Effective May 25, 2018
- How and why we collect your Personal Information;
- How your Personal Information is used and protected;
- How we store, use, transfer, and retain your Personal Information;
- When and with whom we share your Personal Information; and
- What choices you can make about how we collect, use, and share your Personal Information.
We collect your Personal Information for various purposes, such as, but not limited to, corresponding with you, informing you about your account, security updates and product information, processing your membership application and renewal, member directory, conference registration, providing you with services, processing your order or a subscription, or other purposes.
We may combine the information we collect from you with information obtained from other sources to help us improve its overall accuracy and completeness, and to help us improve our business and better tailor our interactions with you.
In addition, we may also collect information relating to your use of our Website through the use of various technologies, including cookies and Google Analytics.
- To create a user account at the AAS Website.
- To fulfill your requests by us or by others involved in fulfillment.
- To contact you for customer satisfaction surveys, market research or in connection with certain transactions.
- To contact you with association-related announcements and marketing communications of legitimate interest.
- To support products or services you have obtained from us.
- To share with our service providers who provide services to us in support of our business.
- To personalize your experience while you are on our Website, make navigation easier, and for Website usage statistics.
When we collect information from you, you may choose to opt out of receiving communications (except as described below) from the AAS.
You may also turn off cookies in your browser, but that may adversely affect our ability to communicate with or provide Services to you.
- Via email, text and other electronic messages between you and us.
- When you create a membership account or general login account on our website.
- When and where available, through mobile and desktop applications, which provide dedicated non-browser-based interaction between you and us.
- When you interact with our advertising and applications on third-party websites and services, if those applications or advertising include links to this policy.
We gather various types of Personal Information from our users, as explained in more detail below, and we use this Personal Information internally in connection with our Services, including to personalize and improve our services, to allow you to set up a user account and profile, to contact you and allow other users to contact you, to fulfill your requests for certain products and services, to provide and improve the Services, and to analyze how you use the Services. In certain cases, we may also share some Personal Information with third parties, but only as described below.
We are not responsible for the practices of sites linked to from the Services, and before interacting with any of these sites you are advised to review their rules and policies before providing them with any private information.
Individuals under the Age of 18
We do not knowingly solicit or collect information from persons under the age of 18. We do not have a mechanism for determining the age of the visitors to our Website.
Information We Collect About You and How We Collect It
We collect several types of information from and about users, including Personal Information that is about you but individually does not identify you, such as, time and date of visits to our Website, etc., and/or, about your internet connection, the equipment you use to access our Website and usage details.
We collect this information:
- Directly from you when you provide it to us. When you sign up for the Services, you provide us with information such as your name and email address. We may also collect information from your public social media accounts.
- Automatically as you navigate through the Website. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons and other tracking technologies.
- From third parties, for example, our business partners.
Information You Provide to Us
The information we collect on or through our Website may include:
- Information that you provide by filling in forms on our Website. This includes information provided at the time of registering to use our Website, subscribing to or purchasing our services, posting material (where permitted) or requesting further services. We may also ask you for information when you report a problem with our Website.
- Records and copies of your correspondence (including email addresses), if you contact us.
- Your responses to surveys that we might ask you to complete for research purposes.
- Your search queries on the Website.
Information We Collect Through Automatic Data Collection Technologies
As you navigate through and interact with our Website, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions and patterns, including:
- Details of your visits to our Website, including, but not limited to, traffic data, geolocation data, logs and other communication data and the resources that you access and use on the Website.
- Information about your computer and internet connection, including your IP address, operating system, browser type, clickstream patters, the URL of the most recent website you visited before coming to our Website, the amount of time you spent on our Website, and the pages you viewed while on our Website.
The information we collect automatically is statistical data and may include Personal Information, but we may maintain it or associate it with Personal Information we collect in other ways or receive from third parties. It helps us to improve our Website and to deliver a better and more personalized service by enabling us to:
- Estimate our audience size and usage patterns.
- Store information about your preferences, allowing us to customize and improve our Website.
- Speed up your searches.
- Recognize you when you return to our Website.
The technologies we use for this automatic data collection may include cookies, flash cookies, web beacons, pixel tracking, GIF and/or IP address.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize Association for Asian Studies pages, or register with Association for Asian Studies site or services, a cookie helps AAS recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the Website features that you customized.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the Association for Asian Studies services or Websites you visit.
Certain features of our Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from and on our Website. Flash cookies are not managed by the same browser settings as are used for browser cookies.
Pages of the Website and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags and single-pixel gifs) that permit us, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).
In addition to using Cookies, the Website may employ “pixel tracking”, a common process which may be used in connection with advertisements on other sites. Pixel tracking involves the use of pixel tags that are not visible to the user and consist of a few lines of computer code. Pixel tracking measures the effectiveness of advertisements and compiles aggregate and specific usage statistics. A “pixel tag” is an invisible tag placed on certain pages of websites that is used to track an individual user’s activity. We may access these pixel tags to identify activity and interests that may allow us to better match our goods, services, and other offers with your interests and needs. For example, if you visit our Website from an advertisement on another website, the pixel tag will allow the advertiser to track that its advertisement brought you to the Website. If you visit our Website, and we link you to another website, we may also be able to determine that you were sent to and/or transacted with a third-party website. This data is collected for use in our marketing and research.
We may use tiny images known as clear GIFs to track behavior of users, including statistics on who opens our emails.
Our servers automatically record certain log file information reported from your browser when you access the Services. These server logs may include information such as which pages of the Service you visited, your internet protocol (“IP”) address, browser type, and other information on how you interact with the Services. These log files are generally deleted after one week.
We do not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly.
IV. How We Use Your Information
We use information that we collect about you or that you provide to us, including any Personal Information:
- To present our Website and its contents to you.
- To provide you with information on products or services that you request from us.
- To provide you with services or process transactions that you have requested.
- To provide you with notices about your account, including expiration and renewal notices.
- To communicate with you regarding information, features or offers that we believe will be of interest to you.
- To respond to your questions or other requests.
- To contact you with regard to this Website.
- To process any applications, changes to your account information, or process payments from you (including, but not limited to, membership dues and subscriptions, registration fees, voluntary contributions, and payments, refunds and reimbursements for any products or services that you choose to purchase from us).
- To process other information or Personal Information that you submit through the Website.
- To conduct user surveys.
- To ask for ratings and reviews of our Website, services, and/or products. With your permission, we may use information you provide to us as a testimonial posted on the Website.
- To contact you regarding a sweepstakes, contest or promotion in which you have participated.
- To notify you about changes to our Website, our policies, terms or any products or services we offer or provide though it.
- To allow you to participate in interactive features on our Website.
- To provide access to restricted parts of our Website.
- To request your participation in surveys, focus groups, or other initiatives which help us to gather information used to develop and enhance our products and services.
- To determine eligibility for membership, credentials, designations, or volunteer opportunities.
- To serve marketing communications of legitimate interest to you when you visit our Websites or other third-party sites (including social media platforms).
- To enhance and improve our products and services, for example, by performing internal research, analyzing user trends and measuring demographics and interests.
- Internal purposes, such as website and system administration or internal audits and reviews.
- To comply with applicable law(s) (for example, to comply with a search warrant, subpoena or court order) or to carry out professional ethics/conduct investigations.
- For analyzing how the Service is used, diagnosing service or technical problems, maintaining security, and personalizing content.
- To operate, maintain, and provide to you the features and functionality of the Service.
- To provide statistics about the usage levels of the Website and other related information to reputable third parties, but these statistics will not include information which will allow you to be identified.
- To fulfill any other purpose for which you provide it.
We send marketing communications through MailChimp, a third-party vendor. When you opt in to receive our #AsiaNow Digest or EAA Digest newsletters and/or our email announcements, you consent to allow us to transfer data from your member profile to MailChimp to be processed. You can unsubscribe from these lists using the link in the footer of any email message. You can also change the subscription in your AAS member profile at any time (myaas.asianstudies.org) by unchecking the “OK to Broadcast” box in the “My Communications” section of your account profile. We use member profile data to target email communications based on areas of interest. MailChimp stores subscribers’ IP addresses to improve email deliverability. Please contact email@example.com if you would like us to delete your entry in our MailChimp lists.
We may also use your Personal Information to contact you about our own and third-parties’ goods and services that may be of legitimate interest to you. If you do not want us to use your information in this way, please check the relevant box located on the form on which we collect your data.
We may use your Personal Information you provide to us and which we obtain from other sources to better understand your interests so we can try to predict what other products, services and information you might be most interested in. This practice is called “profiling”, which involves making automated decisions about you based on this information in order to better enable us to tailor our interactions with you to make them more relevant and interesting. You may object to such profiling at any time by contacting us (see Contact Information/User Rights below).
We may use the information we have collected from you to enable us to display advertisements to our advertisers’ target audiences. Even though we do not disclose your Personal Information for these purposes without your consent, if you click on or otherwise interact with an advertisement, the advertiser may assume that you meet its target criteria.
Social Media Plugins
V. Retention of Your Information
VI. How We Share Your Information
We may share your Personal Information with third parties for the purpose of providing materials of legitimate interest to you. Some of the information collected on these forms may be shared with a third party for business purposes, such as a convention housing bureau that helps process the hotel reservations transactions. The AAS also selectively rents mailing lists of members, subscribers or convention registrants to appropriate third parties, such as book publishers. We do not sell email addresses; only mailing addresses. We may also share your Personal Information with third parties who perform services on our behalf; for example, collecting abstracts for the annual Call for Proposals. This includes, without limitation, third parties that send communications, process payments, analyze data, provide marketing assistance, or create, host and/or provide customer service on our behalf. These third parties may have access to Personal Information in order to provide these services to us or on our behalf. If we do this, such third parties’ use of your Personal Information will be bound by obligations of confidentiality. We may store Personal Information in locations outside our direct control (for instance, on servers or databases located or co-located with hosting providers). Any Personal Information or content that you voluntarily disclose for posting to the Website may, if posted, become available to the public, as controlled by any applicable privacy or website customization settings. To change your privacy settings on the Service, you may visit the “Manage Privacy” page in your AAS Website account. If you remove information that you posted to the Service, copies may remain viewable in cached and archived pages of the Service, or if other users have copied or saved that information.
Online Member Directory
The AAS provides members access to the online Member Directory for the purpose of scholarly exchange as it relates to the study of Asia. To protect members’ privacy, the AAS does not allow use of the online Member search function for commercial purposes, nor does it allow the collection and retention of member information for mass mailings of any kind. The AAS may at its sole discretion remove the search privileges of any member at any time. Members may opt in/out of displaying their email address in the member directory, or may choose to remove their name completely, through the “Manage Privacy” settings in the AAS Member Account.
From time to time, we may run contests, special offers, or other events or activities (“Events”) on the Service together with a third party partner. If you provide information to such third parties, you give them permission to use it for the purpose of that Conference or Event and any other use to which you consent. We cannot control third parties’ use of your information. If you do not want your information to be collected by or shared with a third party, you can choose not to participate in these Events.
- Hosting providers for the secure storage and transmission of your data
- Identity management providers for authentication purposes
- Database software providers for the management and tracking of your data
- Legal and compliance consultants, such as external counsel, external auditors, or tax consultants
- Marketing providers who send communications on our behalf regarding our products and services
- Payment solution providers for the secure processing of payments you provide to us
- Publishers and learning providers who develop products on our behalf
- Technology providers who assist in the development and management of our Website properties
- Fulfillment and postal vendors for the fulfillment of our products and services
- Survey and research providers who perform studies on our behalf
- Advertising partners, including social media providers, for the delivery of targeted advertisements
De-Identified Personal Information
We may share De-Identified Personal Information (such as anonymous usage data, referring/exit pages and URLs, IP address, platform types, number of clicks, etc.) with interested third parties to help them understand the usage patterns for certain Services.
VII. Disclosure/Assignment of Your Personal Information: Your Consent
You consent to our disclosure of your Personal Information and other information to a potential buyer or other successor for the purpose of considering a merger, divestiture, restructuring, reorganization, dissolution, or sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation or similar proceeding, in which Personal Information held by us about our Website users is among the assets transferred. You agree to and do hereby consent to our assignment, conveyance, or transfer (whether by contract, merger or operation of law) of rights to your Personal Information and other information, with or without notice to you and without your further consent.
We have implemented measures designed to secure your Personal Information from accidental loss and from unauthorized access, use, alteration and disclosure.
- Your Personal Information is contained behind secured networks and a firewall and is only accessible by a limited number of persons and service providers who have special access rights to such systems, and are required to keep the information confidential.
- In addition, all sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology and currently is processed by Authorize.Net (though we may change processors at any time and without notice).
- Any payment transactions will be performed using our third party payment processors or gateways, who will use appropriate security procedures designed to protect your information.
- Our Website is scanned on a regular basis for security holes and known vulnerabilities in order to make your visit to our Website safer.
- We may store, retrieve, access, and transmit your Personal Information in the US or in other countries.
The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of the Website or Services, you are responsible for keeping this password confidential. You should not share your password with anyone. You must prevent unauthorized access to your account and Personal Information by selecting and protecting your password appropriately and limiting access to your computer or device and browser by signing off after you have finished accessing your account. The information you share in public areas may be viewed by other users. We’ll never email you to ask for your password or other account information. If you receive such an email, please send it to us so we can investigate.
Unfortunately, the transmission of information via the internet is not completely secure. Although we do use security measures designed to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted to us or which we obtain. Any transmission of Personal Information is at your own risk. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information at any time. We are not responsible for circumvention of any privacy settings or security measures contained on the Website or used with our Services.
IX. Data Retention
The time periods for which we retain your Personal Information depend on the purposes for which we use it. We will keep your Personal Information for as long as your account is active, as long as you are a registered user of our services, or for as long as we have another business purpose to do so. Thereafter, Personal Information will be retained for no longer than is required or permitted by law or our records retention policy, and for a period reasonably necessary for internal reporting and reconciliation purposes, or to provide you with feedback or information you might request. This period of retention is subject to our review and alteration. The information we collect may be stored and processed in servers in the United States and wherever we and our service providers have facilities around the globe.
X. What You Can Access
Through your account settings, you may access, and, in some cases, edit or delete the following information you’ve provided to us:
- Username and password
- Name and company
- Mailing Addresses
- Email addresses, phone numbers, website addresses
- Other user profile information, including any demographics, bios or photos you may have uploaded.
The information that you can view, update, and delete may change as the Services change. If you have any questions about viewing or updating information we have on file about you, please contact us.
XI. Notices; Opting Out
By providing us with your email address (including by “following,” “liking,” linking your account to our Service or other services, etc., on a third party website or network), you consent to our using the email address to send you Service-related notices, including any notices required by law, in lieu of communication by postal mail. You also agree that we may send you notifications of activity on the Service to the email address you give us, in accordance with any applicable privacy settings. We may use your email address to send you other messages or content, such as, but not limited to, newsletters, additions or changes to features of the Service, or special offers. If you do not want to receive such email messages, you may opt out by emailing us your request. Opting out may prevent you from receiving email messages regarding updates, improvements, special features, announcements, or offers.
Please note that your opt-out choices do not apply to messages from AAS regarding your membership or organizational matters, such as membership renewals, nominations, awards, etc.
You may be able to add, update, or delete information as explained above. When you update information, however, we may maintain a copy of the unrevised information in our records. You may request deletion of your account by emailing us.
X. Contact Us
To request a copy of the data that the AAS holds about you, please complete our Data Request Form.
XI. Additional Information for Non-US Residents
If you are located in the EEA or other regions with laws governing data collection and use that may differ from the laws in the United States, please note that we may transfer your information to a country or jurisdiction that does not have the same data protection laws as your jurisdiction. It may also be process your information by staff operating outside the EEA who works for us or for one of service providers. If required by applicable law, we will seek your explicit consent to process your Personal Information collected on our Website or volunteered by you.
Should more information be required please send inquiries to our Data Privacy contact: firstname.lastname@example.org
We are headquartered in the United States. As such, we and our service providers may transfer your Personal Information to, or access it in, jurisdictions that may not provide equivalent levels of data protection as your home jurisdiction. We will take steps to ensure that your Personal Information receives an adequate level of protection in the jurisdictions in which we process it. If you are located in the European Economic Area (“EEA”) or Switzerland, we provide adequate protection for the transfer of Personal Information to countries outside of the EEA or Switzerland through a series of intercompany agreements based on the Standard Contractual Clauses. We may also need to transfer your information to other group companies or service providers in countries outside the EEA. This may happen if our servers or suppliers and service providers are based outside the EEA, or if you use our services and products while visiting countries outside this area.
If you are a resident of country other than the United States, you acknowledge and consent to our collecting, transmitting, and storing your Personal Information out of the country in which you reside.