you.


Accessing the Membership Directory Online

The SAA Membership Directory is user ID and password protected, and may only be accessed by current SAA members and approved SAA staff. SAA has taken reasonable precautions to secure the personal information. However, it is the SAA member’s responsibility to restrict personal information that he/she does not wish to be generally available.

SAA members will have access to information in the Membership Directory, but may not use the information for commercial or political purposes, promotions, advocacy, or any other purpose, business or otherwise except to facilitate individual personal communication or SAA business. Neither SAA nor SAA Council will liable for any unauthorized use by SAA members who do not adhere to these policies.

SAA staff, authorized volunteers and members may access the SAA directory information for the exclusive purpose of carrying out SAA business.


Participating in the Membership Directory, E-mail Announcements and Mailing List Exchange

SAA members have several options for participating in the Membership Directory. They may:

  1. select the contact information that will appear
  2. restrict their contact information
  3. completely opt out

If a member elects to have his/her name included in the Membership Directory, the member may select which contact information is presented. Members may choose one of thee display options: home address, work address or e-mail address only.

An SAA member may elect to restrict his/her home, business or e-mail address information. With this option, the member’s name would appear with a notice that the contact information has been suppressed at the member’s request. However, links to publications the member has authored, committees on which the member is active, annual meeting session presentations, or workshops for which the member is an instructor, the member’s name would remain active.

If an SAA member elects to completely opt out of the Membership Directory, no information, including the member’s name, will be available. By opting out of the Membership Directory, the member forfeits participation in additional features of the online member profile. These features may include, but are not limited to links to publications the member has authored, links to committees on which the member is active, links to annual meeting session presentations (current and past), or links to workshops for which the member is an instructor.

In addition to choosing one’s personal information that will be displayed in the directory, an SAA member may elect or decline to receive e-mail announcements from SAA.

SAA members may also elect or decline to receive news, announcements, and promotional offers from external archival organizations and/or vendors. By declining, SAA members’ names and contact information will not be provided to outside vendors.

SAA members should contact the SAA Member Services Coordinator to select which address is available in the directory, to exclude one’s name from mailing lists sold to authorized vendors, or to update one’s Membership Directory information.


Updating Membership Directory Information

To update the SAA Membership Directory, SAA members may complete the member profile update form or contact the SAA Service Center. SAA staff processes updates manually to maintain database standards. Your new profile information should appear online within 2-3 business days of your submission.

SAA Staff may be contacted at:

Society of American Archivists
17 North State Street, Suite 1425
Chicago, IL 60602-3315
312/606-0722
fax 312/606-0728
toll-free 866/SAA-7858 
Email us 


SAA Membership Directory License Agreement

SAA offers its members access to this Membership Directory in exchange for your acceptance of the terms and conditions contained in this nonexclusive, nontransferable, limited license agreement.

Please read this license agreement carefully. By clicking "I Agree," you hereby accept and agree to be bound by the following terms and conditions:

  • This directory and the contents hereof are proprietary products of SAA;
  • This directory shall be used for individual, personal and confidential reference purposes only, and may be used only pursuant to the terms of this license agreement;
  • The contents of this directory may not, in whole or in part, be reproduced; copied; disseminated; entered into a computer database; used as part of or in connection with the preparation, revision or confirmation of a mailing, telephone, fax, e-mail, or other marketing list; or otherwise utilized, in any form or manner or by any means, except for the user's individual, personal and confidential reference.

The directory the names, addresses, telephone numbers, fax numbers and e-mail addresses, of SAA members as of the posting of this directory. Their presence in this directory represents only that these individuals are members in good standing of SAA; it does not represent their consent to receive any marketing or related communications.


Liability and Indemnity

SAA makes no representations about the accuracy, reliability, completeness, or timeliness of information available through the SAA Web site, links or other materials, either printed or online.

SAA does not warrant that the online system will operate error-free or that the Web site and its server are free of computer viruses or other harmful materials. However, reasonable precautions are in place to minimize these risks.

To the fullest extent permitted by law, SAA disclaims all warranties, including the warranties of merchantability, non-infringement, and fitness for particular purpose. In no event shall SAA or the SAA Council be liable for any damages whatsoever, including, without limitation, incidental, consequential, or punitive damages, resulting from the use of the SAA Web site or printed materials.

By using the SAA Web site or any and all SAA printed material, one agrees to indemnify, defend, and hold harmless SAA, and its respective agents from and against any and all losses, claims, damages, costs, and expenses that may arise from use of any and all SAA resources, or one’s breach of these policies. SAA will provide notice of any such action or claim, and reserves the right to participate in the investigation, settlement, and defense of any such action or claim.


Changes to the Privacy and Confidentiality Policy

SAA will post on its public Web site at <www.archivists.org/privacy.asp> any changes to this policy.


Contact the Society of American Archivists

SAA invites feedback and inquiries regarding SAA’s Privacy and Confidentiality Policy.