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As of December 12, 2018
Thank you for visiting our website (www.ncura.edu) provided to you by the National Council of University Research Administrators (“NCURA”, “organization”, “we”, “us”, or “our”). which includes the National Organization of NCURA and our 8 NCURA Regions. We are one organization under one 501 (C)(3) umbrella. We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at firstname.lastname@example.org.
We are a membership-based association dedicated to the profession of Research Administration. Our membership is comprised of individuals involved in the administration for sponsored programs in a college or university, a teaching or not for profit hospital, an independent not for profit research institute, or an organization wholly organized and administered by a college or university or a consortium of colleges and universities, or an association or society with individual or institutional members predominantly from colleges and universities. Our membership also includes any person who is not eligible for membership, but whose activities are related to the administration for sponsored programs at colleges and universities, as well as retired individuals from the roles noted here.
Our mission is to advance the profession of research administration through education and professional development programs, the sharing of knowledge and experiences, and the fostering a diverse, collegial, and respected global community.
TABLE OF CONTENTS
1. WHAT PERSONAL DATA DO WE COLLECT?
We only collect personal data that is necessary for the purposes set out by our association to promote and further the profession of Research Administration and to support NCURA’s Commitment to Diversity and Inclusion.
We collect and process the following categories of information.
Contact Details. This includes your first name, last name, email address, business phone number, mobile number, fax number, organization name, business title, and business address.
Payment Details. This includes your payment instrument number (e.g. credit card number, and the security code associated with your payment instrument).
Demographic Details. This includes your gender, ethnicity and generation which is used exclusively by trusted NCURA Leadership and NCURA Professional Staff to support NCURA’s Commitment to Diversity and Inclusion.
Videos and Photographs. During certain events, photographs are taken of the attendees, in a general atmosphere setting.
2. HOW DO WE COLLECT PERSONAL DATA?
Personal data is collected through a variety of means. The most common being when an individual creates an online account via our website (www.ncura.edu) and gives us their information or gives us the information for other people in their organization.
On occasion personal data is provided to us from sources other than the individual themselves, for example, but not limited to, industry connections or third-party data and list brokers. Upon receiving this personal data, we contact the data subject within an appropriate amount of time. Individuals can opt out of email communication at any time be selecting the “unsubscribe” button in the email or contacting NCURA via the Contact Information in section 12 of this statement.
We also collect personal data when it is provided via the following areas on our website. This list is not meant to be exhaustive and may be amended at any time.
3. HOW DO WE USE YOUR PERSONAL DATA?
We use personal data collected via our website for the business purposes described below. We process your personal data for these purposes on the bases of our legitimate interest, to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligation. We elaborate on the specific lawful basis of processing for each purpose of processing listed below. The following lists of processes related to these activities are not meant to be exhaustive and may be amended at any time.
A member is an individual who has completed the membership application or renewal process. Our membership is individual.
NCURA.EDU Account. As part of the membership process, individuals joining NCURA must create an online account, which then provides access to member-only benefits and member-only areas of our website. We have determined that it is in our legitimate interest to process your account information to allow access to this information.
Renewal Communications. We have determined that it is in our legitimate interest to process your contact details to inform our members that their renewal period is approaching to retain your membership for the following year. As a renewing member, we have determined that it is in our legitimate interest to process your contact details to send you communications to convey the value of the membership.
New and Reinstated Memberships and Renewals. Membership with NCURA begins or continues when a new membership application or renewal form and payment is processed. We have determined that it is in our legitimate interest to process the contact details and payment details provided to establish a membership account or to renew an individual’s annual membership.
New Member Communications. We have determined that it is in our legitimate interest to process your contact details as a new member to send our new member welcome email and welcome information to convey the value of their NCURA membership.
Other Member Communications. As a member of NCURA, you will receive communications via physical and electronic means. We have determined that it is in our legitimate interest to send you these communications for reasons, including but limited to, promoting our events and benefits, ensuring you are aware of the impact our organization is having on the Research Administration Profession, and to convey opportunities for our members to be more involved with us.
The following list of communications is not meant to be exhaustive and may be amended at any time.
NCURA Member Directory. When you become of a member of NCURA we process the contact details of the individual and make that information available to other members via our Member Directory. Access to this list is restricted to only other members and is not publicly available. Ethnicity, gender and generation are not included in Member Directory and are used exclusively by trusted NCURA Leadership and NCURA Professional Staff in support of NCURA’s Commitment to Diversity and Inclusion.
We have determined that it is in our legitimate interest to compile and offer this directory to provide networking opportunities as a value of NCURA membership.
NCURA Career Center - Job Posting. When you create a new job posting you are consenting to us processing your information for that purpose.
Award Nominations. As a member and/or constituent of NCURA you are eligible to either nominate or be nominated for an award or designation such as: Travel Awards, The Catherine Core Minority Travel Award, The NCURA Julia Jacobsen Distinguished Service Award, The Joseph F. Carrabino Award, The NCURA Gold Award, The Outstanding Achievement in Research Administration Award and the Distinguished Educator Designation. By nominating yourself you are consenting to us processing your contact details to complete this process. If you are nominating another member or non-member it is in our legitimate interest to process the contact details provided to inform the individual that they have been nominated. We also communicate with our members and non-members the contact details of the award recipients.
The NCURA Research Program, Education Scholarships, Fellowships.
Surveys. We value the opinion of our members and want to make sure that our current initiatives are meeting expectations. We have determined that it is in our legitimate interest to process the contact details of our members to conduct surveys, with the assistance of a third-party vendors, to gather feedback, which is crucial in evaluating current and future initiatives, benefits, and setting future strategic goals.
In addition to these specific surveys, we also share surveys from our partners with our members to support the growth of the Research Administration Profession. The following list of these surveys is not meant to be exhaustive and may be amended at any time.
NCURA Board Members. These are individuals who have been selected to be part of our Board of Directors.
NCURA National and Regional Volunteers (to include and not limited to: Committee Members, Task Force Members, Select Committee Members, Program Committee Members, Faculty, Peer Reviewers, Editors and Executive Leadership Program Participants.) These are individuals who take part in one of our committees, training, leadership or peer review activities.
When you provide us with your email and when you click to apply or sign up, you are consenting to us processing your email to send you further communications.
This category of individual is for all organizations or individuals who have not completed the membership registration process. This could be comprised of other categories of individuals such as training or webinar attendees, national or regional meeting attendees, or customers who interact with us but are not members. This distinction is made for purposes of processing, including but not limited to, marketing the promotions related to and benefits of membership.
Communications. As a prospective member of the NCURA we will communicate with you via physical mail, telephone or electronic means. We have determined that it is in our legitimate interest to send you these communications for reasons, including but limited to, promoting the NCURA and benefits of membership.
Joseph Carrabino Award. We recognize that it is not only our members who do work for supporting research together. Because of this, non-members can be nominated for the Joseph Carrabino Award . By nominating yourself you are consenting to us processing your contact details to complete this process. If you are nominating another member or non-member it is in our legitimate interest to process the contact details provided to inform the individual that they have been nominated. We also communicate with our members and non-members the contact details of the award recipient.
These are individuals who make a purchase from us.
Processing Purchases. When you make a purchase from the NCURA including, but not limited to, publications, a posting on our Career Center, event or online education registration you are consenting to us processing the personal data you provide to fulfill your order.
Communications. When you make a purchase from us, you are consenting to us processing your personal data to send you communications related to that purchase.
Promote NCURA. We have determined that it is in our legitimate interest to process the contact details of our non-member customers to promote NCURA membership, services and products to grow our membership base and increase the impact of our organization and programs. This includes, but is not limited to, communicating the value of membership, future trainings and workshops, publications, our national and regional conferences, and sponsorship and exhibition opportunities.
These are individuals who register to attend one of our events, including but not limited to, conferences, trainings, workshops, and online sessions. For the NCURA Privacy Statement regarding our conferences and workshops click here.
Processing Registrations. When you register for one of our events you are consenting to us processing your personal data to complete the registration.
Communications. When you register for an NCURA event, you are consenting to us processing your personal data to send you communications to provide you with pertinent information relating to that event.
Promote NCURA. We have determined that it is in our legitimate interest to process the contact details of our event attendees to promote NCURA services and products to grow our membership base and increase the impact of our organization and programs. This includes, but is not limited to, communicating the value of membership, future events, publications, our national and regional conferences and workshops, and sponsorship and exhibition opportunities.
Surveys. We value the opinion of our attendees and want to make sure that our current events are meeting expectations. We have determined that it is in our legitimate interest to process your contact details to conduct surveys, which may be with the assistance of a third-party survey tool, to gather feedback which is crucial in evaluating current and future initiatives, benefits, and setting future strategic goals.
Sharing Event Registrant Lists. We have determined that it is in our legitimate interest to provide registrant lists to event sponsors so they are aware of who is attending these events. Email, phone and fax numbers will not be included. This conveys the value to these sponsors to be a part of future events NCURA will host. These partners may follow-up with you regarding their products or services.
Conference or Workshop, Exhibitors, Sponsors, Spouses/Significant Others
Please click here for additional information on our Conference and Workshop Privacy Statement.
4. HOW IS YOUR PERSONAL DATA SHARED?
NCURA rents, for one-time use, its customer mailing address lists to third parties who have products and services that would be of benefit to those in the Research Administration Profession. The NCURA Executive Director reviews and approves each mailing list request. Please see the NCURA Conference and Workshop Privacy Statement for an explanation of how your personal information is shared with regard to the NCURA Conferences and Workshops.
In addition, NCURA may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to the National Council of University Research Administrators, and they are required to maintain the confidentiality of your information.
As a member of the NCURA, your contact details are made available in our Member Directory, (members only access), and Professional Networking Platform, Collaborate.
When you register to attend one of our events, we will share with the sponsor the list of registrants.
We share the contact information of our members, prospective members, and regional meeting attendees with our Regional Officers. The Regional Officers use this information to communicate with these individuals. These communications include but are not limited to, welcoming new members, sharing with prospective members their experience on how involvement with the NCURA has benefited their organization, and reaching out to non-active, lapsed and dropped members to encourage their continued support and involvement with the NCURA, conducting regional business and promoting and communicating regional events.
When we conduct surveys your contact information may be shared with a third-party survey software vendor.
When you make a purchase with us or perform an action that requires you to provide us with payment details, this information is sent directly to our secure electronic payment authorization vendor with whom we have a contract in place that stipulates they are only allowed to process this information for purposes of authorizing the transaction.
If you self-nominate or are nominated by other individuals to be in consideration for one of our awards or designations, the submission form and materials will be shared with the award/designation selection committee during the determination process.
During certain events, including but not limited to, our national or regional conferences, workshops, or training courses, we will take photos or videos of those attending in a general setting. These photos and videos are used on our website and during future marketing campaigns to promote NCURA.
National Council of University Research Administrators Web sites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on National Council of University Research Administrators or the site; (b) protect and defend the rights or property of National Council of University Research Administrators; and (c) act under exigent circumstances to protect the personal safety of users of National Council of University Research Administrators, or the public.
5. HOW LONG DO WE STORE YOUR PERSONAL DATA?
We will retain your personal data for as long as necessary to fulfil the purposes for which we collected it; including to satisfy any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
National Council of University Research Administrators, (NCURA) keeps track of the Web sites and pages our customers visit within NCURA to determine what NCURA services are the most popular. This data is used to deliver customized content and advertising within NCURA to customers whose behavior indicates that they are interested in a particular subject or area in NCURA.
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 register with NCURA site or services, a cookie helps NCURA to 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 NCURA site, the information you previously provided can be retrieved, so you can easily use the NCURA features that you customized.
You can set your browser to block or alert you about cookies, but some parts of the site will not work. Most Web browsers automatically accept cookies, but you can 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 NCURA services or Web sites you visit.
7. SENSITIVE PERSONAL DATA
National Council of University Research Administrators does not use or disclose sensitive personal information, such as ethnicity, gender or generation you were born, except to trusted NCURA Leadership and NCURA Professional Staff in support of NCURA’s Commitment to Diversity and Inclusion.
Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through National Council of University Research Administrator’s professional networking platform, Collaborate, this information may be collected and used by others.
8. DO WE COLLECT PERSONAL DATA FROM MINORS?
National Council of University Research Administrators does not knowingly solicit data from individuals under the age of 18. By registering for any of our programs or purchasing any of our products, you represent that you are at least 18 years of age. If we are made aware that personal data from an individual under the age of 18 has been collected, we will deactivate their account and take reasonable measure to promptly delete all associated personal data from our records. If you become aware of any personal data, we have collected from an individual under the age of 18 please contact us using our contact information provided below.
9. HOW DO WE KEEP YOUR PERSONAL DATA SAFE?
National Council of University Research Administrators secures your personal information from unauthorized access, use or disclosure. National Council of University Research Administrators secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. When personal information (such as a credit card number) is transmitted to other Web sites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.
10. YOUR RIGHTS
The following rights are provided to all individuals, unless otherwise stated, whose personal data we possess and process.
Corrections and Removal
All National Council of University Research Administrators members can manage the personal data we possess through their www.ncura.edu member dashboard page. Please click here to sign-in and access your account.
All individuals have the right to opt-out of email marketing. You can unsubscribe from our marketing email lists at any time by contacting us using the details provided below.
European Union and European Economic Area Individuals
If you are in the European Union or European Economic Area, you have the following rights as stipulated by the General Data Protection Regulation (GDPR).
Right to Access. You have the right to access any of your personal data we hold about you. This privacy statement clearly lists the various purposes of processing and the associated lawful basis of processing. You can also access the personal data we hold by logging into your www.ncura.edu account and viewing your account information.
Right to Rectification. You have the right to the rectification of any inaccurate personal data we hold about you. You can exercise this right by updating your personal data in your www.ncura.edu account page.
Right to Erasure. In certain situations, you have the right to request that your personal data be deleted from our systems. We will respond to this request without undue delay and no longer then one month from receiving the request. There may be certain situations where our rights and legal obligations require us to retain certain pieces of personal data. In the event this is the case, we will clearly communicate with you what personal data we were unable to deleted and what the grounds were for us retaining this information.
You can initiate this request by contacting us at email@example.com.
Right to Data Portability. You have the right to request that we provide you with an extract of your data for all processing which is carried out by automated means. You can initiate this request by contacting us at firstname.lastname@example.org.
Right to Withdrawal Consent. For processing that relies on consent as the lawful basis of processing, you have the right to withdraw this consent at any time. You can initiate this request by contacting us at email@example.com.
Right to Log a Complaint with a Supervisory Authority. If you believe we are unlawfully processing your personal data, you have the right to log a complaint with your local Supervisory Authority. You can find the contact details here.
11. CHANGES TO THIS STATMENT
National Council of University Research Administrators will occasionally update this privacy statement to reflect company and customer feedback. National Council of University Research Administrators encourages you to periodically review this statement to be informed of how National Council of University Research Administrators is protecting your information.
12. CONTACT INFORMATION
If you have any questions or comments about this statement, you may contact us at:
National Council of University Research Administrators
1015 18th Street, NW, Suite 901
Washington, DC 20036