Privacy Policy

 Purpose

  1. The Sun God Archery at UCSD (“SGA”) Privacy Policy explains how SGA collects, uses, shares, and safeguards Personal Data and Non-Personal Data on sungodarchery.org, SGA social media, microsites, mobile platforms, by phone or paper, or any other online services and platforms.

  1. Scope

    1. This privacy policy applies to all the data SGA collects from its members, Officers, Coaches, Instructors, and volunteers as well as those who may participate or participate in SGA hosted events.

  2. Reference Documents

    1. SG014 Good Documentation Practices

    2. SG016 File Organization Policy

    3. SG015 Document Retention and Destruction Policy

    4. SG007 Code of Ethics

    5. SG157 SGA Waiver Guidelines and Policy

    6. WM154 Website Terms of Use and Agreement

  3. Definitions

    1. General Data - Names, dates of birth, home and business addresses, email addresses, internet protocol addresses, mobile/landline/personal phone numbers

    2. Professional data - Education information (degrees, field of study, schools, etc), certifications, LinkedIn account

    3. Government issued identification numbers - Social security numbers, national identification numbers, tax identification numbers, state driver’s license number

    4. Other identification information - photographs, videos, quotes, and other media

    5. Financial information - credit and debit card numbers, credit reports, passwords and PINs

    6. Sensitive Personal Data - Racial or ethnic origin, sexual orientation, disability, veteran status, etc

    7. Non personal data - Site usage (browsing history, search items, number of clicks, referring/exit pages, data/timestamps, time on site), products and services viewed, ads for products and services viewed, computer type, operating platform, internet service provider (ISP), your industry and business.

  4. Types of Data We Collect

    1. The data we collect may include, but is not limited to

      1. General Data

      2. Professional Data

      3. Government issued identification numbers (this would generally be for employees or contractors, not from members, unless SGA makes payments to members)

      4. Other identification information

      5. Financial information (either for product sale or employment purposes)

      6. Sensitive Personal Data (for diversity or accessibility purposes)

  5. How We Use Your Data

    1. Identify you when you visit our site(s)

    2. Provide service communications such as order confirmations, program registrations, and customer service messages

    3. Provide products, information and services you request or that we think you may be interested in

    4. Respond to your emails or online requests for products, services, or information

    5. Deliver and process surveys

    6. Personalize and improve the usability of the site(s)

    7. Fulfill and/or deliver SGA products and services

    8. Tailor content, advertising, and marketing

    9. Publish membership directories for members and allow members to find you, and registration information for events. Such lists will not include credit card information or personal identification numbers and other information as set forth by this policy.

    10. Non personal data is used to improve our site(s) and for other business reasons. We or third party companies may use non personal data to provide advertisements and target ads to you (based on that non personal data). We do not provide personal data to third parties with whom we share non-personal data.

  6. How We Share Your Data

    1. With third parties to provide services and perform business functions (e.g. data hosting services, packaging, mailing and delivery, customer support, membership accounts, consulting, event registration)

    2. With third parties as required by law or to protect SGA in the good-faith belief that it is necessary to conform with legal requirements or comply with legal processes served to SGA, protect and defend SGAs rights or property, protect the personal safety of an SGA Director, Executive Officer, or members of the public in appropriate circumstances.

    3. With third parties if SGA and/or its assets (or a portion of its assets) or programs are sold, assigned, transferred, merged, or if SGA undergoes some change to its organizational structure as part of bankruptcy or otherwise. That information may be transferred as part of that transaction or change.

    4. With third parties to offer products and services that may be of interest professional or personally (e.g. member product discounts, business solutions, professional development).

    5. With third parties in other unanticipated situations, but only with your consent.

    6. Share your email, but only as permitted by SGA as follows. SGA, its entities, and SGA vendors/contractors performing member services or offering products on SGA's behalf will not sell or rent email addresses to anyone outside SGA, nor does SGA rent or sell email addresses to unrelated third parties, affiliates, or members. Your email address, however, may be visible to other SGA members who have interest in your business or professional career or SGA events, as well as to the public via membership directories/lists, and registration lists. SGA may share your email addresses with third parties to take security measures to help protect against unauthorized access, alteration, disclosure, or destruction of data. SGA also shares your email with third parties as necessary for services on our behalf such as packaging, mailing and delivering products and processing event registrations and to respond to customer service requests.

  7. How You Can Manage The Processing of Your Data

    1. You can manage your profile and email preferences, including “opting out” of email by contacting us through our email or other contact information at www.sgaalumni.org/contact-us. If you prefer to receive hard copy mailings from SGA you can contact us and request your name and address be removed from the list we provide to third parties. Our processing of data is based upon your consent, contract performance (product purchases and/or membership signup/renewal), legitimate business interests, or compliance with the law. You have the right to object to our processing of your data or to restrict our processing of your data. If you have consented to the processing of your personal data, you have the right to withdraw your consent at any time.

  8. Legal Responsibilities

    1. Under California’s “Shine the Light” law, California residents who provide personal information (defined in the law) to obtain products or services for personal, family, or household use are entitled to request and obtain from us, once a calendar year, information about the personal information we shared, if any, with other business for marketing uses. If applicable, this information would include the categories of personal information, the names and addresses of those businesses with which we shared such personal information for the immediate prior calendar year (i.e. requests made in the current year will receive information from the previous year). To obtain this information, please write to us at our address on www.sgaalumni.org/contact-us and include your full name and address.

  9. Children

    1. We do not knowingly collect Personal Data from children under the age of 13 or market to them.

  10. How We Protect Personal Data

    1. SGA implements commercial reasonable security measures to protect against unauthorized access, alteration, disclosure, or destruction of data. Except for our membership directories, registration lists, and the sharing of information outlined in this policy, access to Personal Data is restricted to the specific companies who need the data to operate, develop, or improve our services. These individuals or partner organizations are bound by confidentiality obligations and may be subject to discipline including the termination and criminal prosecution if they fail to meet these obligations.

    2. However, no online data transmission or data storage is fully secure and despite our reasonable efforts to protect personal data from unauthorized access, use, or disclosure, SGA cannot guarantee or warrant the security of the Personal Data transmitted to us, or to and from our online site(s). If you have any questions, please contact us at www.sgaalumni.org/contact-us.

  11. User ID and Password

    1. Certain areas of our site(s) require the use of a user ID, email, and/or password as an additional security measure to protect your Personal Data.

  12. How You Can Access, Change, and Delete Your Personal Data

    1. We rely on you to update and correct Personal Data. If you are a member with an account on our site, you can review, update, and correct your information directly on SGA's website through the “my account” button on the bottom right when you log in.

    2. Personal data is retained for the period necessary to fulfill the purposes outlined in this privacy policy unless a longer retention period is required or permitted by law. This may include retaining that information indefinitely, even after you are no longer an SGA member in order to comply with legal obligations, resolve disputes, or enforce any of our agreements.

    3. You can request, at any time, that we delete your Personal Data. All requests must be directed through a formal means available in the www.sgaalumni.org/contact-us section.

    4. SGA may delete your Personal Data if we believe it is incomplete, inaccurate, or that our continued use and storage are contrary to our obligations to other members, individuals, or third parties. When we delete your Personal Data, it will be removed from our active database, or anonymized so it is no longer identified with you, but the data may remain in our archives if SGA determines that it is not practice or possible to delete it.

  13. Cookies and Other Web Devices

    1. Our website sends cookies to your browser (if preferences allow it) to collect data when you browse our site(s). Cookie settings can be controlled by your browser to automatically reject some forms of cookies. By viewing our site(s) without changing your cookie settings, you are indicating your consent to receive all cookies from our site(s). If you do not allow cookies, some features and functionalities of our site(s) may not operate as expected.

    2. In addition to cookies, we place tools (and may allow certain third parties to place tools) such as tags and beacons, internet protocol (IP) addresses, and other tools, to collect your data for the purposes outlined in this privacy policy.

  14. Transmission of Data to Other Countries

    1. Your personal data is processed in the United States, where privacy laws may be less stringent than the laws in your country and where the government, courts, or law enforcement may be able to access your data. By submitting personal data to us, you agree to the transfer, storage, and processing of your Personal Data in the United States.

  15. Director and Executive Officer Responsibilities

    1. Officers and Coaches have access to more Personal Information than general members or third parties. As part of following SGA's BD004 Good Documentation Practices, BD005 File Organization, BD006 Document Retention and Destruction Policy, BD11 Code of Ethics, and BD040 Terms of Use, Officers and Coaches must take the all reasonable action and care in maintaining and securing Personal Data. This includes not sharing Personal Data with unauthorized individuals or any individuals who do not meet the criteria outlined in the privacy policy that should have access to that data.

  16. Member Responsibilities

    1. It is the responsibility of the members to maintain updated and accurate Personal Information. In the event that a member does not want their information shared in the ways outlined in this privacy policy, that member should provide, in writing to our contact information, a request to have that information removed.

  17. Amendment

    1. SGA reserves the right to amend the Privacy Policy at any time for any reason by approval of a majority vote from the Board of Officers. The date of the last revision is indicated by the revision record and the revision number in the footer of every page of this document.

  18. Notifications

    1. Changes to how data is shared or how a member may access, change, and delete their data will be notified to all members, Officers, Coaches, Instructors, and invested parties such as the parents of minors. Other changes will be notified to all Officers and Coaches.

  19. Breach Notification

    1. In the event that we determine the occurrence of a data security incident, we will notify all those affected by email, mail, telephone, or any other means as permitted by law.

  20. Adoption of Policy

    1. This document was adapted with permission from the Sun God Archery Alumni Association BD041 Privacy Policy.

    2. Approved by the Board of Officers on __ 2018

Updated: 24 September 2018