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Privacy Policy

     Privacy Statement Updated April 17, 2019.

    Welcome to the Southwest Virginia Society for Human Resource Management (SWVA SHRM). SWVA SHRM is an affiliate of the Society for Human Resource Management. We serve the Southwest Virginia region including, but not limited to, the Counties of Dickenson, Lee, Russell, Scott, Washington, and Wise.

    In Part I of this Privacy Statement we set forth SWVA SHRM's Privacy Policy as to Personal Information which we collect online through https://swva.shrm.org or other SWVA SHRM websites which link to this Privacy Statement from their site (collectively, "SWVA SHRM Websites"). 

    In Part II of this Privacy Statement we set forth SHRM's Privacy Policy as to Personal Information which we collect other than through SWVA SHRM Websites. 

    "Personal Information", is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more factors specific to you. Personal Information includes "sensitive Personal Information" and "pseudonymised Personal Information" but excludes anonymous information or information that has had the identity of an individual permanently removed.

    Your use of the SWVA SHRM Websites and/or provision of your Personal Information or sensitive Personal Information to SWVA SHRM constitutes your consent to the use, storage, processing and transfer of that information in accordance with this Privacy Statement.

    QUESTIONS

    If you have any questions or complaints regarding this Privacy Statement or SWVA SHRM websites, please email us at swvashrm430@gmail.com. 

    CHANGES TO THIS PRIVACY STATEMENT

    We will update this Privacy Statement from time to time, so please check back periodically.

    If at any point we decide to use Personal Information in a manner that is materially different from that stated at the time it was collected, we will endeavor to notify you of such changes (e.g., we will post a revised Privacy Statement with a new effective date, and announce the update prominently on the websites affected by the update), prior to implementing them. 

    PART I – SWVA SHRM WEBSITES PRIVACY POLICY

    Throughout SWVA SHRM Websites, there are forms for visitors to request information, products, and services. We use Personal Information from these forms to provide the products, promotional materials, or memberships that you request.

    Forms on the SWVA SHRM Websites that request financial information do so in order to bill you for products or services ordered.

    Unique identifiers (specifically, your SHRM member number) are collected from website visitors seeking membership to our chapter for the purposes of verifying the individual’s identity and providing SHRM with accurate information regarding the number of national SHRM members among our chapter’s membership.

    This Privacy Policy discloses SWVA SHRM's privacy practices and contains detailed information about the following:

    • What information do we collect?
    • Do we share information with third parties?
    • How do we use the information we collect?
    • How can you review and modify your Personal Information?
    • What is the opt-out policy for SWVA SHRM Websites?
    • What kinds of security procedures are in place to protect against the loss, misuse or alteration of your information?
    • How do SWVA SHRM Websites use bulletin boards, discussion lists, and moderated chats?

    1.     What information do we collect?
    SWVA SHRM Websites collect the following Personal Information about site visitors:

    a)    Information You Give Us

    You may provide Personal Information to us which may include your name, home and/or work email address, postal address, phone number and/or fax number, your employer and job title, demographic information about you including birth year, certification designation, etc., and if you are making a purchase, your credit card information. You are only required to provide such information if you want to take advantage of optional products and services provided through SWVA SHRM Websites.

    SWVA SHRM collects Personal Information in the following ways from different parts of the SWVA SHRM Websites:

    • SHRM Membership Applications: You are sharing Personal Information with us when you join SWVA SHRM or renew your SWVA SHRM membership through the SWVA SHRM Websites. SWVA SHRM members will have SWVA SHRM membership log-in credentials which enable members to take advantage of restricted content and features on SWVA SHRM Websites.
    • Other Registration: When registering for specific services we may ask for the same type of Personal Information. For example, if you subscribe to an e-mail newsletter, we will ask you to provide your e-mail address.
    • Online Purchases: When you make a purchase using a SWVA SHRM site, such as purchasing a registration for an event, we may also ask for the same type of Personal Information.

    2.     Do we share information with third parties?

    Personal Information collected through SWVA SHRM Websites is generally collected and maintained solely by SWVA SHRM or its contracted vendors.

    We may share Personal Information in the following ways:

    Information You Give Us

    1. Personal Information provided when you register for services or products. When you provide Personal Information about you on SWVA SHRM Websites to register for a service, buy a product, or take advantage of a promotion SWVA SHRM reserves the right to sell or otherwise provide to selected third parties, mailing/information lists derived from such registrations. These third parties may contact you directly regarding their products and services.

      If you wish to opt out of such list sales/distribution at any time, you may do so by following the directions in Item 5 below.
    1. Information provided when joining or renewing membership in SWVA SHRM. If you join SWVA SHRM or renew your membership through the SWVA SHRM Websites, you provide Personal Information about you on the membership application. SWVA SHRM reserves the right to sell or otherwise provide mailing/information lists concerning members to selected third-parties.

      If you wish to opt out of such list sales/distributions at any time during your SWVA SHRM membership, you may do so by following the directions in Item 5 below.

      SWVA SHRM does not sell to third-parties, e-mail addresses obtained from member applications or renewals.

     

    1. Sensitive Personal Information.  SWVA SHRM does not share with third parties, sensitive Personal Information such as passcodes, social security numbers, credit card numbers, felony conviction information, or health information except as necessary to complete transactions requested by you and under strict confidentiality and security protections; nor does SWVA SHRM publish such sensitive Personal Information.

    3.     How do we use the information we collect?

    We use your Personal Information according to the terms of the Privacy Policy in effect at the time of our use. We will only process your Personal Information, including sharing it with third parties, where (1) you have provided your consent which can be withdrawn at any time, (2) the processing is necessary for the performance of a contract to which you are a party (including your membership agreement with us), (3) we are required by law, (4) processing is required to protect your vital interests or those of another person, or (5) processing is necessary for the purposes of our legitimate commercial interests, provided your interests and fundamental rights do not override those interests.

    We use Personal Information for the following purposes:

    a)    Information You Give Us

    We use the Personal Information you give us:

    1. to carry out our obligations arising from your membership, and any other agreement entered into between you and us
    2. to update and renew your membership as required 
    3. to provide you with the information, products and services you request from us 
    4. to arrange and deliver conferences, events and programming relevant to your job and subjects of interest
    5. to respond to your questions and provide related membership or customer services
    6. to improve the SWVA SHRM Websites
    7. to send you SWVA SHRM publications, information about member benefits and special offers, and other information that SWVA SHRM believes is relevant and useful to its members, where you have not opted out of receiving such information 
    8. to send you third party information that SWVA SHRM believes is relevant and useful to you, where you have given your consent
    9. to notify you about changes to your membership or related services or to ask you to provide feedback 
    10. to enable you to partake in a prize draw, competition or complete a survey
    11. to administer and protect our business and websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
    12. to comply with all applicable laws or legal processes, including providing information on individual users to the appropriate governmental authorities where required by law enforcement or judicial authorities 

    a.   in matters involving a danger to personal or public safety, or to protect the rights, property or safety of SWVA SHRM, our members, customers, or others SWVA SHRM may voluntarily provide information to appropriate governmental authorities

    b.   in some cases members may receive products or services, which are paid for by their government employer, and as a result of payment by the government employer, the record must be open for public access pursuant to applicable law and SWVA SHRM will share such information pursuant to those laws

    c.   in some cases members who are veterans may receive products or services, which are paid for by the Department of Veterans Affairs (VA), and as a result of payment by the VA, the record must be made available to the VA pursuant to VA regulation, and for processing payment, and SWVA SHRM will share such information pursuant to such regulations.

     

    b)    Exceptions           

    On occasion SWVA SHRM collects Personal Information through SWVA SHRM Websites with the intent to afford a greater degree of privacy for such information than is otherwise set forth in this privacy policy. 

    In those relatively rare situations where SWVA SHRM does so it will clearly disclose to you at the time it collects such information, what degree of privacy will be afforded to the Personal Information collected at such time; and SWVA SHRM will follow a process to assure that the specifically disclosed degree of privacy is in fact afforded to such information. 

    For example, SWVA SHRM may collect survey information through a survey where SWVA SHRM's use of any Personal Information from that survey is more limited than the general SWVA SHRM Privacy Statement would otherwise allow; in such a case, SWVA SHRM will disclose the stricter privacy policy governing that survey information at the time such Personal Information is collected from the survey respondent.

    4.     How can you review and modify your Personal Information?

    Please email swvashrm430@gmail.com to modify or delete Personal Information or demographic information previously provided by you to SWVA SHRM.

    5.     What is the opt-out policy for SWVA SHRM Websites?

    SWVA SHRM provides members and customers with the opportunity to opt-out of receiving communications from us and our partners. If you no longer wish to receive specific communications or services, please email SWVA SHRM at swvashrm430@gmail.com.

    6.     What kinds of security procedures are in place to protect against the loss, misuse or alteration of your information?

    SWVA SHRM Websites have security measures, such as firewalls, in place to protect against the loss, misuse and alteration of your Personal Information under our control. While we cannot guarantee that loss, misuse or alteration to data will not occur, we take reasonable precautions to prevent such unfortunate occurrences. Certain particularly sensitive information, such as your credit card number, collected for a commercial transaction is encrypted prior to transmission.

    You are ultimately responsible for the security of your SWVA SHRM login credentials. You may not share your SWVA SHRM login credentials with colleagues or friends so they can access content or features that are restricted to SWVA SHRM members only. You should log out of your browser at the end of each computer session to ensure that others cannot access your Personal Information and correspondence, especially if you share a computer with someone else or are using a computer in a public place like a library or Internet cafe.

    7.  How do SWVA SHRM Websites use bulletin boards, discussion lists, and moderated chats?

    SWVA SHRM Websites make bulletin boards, discussion lists, and other forms of interaction available to its members. Any information that is disclosed in these areas becomes public information, and you should exercise caution when deciding to disclose your Personal Information. 

    PART II – SWVA SHRM PRIVACY POLICY FOR INFORMATION COLLECTED OTHER THAN THROUGH SWVA SHRM WEBSITES

    If you submit Personal Information to SWVA SHRM through any channel other than SWVA SHRM Websites, the same privacy rules set forth at Part I above for SWVA SHRM Websites will be applied to such Personal Information you submit through channels other than SHRM Websites (including without limitation your opt-out rights at Part I, Section 5 above), except as follows:

    1. Hardcopy Personal Information provided to SWVA SHRM which is not converted to electronic media and hosted by SWVA SHRM will be subject to different security procedures than will stored electronic Personal Information. SWVA SHRM employs reasonable measures to protect against the loss, misuse and alteration of your hardcopy Personal Information under our control.
    2. When SWVA SHRM collects Personal Information through channels other than SWVA SHRM Websites it may in some instances apply a different privacy policy to such information; but where it does so it shall conspicuously disclose to you at the time of collection what privacy policy will apply to such information.  For example, SWVA SHRM may collect survey information through a survey where SWVA SHRM's use of any Personal Information from that survey is more limited than the general SHRM Privacy Statement would otherwise allow; in such a case SWVA SHRM will disclose the stricter privacy policy governing that survey information at the time such Personal Information is collected from the survey respondent.

    Updated April 17, 2019