Association of Workplace Investigators, Inc. Privacy, Confidentiality and Security Policy
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Introduction

The Association of Workplace Investigations, INC (AWI) is a professional membership association for those who conduct, manage, or have a professional interest in workplace investigations, including attorneys, human resources managers, private investigators, and others. We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This privacy policy describes our policies and practices regarding collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will continue to update this privacy policy as we undertake new personal data practices or adopt new privacy policies.

Applicability and Eligibility

This privacy policy applies to our collection, use, disclosure, and protection of your data. It does not apply to third party websites, applications, or services. Before accessing, using, or interacting with our services, carefully review the terms and conditions of this privacy policy. Services are not directed to children under the age of 16. You may not use our services if you are under the age of 16.

Collected Information

It is AWI’s general policy to collect only such personally identifiable information as our Users knowingly provide.  AWI does not collect personally identifiable information from those merely browsing this website. Most information collected on the website is used to better enable AWI to serve its members and customers. We may also contact you regarding a website problem or other customer or member service-related issues.

Those joining AWI as members, registering for AWI events and other services and activities on the AWI website provide personally identifiable information as requested for those actions. The categories of personally identifiable information collected may include names, titles, passwords, professional license and certification information, biographical information, event registration information, companies, addresses, telephone numbers, fax numbers, e-mail addresses and possibly other identifiers that permit the physical or online contacting of a specific individual.  Individuals are requested to provide similar information when they sign up by offline methods. In addition, in order to access the members-only restricted access portion of the website, members are requested to provide certain information.

AWI periodically collects survey responses through SurveyMonkey, which are maintained by SurveyMonkey in accordance with its policies.
AWI collects poll responses using PollEverywhere, which are maintained by PollEverywhere in accordance with its policies, and displayed to participants during AWI programs.

AWI collects evaluation information from program participants, on paper and using SurveyMonkey, which is used, both individually and in the aggregate, for evaluating AWI programs and services.

AWI collects multiple choice test answers on individually identifiable paper answer sheets which are physically stored securely by AWI, scanned and uploaded to GradeHub for grading, where they are maintained in accordance with GradeHub’s policies, and distributed and stored using Dropbox and AWI’s server.

AWI collects recorded audio interview assessment answers using portable audio recorders which are physically stored securely by AWI. The recordings are downloaded from the portable recorders to personal computers, uploaded to Dropbox for storage and distribution, and stored on AWI’s server.

AWI collects electronic text report writing assessment answers using personal computers on a private network without Internet access. The answers are downloaded to a personal computer, uploaded to Dropbox for storage and distribution, and stored on AWI’s server.

AWI provides member services using email and telephone communications. AWI may record telephone conversations for quality and training purposes with notice to, and where required by law, consent of, the party being recorded. AWI stores such emails on secure servers maintained by third parties using commercially reasonable security measures, and on/or its own server. AWI may forward such emails to volunteers or third parties who participate with AWI in providing such services.

AWI does not market to children and does not knowingly collect personally identifiable information from children on the AWI website.

Use of Information

We collect personal information about our members and other customers. This information includes, but is not limited to, first name, last name, job title, employer name, work address, work email, and work phone number. This information is used to provide members and customers with goods and services, including membership services, event notifications, certification, training, and more. We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.

AWI uses the data collected to provide and improve goods and services to Users. Registrant contact information may be made available to other participants. This may include the compilation of such information in hard copy which may be made available to participants and, in limited circumstances, to others.  Member information may be made available to the public unless otherwise requested.

AWI members, customers, subscribers and event registrants will receive electronic and printed communications, including, where applicable, regular publications and information regarding AWI member and other events, elections, and other information related to the provision of member and customer services. Member communications are delivered as part of your AWI membership.  Visitors to the AWI website also have access to the AWI online member directory, which includes all members except those who have chosen not to be included.

In the course of providing programs and services, AWI downloads information collected to personal computers, stores and transmit such information between personal computers using email and Dropbox, and stores such information on its server.

AWI also provides information to third parties with which AWI does business, which may include names, titles, passwords, professional license and certification information, written and audio test answers, evaluation information, survey and poll responses, biographical information, event registration information, companies, addresses, telephone numbers, fax numbers, e-mail addresses and possibly other identifiers that permit the physical or online contacting of a specific individual.

Access

In order to use many features of the AWI website, you will be provided, and may change, a user name and password, which are used to determine whether you are an AWI member or customer, or otherwise authorized to access non-public portions of this website.

Usage Tracking

We track information on Users in terms of what web pages they visit and the different interaction/touch points Users encounter when visiting our website. While we do not typically store this information in a fashion that enables us to automatically identify individual Users, we do store IP addresses, session times and pages visited which could be used to piece together data on an individual User.

This data may also be used by AWI, in the aggregate, to identify appropriate User offerings.

AWI does not track its Users over time and across third party websites to provide targeted advertising and therefore does not respond to “do not track” signals.

AWI does not authorize other parties to collect personally identifiable information about our Users' online activities over time and across different websites when they use AWI’s website or service.

Membership

When you become a member, we collect information about you including (but not limited to) your name, your employer’s name, your work address, and your email address. We may also collect your personal email address, a personal mailing address, and a mobile phone number. Members may voluntarily provide additional information in their membership profile, such as information about their educational background, number of years in the industry, and the like. Members may edit their profile at any time to change, add, or remove personal information.

We process your personal information for membership administration, to deliver member benefits, and to inform you of our events, content, and other benefits or opportunities associated with your membership. We may also use this information to help us understand our members’ needs and interests to better tailor our products and services to meet your needs.

Updating Personal Information

If you are a User from whom we have collected personally identifiable information, and your information changes, you may update it at any time. To correct or update personally identifiable information, you may log into your profile on the AWI website or email data@awi.org.  

Use of “Cookies”

“Cookies” are pieces of data that a website may send for storage by your web browser on your computer’s hard drive. Use of cookies is common on the Internet. A website can send its own cookie to your browser if your browser's preferences allow it.  You may be able to configure your browser to accept or reject cookies, or notify you when a cookie is sent. If your browser refuses cookies, you might not have full access to our website. 

Security

AWI uses commercially reasonable measures in an attempt to provide its users with a secure online experience. To do this, we use a variety of security measures to maintain the safety and confidentiality of personal information about you. All user registration information is contained behind a firewall and is accessible only by AWI employees, contractors and volunteers who have signed nondisclosure agreements with AWI. The database is protected behind a firewall.

Information on AWI’s website and in its association management system database is stored and maintained on secure encrypted servers provided and maintained by YourMembership in accordance with their policies.

AWI’s website has commercially reasonable security measures in place to protect the loss, misuse and alteration of the information under our control. All online transactions can be conducted through our secure server, and credit card information is processed by Affinipay and their affiliates in accordance with their PCI-compliant policies. No credit card information is stored on our server.

AWI’s server is secured, encrypted, and backed-up. AWI Institute records and documents stored on AWI’s server are stored in portions of AWI’s server accessible only to those who need to have access to those records and documents to provide the programs and services associated with the Institute.

We do not sell your personal information. You cannot obtain your examination results over the telephone by calling AWI. We do not release learning outcomes, assessment instruments, assessment keys, or related materials. All course examination answers reside in databases on secure encrypted servers. Learning and assessment outcomes are released to the participants by the participant using his/her user name and password to obtain their results. AWI will not be liable if you fail to safeguard your user name, password or other information from others. AWI will not be liable to you for special, indirect or consequential damages.

If you have any questions about the security of our website or server, please send an e-mail to data@awi.org.

Purchases and Fulfillment

When you place an order or register for an AWI event or product/subscription or apply for membership, we may request additional information such as cardholder information, credit card number, expiration date and security code. This information is used for confirmation and billing purposes and to service the order. Also, when you register for an event, we may request additional information about your hotel, meal and other travel preferences. This information is used only for the specific event.

AWI may use third-party service providers such as credit card processing companies, shipping companies, mailing houses and event coordinators together with other service providers as required to satisfy customer requests.

Events and Webinars

We host events throughout the year, including our annual conference, seminars, institutes, webinars, and trainings (collectively “events”). If you are a member and register for one of our events, we will access the information in your member account to provide you with information and services associated with the event. If you are not a member and you register for one of our events, we will collect your name and contact information, which we will store in our database and use to provide you with information and services associated with the event. If you are a presenter at one of our events, we will collect information about you including your name, employer and contact information, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a presenter. As an attendee, speaker, or sponsor/exhibitor, we will keep a record of your participation to provide you with post-event information including details on upcoming events you may be interested in.

We reserve the right to use any photograph/video taken at our events, without the expressed written permission of those included within the photograph/video. We may use the photograph/video in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

Publications

In addition to producing original content, we also subscribe to news feeds and blogs produced by others, which we often link to from our website. This means you may find yourself on our website or reading an email where we will offer you a link to another organization’s website for additional relevant content. At these times, you will be leaving our website. We are not responsible or liable for content provided by these third party websites or personal information they may happen to gather from you.

You may wish to subscribe to some of our publications without becoming a member. To receive our mailings/newsletters by email, you will need to create a profile with us, which involves providing us with at least your first name and last name, an email address, and the country in which you live. We do not share this information with any third party other than to store the information in our database.

You may manage your subscriptions by subscribing or unsubscribing at any time. If you have any difficulties managing your email or other communication preferences, please contact us at data@awi.org.

Links

AWI’s website contains links to websites not within the AWI domain. AWI is not responsible for the privacy practices or content of such sites. We encourage our Users to be aware of when they leave our site and to read the privacy policies of each and every website that collects personally identifiable information. This privacy policy applies solely to information collected by the AWI website.

Correspondence Information

If you correspond with us by email, the postal service, or other form of communication, we may retain such correspondence and the information contained in it and use it to respond to your inquiry; to notify you of our conferences, publications, or other services; or to keep a record of your complaint, accommodation request, etc. Users may opt-out of receiving certain communications by following the unsubscribe process described in an email communication, or by contacting our office directly.

Electronic Discussion Groups

This website allows members to utilize electronic discussion groups, subject to agreements for such use. Information that a user may disclose there becomes viewable to other users, and the user should therefore use discretion with respect to disclosing personal information.

Access to Your Information

Certain tools and settings are provided to help you access, correct, delete, or modify your personal information.  We welcome you to contact us regarding the information we have collected about you, including the nature and accuracy of the data collected about you, to request an update, modification, or deletion of your information, to opt-out of certain services, or to withdraw any consent you may have granted. Please note that if you choose to delete your information or opt-out of the collection and use of your information, certain features may no longer be available to you.

Purposes for Processing Your Data

As explained above, we process your data to provide you with the goods or services you have requested or purchased from us, including membership services, events, publications and other content, certification, and training. We use this information to refine our goods and services to better tailor them to your needs and to communicate with you about other services we offer that may assist you in your career or otherwise help you to advance your career.

Payment Information

We may collect and store information related to purchases if you choose to purchase goods and services from us. You may provide certain information to complete payments, including your credit or debit card number, card expiration date, CVV code, and billing address (collectively, “Payment Information”), along with your name and billing, and shipping address, to complete payment transactions. Per PCI Compliance, we do not accept credit card information via email. Credit card information received via fax, phone, or mail is entered into a secure system and then deleted and destroyed.

Website Usage

As is true of most other websites, our website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of our website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information to assist us in identifying visitor preferences. Our website also uses cookies and web beacons. It does not track users when they cross to third party websites or provide targeted advertising to them, and therefore does not respond to Do Not Track (DNT) signals.

Sharing Information

Information about your purchases are maintained in association with your membership or profile account. The personal information we collect from you is stored in a database hosted by a third party, YourMembership (“YM”). YM does not use or have access to your personal information for any purpose other than cloud storage and retrieval.

We do not otherwise reveal your personal data to third-parties for their independent use unless: (1) you request or authorize it; (2) it’s in connection with any of our events as described above; (3) the information is provided to comply with the law (for example, to comply with a search warrant, subpoena or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; and (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf.

Our website uses interfaces with social media sites such as Facebook, LinkedIn, Twitter and others. If you choose to "like" or share information from our website through these services, you should review the privacy policy of that service. If you are a member of a social media site, the interfaces may allow the social media site to connect your site visit to your personal data.

Member Directory

Members are allowed to share their information through our Member Directory to other members using this site. Members are invited to opt-in to having their information shared in the Member Directory. Member information will only be shared in the Member Directory if the member has opted-in to sharing such information, when a member joins AWI they are automatically opted in.

Notification of Policy Changes; Effective Date

By using this site, you agree to the terms and conditions contained in this privacy policy. As our organization, membership, and benefits change from time to time, this privacy policy is expected to change as well. We reserve the right to amend the privacy policy at any time, for any reason, without notice to you, other than the posting of the amended privacy policy on our website. We may e-mail periodic reminders of our notices and terms and conditions and will e-mail members of material changes.

We will notify members and other Users about material changes to our policy by posting this policy as changed on our website. Thus, Users of the website may want to periodically review the policy for changes.

The effective date of the current privacy, confidentiality and security policy is May 22, 2018.

Data Protection Officer

We are headquartered in St. Paul, Minnesota, in the United States. We have appointed an internal data protection officer for you to contact if you have any questions or concerns about our data policies or practices. Our data protection officer’s name and contact information are as follows:

Barb Mann
AWI
Data Protection Officer
1000 Westgate Dr, Ste 252
St. Paul, MN 55114 USA
Phone: 1+ (844) 422-2294 
Email: data@awi.org

Contact AWI

If you have any additional questions, please contact AWI Headquarters at 1000 Westgate Drive, Suite 252, St. Paul, MN 55114, USA, telephone (844) 422-2294 or email data@awi.org.

© Copyright 2018, Association of Workplace Investigators, Inc.  All rights reserved.