Protecting the privacy of its members and others is a high priority for the CAES. You are always free to browse our website without identifying yourself. This privacy policy sets out general guidelines directing the Society’s use of user and member information and discloses the information gathering and privacy practices for our website.
What personal data we collect and why we collect it
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
Membership Information
A list of CAES members and contact information is maintained by the CAES Executive for the purposes of managing the Society’s affairs and for communication with members regarding Society issues, events, newsletters, publications, etc.
When holding joint annual meetings with other Societies or Associations that have responsibility for conference registration, the names of CAES members are shared with the partner organization to ensure that CAES members are given the appropriate member discount on conference registration fees.
Other than the situations previously noted, third parties wishing to distribute information to CAES members must apply to the CAES Board of Directors. Information that is deemed to be of interest to members may be distributed by the CAES at the discretion of the Board. Lists of member names and contact details are not made available to third parties, including individual members unless considered in the interests of the members. In these situations, a motion would have to be passed by the Board authorizing access to the membership list.
We will obtain consent where required, and only handle personal information in a manner that a reasonable person would consider appropriate in the circumstances. We will occasionally conduct a meta-analysis of the information provided in member profiles to understand the composition and interests of the membership as a whole, in order to serve you better. A summary may be shared with the board of directors to assess if changes to services are required.
Credit Card Information
All credit card information that is sent directly to CAES Administration (accounting or executive director) for payment of membership fees, conference registrations, etc. will be destroyed within a reasonable time (e.g. maximum three months after the function or until completion of the annual audit). Credit card information needed for administrative purposes is kept in a secure cabinet and/or on a secure computer until destroyed. All online payments are made through PayPal and are protected by its security and privacy policies.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
How we protect your data
Our website is protected by SSL Certificate Encryption (Transport Layer Security). All data traveling between users and the website is encryption
What data breach procedures we have in place
If a breach is found the website is disabled immediately and measures are taken to determine the extent of the breach. Users with data housed on the site will be contacted and informed of the actions they should take to protect their privacy.