HOPA Privacy Policy

Privacy and Data Protection Notice, Rights and Responsibilities Under Applicable Privacy Laws, and Website Terms of Use

Overview

HOPA has a strong commitment to privacy, recognizing that we are a public association. The statements below outline the policies and procedures concerning information gathering and dissemination practices for our organization.

As more fully described in our Rights and Responsibilities notice, HOPA recognizes principles and requirements of applicable law - including, without limitation, the General Data Protection Regulation (“GDPR”) adopted by the European Union, the California Consumer Privacy Act (the “CCPA” and certain other applicable privacy laws) pertaining to privacy of information (collectively, “Privacy Directives”). Individuals have certain rights with respect to Personal Information. Individuals should refer to the Rights and Responsibilities Notice if they are a resident of the European Union or the state of California.

By accessing or using the Website and/or otherwise registering for and/or using our products and/or services, individuals are agreeing to be bound to the terms hereof and all applicable laws and regulations and agree that they are responsible for compliance with same. If they do not agree to the terms hereof, they should not access or use the Website or our products or services (and are prohibited from doing so).

The Website Terms of Use sets forth legal terms governing your use of our Website and any and all online products and/or services offered or provided by HOPA, including registering for our conferences and meetings (collectively referred to as the "Website").

[To the extent that individuals have registered for and are using the HOPA Database (the "Database"), the Terms of Use applicable to the Database are hereby incorporated into this Notice and this Notice should be read in conjunction therewith (provided, however, that, with respect matters pertaining to the Database, in the event of a conflict between said Terms of Use and this Notice, said Terms of Use shall control).]

HOPA may modify these Notices from time to time (see "Changes to This Notice" below). If any questions arise about the meaning or interpretation of these Notices, or if these Notices are translated into another language, the English-language version of these Notices is the official text.

Privacy and Data Protection Notice

This Notice undertakes to protect the personal data or personal information of individuals wherever located and covers many processing activities, including collection, storage, consultation, transfer, and destruction, of this data. “Personal information” means any and all information relating to an identified or identifiable natural person. Individuals can be identified from information such as name; email address; age; gender; home, work and/or mobile phone numbers; home and/or work postal addresses; professional designations and titles and other demographics pertaining to a trade or profession; passport number; and payment information (including credit/debit card information). Individuals may also be identifiable from information such as an online identifier, IP address, unique device ID or cookie.

Information Collected by HOPA

This Notice applies to information HOPA collects: on the Website; in email, texts, and other electronic messages between users and the Website; when users sign up for events that we host; when users access any products and/or services we provide, through the Website or otherwise; and when you interact with us in another way - for example, contacting us with an inquiry through our “Contact Us” form on the Website or otherwise.

In such circumstances, users may provide information online, over the telephone, in writing, or otherwise in connection with such activities. During these processes, users may share with us Personal Information. Personal Information may also be collected, or IP address logged, when visiting the Website even if there is no express action taken to give us information. Additionally, information regarding a user's computer, their connection to the Website (such as browser type, operating system, and platform), and user history (including, but not limited to, session information, page errors, and the length of visits to specific pages within the Website) may also be collected.

How We Use Personal Information

If individuals elect to provide Personal Information (such as name, employer name and title, mailing address, and/or phone number), we will collect, use, and share it pursuant to this Notice and applicable law. For instance, we may use Personal Information you provide for purposes such as:

Carrying out a registration made by you
Fulfilling your requests for services (including purchases)
Processing payment information when you register for a meeting or otherwise purchase services from us
Customizing and improving the Website (including its look and feel), the Content and otherwise our products and/or services thereon
Customizing and/or improving your experience on the Website
Contacting you
Conducting research or analysis
Emailing advance notice of and/or invitation to events
Sending email to confirm your registration
Looking up and printing your physical badge for a conference, meeting, or other event
Generating certificates of attendance, credentials, etc. as may be applicable for your event
Tracking attendance at conferences, meetings, events, or sessions
Recording and maintaining continuing education information for purposes of awarding and verifying continuing education attendance, participation, qualifications, and credits
Providing support services
Responding to and resolving complaints

HOPA collects information in different ways from those who access the Website. We primarily use this information to provide a customized experience as you use our Website and/or to provide to users our Products and/or Services. We do not share this information with third parties, though we may disclose such information if we have received your permission beforehand or in special circumstances, such as when we believe that such disclosure is required by law, or in other particular cases described below.

How We May Share Personal Information

It is our policy not to disclose, sell, or rent any of your Personal Information to any individual, business, government entity, or other outside party. However, we may disclose or share your Personal Information (and users are considered to consent to same) if we have received your permission beforehand, or in certain circumstances, such as:

To provide Products and/or Services you have requested from us and to engage in activities inherent to your membership or other relationship with us
In response to a validly-issued subpoena, court order, or other legal process
When necessary to establish or exercise our legal rights or defend against legal action
Where you request us to do so
Share with conference, meeting, and event organizers
Share with third parties involved in the conference, meeting, or event process (e.g., hotel booking companies)
Potentially share with exhibitors at the event (e.g., through badge scanning onsite)
Allow event exhibitors to send you email/direct mail to the extent you authorize
Allow other attendees to contact you if you sign up for communications
To satisfy laws, such as the Electronic Communications Privacy Act, regulations, or governmental or legal requests
To identify, contact, or bring legal action against someone who may be violating the terms of this Notice or other policies
To protect us and our other users

We may also use return email addresses to answer email we receive from you. Such addresses are not used for any other purpose.

Once your Personal Information has been shared with a third party, HOPA no longer has direct control over that information, but requires our contractors and others who help us provide the Website and services to agree to follow applicable Privacy Directives. Personal information will not be collected for use that is in violation of applicable law or unrelated to that discussed in this Notice.

Individual Rights

We recognize that all Personal Information users submit to us belongs to them, and that we use the data only with your permission. Individuals have the following specific rights (which are more fully described in our Rights and Responsibilities notice).

Informed: We will tell you exactly how we use your Personal Information in clear, plain language.
Consent: We will not store or use your Personal Information without your consent. If we get your Personal Information from a membership organization or another source, we will ensure through a contract that they are also compliant with GDPR consent regulations.
Access and Portability: You may view such or your Personal Information as is accessible on our Website and request a copy of all Personal Information we may store that is not accessible on our Website.
Modification: You may request corrections, changes, or updates to any personal data we store.
Erasure: You may request that we purge all of your Personal Information at any time.

Complaints on our processing of Personal Information or if a user believes that we have breached our own privacy policies or applicable law, we encourage them to contact us. However, please note that applicable Privacy Directives may provide users with a right to lodge a complaint with the competent supervisory authority as well; however, we ask that users attempt to resolve any issues with HOPA first.

Contact Us Form

HOPA's Website has a “Contact Us” form for users to request information. We collect contact information, which is generally limited to the user’s name and email address, and provide an opportunity for users to provide additional information of their choosing. Collected information is used to contact the user regarding the matter addressed in the “Contact Us” form.

Cookies

HOPA uses cookies to remember certain user information. Users may, at any time, disable or refuse to accept cookies by changing the preferences or settings on their web browsers. We may use cookies to collect, store, and sometimes track information for statistical purposes, to improve the products and services we provide, or to save settings and to provide customizable and personalized services. These cookies do not enable third parties to access any personal information.

HOPA may occasionally enable and implement various analytic tools, such as Google Analytics. Google sets and reads cookies to collect such Collected Data, and the web browser will automatically send such collected information and data to Google. Google stores and uses this data to provide us with reports that we use to improve the Website's structure and content.

Automated Information

HOPA automatically collects information from visitors' browsers or mobile devices, such as Internet Protocol (IP) address or unique device identifier, cookies, and data about which pages you visit in order to allow us to operate and provide the Website and our services. This information is used to protect the Website and our services and to keep the Website secure, analyze and improve our Website and services and understand how the Website works and for the other purposes described in “How We Use Personal Information,” above.

We may use automated decision making in processing your Personal Information for some services and products. Users may request a manual review of the accuracy of an automated decision if desired. Individuals have the right not to be subject to a decision based solely on automated processing.

Email Interconnectivity

HOPA may use certain tools to capture data related to when individuals open our email communications messages and click on hyperlinks or banners it may contain. We use this information internally to enhance and support our marketing and sales operations.

Surveys, Questionnaires, Social Media

When you provide Personal Information through our “Contact Us” form on the Website, or through social media or other online survey or questionnaire tools and platforms, or sign up for a mailing list, newsletter, or marketing list, we or third parties operating those tools, platforms, or social media sites, may collect social media handles or profiles, and/or any other identifiers to be contacted online or offline. This information may also include personal identifiable and business information and whatever information, or comments users may post on such platforms, but only to the extent that users voluntarily provide to us. Anything posted on a social media platform or site is public information and will not be treated confidentially. Individual use of social media platforms is governed by the privacy policies and terms of the third parties that own and operate those platforms and not by this Policy. Individuals should review the terms contained in this Notice, which is to be posted on HOPA's website.

How We Protect Personal Information/Data Security

This Notice, along with our Rights and Responsibilities notice, reflects a comprehensive approach to privacy and data security that complies with applicable Privacy Directives and generally accepted best business practices. We use commercially reasonable technical and organizational measures to help secure Personal Information and prevent it from being lost, used, or accessed in an unauthorized manner, altered, or disclosed during collection, storage, and processing. The specific privacy and data security measures we use incorporate the following guidelines, as applicable:

No sensitive Personal Information such as credit card numbers, bank account numbers, passport, and social security numbers, is stored on our servers other than as required to perform a function for which the user provided such information, and in such cases where such information is provided, such information exists in our servers only for such transitory or other short period as is needed to perform such function, at which time is then purged from our servers
We follow generally accepted best practices for secure software development
All data is stored on physically secure hardware
Personal data is secured behind network firewalls and access requires login credentials
All data processed through websites is encrypted in transit
In the unlikely event of a data breach, we have policies in place to promptly notify affected parties
Data security is regularly audited by third parties

HOPA cannot guarantee that Personal Information will remain absolutely secure in all circumstances or that any privacy settings or security measures contained on our Website cannot be circumvented.

The majority of communications on the Website, including any submissions through available forms, are sent through the standard HTTP protocol and may be delivered using regular email. Information sent over HTTP is not encrypted. If a security breach causes an unauthorized intrusion into the Website or systems that compromises your data, HOPA will notify the appropriate individuals and any applicable regulator only if required under applicable law.

Access to and Updating A User's Personal Information

Members may access, view, modify, update, or erase your Personal Information as it exists in our records by request in an email sent to info@hoparx.org. HOPA is not responsible for any losses arising from any inaccurate, inauthentic, deficient, or incomplete personal data that you provide to us. For further information, see our “Terms of Use”

Accessing the Website From Outside the United States

The HOPA Website is operated and maintained by us from the United States. If you access the Website from outside the United States, any personal information will be transferred to, stored in, and processed in the United States.

Third Party Websites & Links to Other Sites

HOPA has no control over the content and practices of third-party websites and cannot accept responsibility for their respective privacy or use policies. The HOPA Website may contain links to other websites. We are not responsible for the privacy practices or content of other websites.

Protecting Children

The HOPA Website is not intended for children under 16 years of age. HOPA does not knowingly collect personally identifiable information from children under 16. If users are under 16, they should not use or provide any information on the Website or provide any information to us, including name, telephone number, email address, or any screen name or username utilized. If we learn we have collected or received personally identifiable information from a child under 16 without verification of parental consent, we will delete that information. If an individual believes we might have any information from or about a child under 16, they should contact us at info@hoparx.org or by phone.

Changes to This Notice

We reserve the right to revise, amend, or modify this Notice, the Website, our privacy and data security policies, and our other policies and agreements at any time and in any manner. Notice of any revision, amendment, or modification will be posted in accordance with terms hereof. Continued use of the Website assumes agreement to any changes in this Notice.

Opt-Out Rights

Users may opt out of receiving future communications and/or having your contact information displayed in our membership directory at any time by emailing an opt out request to info@hoparx.org or calling us by phone. Users may also request that we delete any personal information that we have collected, subject to exceptions as permitted by law.

Rights and Responsibilities Under Applicable Privacy Laws

We recognize principles and requirements under applicable state, federal and foreign laws (including, without limitation, the General Data Protection Regulation (“GDPR”) adopted by the European Union, the California Consumer Privacy Act (“CCPA”), and the California Privacy Rights Act (“CPRA”) pertaining to privacy of information (collectively, “Privacy Directives”). Certain of the provisions set out below are addressed in previous sections of this Notice but are nonetheless set forth below to the extent that they have particular application with respect to the requirements of applicable Privacy Directives.

HOPA will undertake to comply with Privacy Directives with a view to ensuring that all information is:

Fairly and lawfully processed (for purposes of this Section, “processing” means any operation which is performed on personal information, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction)
Obtained and used solely for specific and clearly stated purposes
Adequate, relevant, and not excessive
Accurate and up-to-date
Not kept for longer than necessary
Processed in accordance with your rights
Secure
Not transferred to other parties without adequate protection

User Rights

Right to Request Information

You have the right to request the categories and specific pieces of Personal Information we have collected.
We collect the following:
- The categories of Personal Information collected are described in our Privacy Notice.
The purpose of such collection is primarily to provide a customized experience as you use our Website, as discussed in more detail in our Privacy and Data Protection Notice, and for the other purposes described elsewhere in this Notice.
We do not sell or share any information we collect, except as described in our Privacy Notice (“How We May Share Your Personal Information”).
We do not collect sensitive Personal Information within the meaning of the CPRA.
We intend to retain each category of Personal Information for as long as reasonably necessary for the purposes for which the information was collected, but in no event longer than as is reasonably necessary in order to perform the function for which such information was provided to us and/or subject to applicable record retention procedures.

Right to Not be Subjected to a Decision Based Solely on Automated Decision-Making

We may use automated decision making in processing your Personal Information for some services and products. You may request a manual review of the accuracy of an automated decision if you are unhappy with it. You have the right not to be subject to a decision based solely on automated processing.

Right to Request Deletion of Personal Information

You have the right to request that we delete any Personal Information that we have collected from you, subject to exceptions as permitted by law. Although we generally do not disclose any Personal Information to third parties except as expressly described in this Notice, in the event that we do so in accordance with this Notice and such request is made as to information we have disclosed, we will notify such third party of your deletion request.

Right to Correct

You have the right to request that we correct inaccurate Personal Information. If the Personal Information you have provided to us changes, please let us know. For instance, if your email address changes, you wish to cancel any request you have made of us, or if you become aware of inaccurate Personal Information about you, please contact us using the contact information at the end of this Notice.
We are not responsible for any losses arising from any inaccurate, inauthentic, deficient, or incomplete Personal Information or data that you provide to us. For further information, see our Website Terms of Use.

Right to Know and Access What Personal Information is Being Collected

The categories of Personal Information collected are described in our Privacy Notice.
The categories of sources from which Personal Information are collected include the Website, email, and other electronic messages between you and the Website. We also collect Personal Information when you interact with us in another way, such as by contacting us in writing or orally with an inquiry.
The purposes for collecting your Personal Information are described in our Privacy Notice.
The categories of third parties to whom we may disclose Personal Information pursuant to this Notice (and subject to the restrictions set forth herein) include third-party vendors, service providers, suppliers, consultants and agents (including Website management and hosting, marketing, and email services), and, to the extent of any such disclosure required under applicable law, governmental, administrative and judicial bodies and instrumentalities.
If we collect your Personal Information, you have the right to request the following:
- The categories of Personal Information we have collected about you.
- The categories of sources from which the Personal Information is collected.
- The purpose for collecting the Personal Information.
- The categories of third parties to whom it is disclosed.
- The specific pieces of Personal Information we have collected about you.

Right to Access What Information Has Been Collected If We Sell or Share

We have not sold or shared, within the meaning of the CPRA, consumers’ Personal Information.
We have disclosed Personal Information for a business purpose to the categories of persons described in Section 5(d) above. The categories of Personal Information we have disclosed are described in our Privacy Notice

Right to Not be Discriminated Against

We will not discriminate against you if you exercise any of the rights referenced in the policy. We will not deny you services, charge you different prices, provide a different level of quality, suggest that you will receive a different price or level of quality, or retaliate against you or any employee, applicant, or independent contractor for exercising rights.

Website Terms of Use

Use License/Ownership

We grant you permission to temporarily download one copy of the Website content, which we make available to Website users on the Website (the “Content”) for individual, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license you may not (a) modify or copy Content; (b) use the Website Content for any commercial purpose, or for any public display (commercial or non-commercial); (c) attempt to decompile or reverse engineer any software contained on the Website; (d) remove any copyright or other proprietary notations from the Content; or (e) transfer the Content to another person or "mirror" the Content on any other server.

The Website is our proprietary property and all Content, source code, databases, functionality, software, website designs, audio, video, text, photographs, and/or graphics on the Website (collectively, the “Website Proprietary Components”), as well as the trademarks, service marks, and logos contained therein (the “Marks”), are owned or controlled by us or licensed to us, and are protected by copyright and trademark laws and various other intellectual property rights and unfair competition laws of the United States, foreign jurisdictions, and international conventions. Except as expressly provided in this Notice, no part of the Website and no Content or Marks may be copied, reproduced, aggregated, republished, uploaded, posted, publicly displayed, encoded, translated, transmitted, distributed, sold, licensed, or otherwise exploited for any commercial purpose whatsoever, without our express prior written permission.

This license shall automatically terminate if you violate any of these restrictions and may be terminated by us at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

Disclaimer

The Website, the Content, and the Marks are provided on an “AS IS” basis for your information and individual use only. We make no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.

Further, we do not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the Website, the Content or the Marks or otherwise relating to the content on any sites linked to the Website.

Limitations

In no event shall we or our directors, officers, members, employees, agents, vendors, or suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the Website, the Content, or any services provided by us, even if we or our authorized representatives have been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

Accuracy of Materials

The Website and/or Content and any other materials appearing on the Website could include technical, typographical, photographic, or other errors. We do not warrant that the Website, the Content, or any other materials on the Website are accurate, complete, or current. We may make changes to the materials contained on the Website at any time without notice. However, we do not make any commitment to update the Website, the Content, or any such materials.

Interruptions

We cannot guarantee the Website and/or the services we provide will be available at all times. We may experience hardware, software, or other problems or need to perform maintenance related to the Website and/or services, resulting in interruptions, delays, or errors. We reserve the right to change, revise, update, suspend, discontinue, or otherwise modify the website at any time or for any reason without notice to you. You agree that we have no liability whatsoever for any loss, damage, or inconvenience caused by your inability to access or use the Website during any downtime or discontinuance of the Website. Nothing in this Notice will be construed to obligate us to maintain and support the Website or to supply any corrections, updates, or releases in connection therewith.

Electronic Communications, Transactions, and Signatures

Visiting the Website, sending us emails, and completing online forms constitute electronic communications. You consent to receive electronic communications, and you agree that all agreements, notices, disclosures, and other communications we provide to you electronically, via email and on the Website, satisfy any legal requirement that such communication be in writing. YOU HEREBY AGREE TO THE USE OF ELECTRONIC SIGNATURES, CONTRACTS, ORDERS, AND OTHER RECORDS, AND TO ELECTRONIC DELIVERY OF NOTICES, POLICIES, AND RECORDS OF TRANSACTIONS, INITIATED OR COMPLETED BY US OR VIA THE SITE. You hereby waive any rights or requirements under any statutes, regulations, rules, ordinances, or other laws in any jurisdiction, which require an original signature or delivery or retention of non-electronic records, or to payments or the granting of credits by any means other than electronic means.

Term and Termination

The terms and conditions set forth herein shall remain in full force and effect with respect to you and us while you use the Website and/or using its services. WITHOUT LIMITING ANY OTHER PROVISION OF THESE TERMS OF USE, WE RESERVE THE RIGHT TO, IN OUR SOLE DISCRETION AND WITHOUT NOTICE OR LIABILITY, DENY ACCESS TO AND USE OF THE SITE (INCLUDING BLOCKING CERTAIN IP ADDRESSES), TO ANY PERSON FOR ANY REASON OR FOR NO REASON, INCLUDING WITHOUT LIMITATION FOR BREACH OF ANY REPRESENTATION, WARRANTY, OR COVENANT CONTAINED IN THESE TERMS OF USE OR OF ANY APPLICABLE LAW OR REGULATION. WE MAY TERMINATE YOUR USE OR PARTICIPATION IN THE WEBSITE OR DELETE ANY CONTENT OR INFORMATION PERTAINING TO YOU AT ANY TIME, WITHOUT WARNING, IN OUR SOLE DISCRETION. In addition to terminating or suspending your use, we reserve the right to take appropriate legal action, including without limitation pursuing civil, criminal, and injunctive redress.

Changes to These Terms

As stated above, we may, from time to time, change this Notice. We encourage you to visit and review this Notice frequently to stay informed. Other changes, including amendments made to the Notice to comply with legal requirements, will become effective immediately upon their initial posting.

Indemnification

By accessing and using the Website, you agree to defend, indemnify, and hold us harmless, including our affiliates, and all of our respective directors officers, members, agents, contractors, partners, and employees, from and against any loss, damage, liability, claim, or demand, including reasonable attorneys’ fees and expenses, due to or arising out of: (a) your use of the Website, the Content, or any of our services, whether within the Website or otherwise; (b) breach of the terms of this Notice; (c) your violation of the rights of any third party, including but not limited to intellectual property rights; or (d) any harmful act toward us or any other user of the Website. Notwithstanding the foregoing, we reserve the right, at your expense, to assume the exclusive defense and control of any matter for which you are required to indemnify us, and you agree to cooperate, at your expense, with our defense of such claims. We will use reasonable efforts to notify you of any such claim, action, or proceeding, which is subject to this indemnification upon becoming aware of it.

Governing Law

This Notice is governed by and shall be construed in accordance with the laws of the state of Wisconsin and you irrevocably submit to the exclusive jurisdiction of the courts in Wisconsin having jurisdiction over our principal office in Milwaukee, Wisconsin.

Contact Us

To exercise your rights as described in this Notice, or to ask questions or make any comments about this Notice or our privacy practices, please contact us at info@hoparx.org or call 1-866-723-0678.

Our mailing address is:
HOPA
555 East Wells Street, Suite 1100
Milwaukee, WI 53202-3823 USA