Privacy Statement

Introduction

The ASIS Austin, Texas Chapter 179 is part of ASIS International (ASIS).  ASIS International is a global community of security practitioners, each of whom has a role in the protection of assets—people, property, and/or information.  Our members represent virtually every industry in the public and private sectors, and organizations of all sizes.  From entry-level managers, CSOs and CEOs to security veterans, consultants, and those transitioning from law enforcement or the military, the ASIS community is global and diverse.

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously.  This Privacy Policy and Conditions of Use describes ASIS Austin’s policies and practices regarding its 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 occasionally update this Privacy Policy as we undertake new personal data practices or adopt new privacy policies.  As a general practice, we do not knowingly attempt to solicit or receive information from children.

Data Protection Officer

ASIS Austin is based in Austin, Texas in the United States.  ASIS Austin has appointed an internal data protection officer for you to contact if you have any questions or concerns about our personal data policies or practices.  ASIS’s data protection officer’s name and contact information are as follows:

Mike Shannon 
6001 W.  Parmer Lane
Ste.  370 #173
Austin, TX 78727 
(512) 745-4382
[email protected]

How we collect and use (process) your personal information

Personal information you give to us:

  1. Membership

When you become a member of ASIS Austin, we collect information about you including (but not limited to) your name, your employer’s name, your work address (including your country location), information about your professional position, eligibility information, and your email address.  We may also collect: your personal email address, a personal mailing address, and a mobile phone number.  We process your personal information for membership administration, to deliver member benefits to you, and to inform you of ASIS Austin events, content, and other benefits or opportunities associated with your ASIS membership.  ASIS 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.

ASIS relies on fulfillment of contract as the lawful basis under GDPR Article 6 for processing members’ personal information.

  1. Live events and web conferences

ASIS Austin hosts or sponsors many events throughout the year.  These include in-person meetings, such as Chapter Meetings and networking events, as well as live web conferences and classroom programs (collectively “events”).  If you register for one of our events and you are a member, 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(s) and use to provide you with information and services associated with the event.  We process this information to fulfill the order you have made to receive the event or web conference services.

If you are a presenter at one of our events, we will collect information about you including your name, employer, contact information, and headshot, and we may also collect information provided by event attendees who evaluated your performance as a presenter.  We may also make and store a recording of your voice and likeness in certain instances.  ASIS Austin relies on a legitimate interest basis for collecting, storing, and processing this information.

We keep a record of your participation in ASIS Austin events as an attendee or presenter.  This information may be used to provide you with membership and certification services (for example, keeping track of your continuing professional education (CPE) credits, or to tell you about other events and publications).  It may also be used to help ASIS Austin understand our members’ needs and interests to better tailor our products and services to meet your needs. 

Some of our events are sponsored in a way that attendance is free of charge.  For these events (such as Webinars), ASIS Austin provides a post-event registration list to sponsors and/or co-sponsors.  Any such event will include notification verbiage on the registration page with a clear ask for opt-in.

  1. Publications

ASIS Austin consistently strives to provide a great deal of content for our members.  In addition to producing original content, ASIS Austin also subscribes to news feeds and blogs produced by others, which we often link to from our website or provide via an email.  This means you may find yourself on the ASIS Austin website or reading an email from ASIS Austin and we will offer you a link to another organization’s website where you will find content on interesting topics that we find relevant and useful to you.  At these times, you will be leaving the ASIS Austin website.  ASIS Austin is 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 ASIS Austin’s publications without becoming a member of ASIS Austin.  For example, many people sign up to receive ASIS Austin’s newsletters even though they are not ASIS Austin members.  To receive ASIS Austin content by email, you will need to create an account with us, which involves providing ASIS Austin with at least your first name, last name and an email address.  In some cases, ASIS Austin shares this information with a third party who curates and sends the content on our behalf.  We rely on a contract basis to process your personal information for purposes of fulfilling your request to receive our publications.  You may at your own option choose to subscribe to ASIS Austin News and updates.

You may manage your ASIS subscriptions by subscribing or unsubscribing at any time.  If you have any difficulties managing your email or other communication preferences with ASIS Austin, please contact us at [email protected].

We also conduct surveys that we use to produce original research on our chapter or on the security profession.  We do not track individuals but look at information in the aggregate only.  Participation in surveys is always voluntary.

  1. Professional Development

If you participate in ASIS Austin’s professional development, you may sign up directly through ASIS Austin in which case we collect your name and contact information directly from you.  You may, alternatively, sign up for professional development—or be signed up for professional development—by or through a third party such as one of our partners, or your own employer.  We may also use independent contractors to conduct professional development and third parties to provide the venue.  Your personal information will be stored in our database (hosted by a cloud service provider) and may also be shared with our education partners, trainers, and/or the venue hosting the event (to verify your identity when you arrive).  ASIS Austin may use a third-party data hosting service to transfer the information from partners to ASIS Austin.  ASIS Austin’s professional development partners, trainers, venue hosts, and data transfer hosts have agreed not to share your information with others and not to use your personal information other than to provide you with ASIS Austin products and services.  ASIS Austin relies on fulfillment of a contract to process personal data associated with providing professional development services.

  1. Certification

When you sign up to take one of ASIS’s certification exams, ASIS International will collect your name and contact information.  This information may be shared with their exam hosting service.  The exam hosting service may also share with us information you provide to them to verify your identity in taking the exam.  ASIS International will collect your exam results and, in conjunction with maintaining your certification(s), your record of participation in continuing professional education.  Only authorized employees within ASIS International have access to your certification exam scores and personal information pertaining to any special accommodations you may request.  ASIS International relies upon a contract fulfillment basis to process personal data associated with providing certification services.  Please see ASIS International’s current privacy policies at https://www.asisonline.org/footer-pages/privacy-policy/.

  1. Your correspondence with ASIS Austin

If you correspond with us by email, the postal service, or other form of communication, we will retain such correspondence and the information contained in it and use it to respond to your inquiry; to notify you of ASIS Austin events, publications, or other services; or to keep a record of your complaint, accommodation request, and the like.  If you wish to have ASIS Austin refrain from communicating with you, please contact us at [email protected].

Note: if you ask ASIS Austin not to contact you by email at a certain email address, ASIS Austin will retain a copy of that email address on its “master do not send” list in order to comply with your no-contact request.

ASIS Austin has a legitimate interest in maintaining personal information of those who communicate voluntarily with us.

  1. Purposes for processing your data

As explained above, ASIS Austin processes 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 professional development.  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 ASIS Austin offers that may assist you in your career or otherwise help you do your job as a security professional.  Most of the time, ASIS Austin needs to process your personal data to fulfill an order for goods or services—including membership services, with all the attendant benefits and professional opportunities ASIS Austin provides.  Sometimes ASIS Austin has a legitimate interest in processing data to better understand the needs, concerns, and interests of our members and customers so that we can operate optimally as an association and as a business.  Similarly, we rely upon your consent, in which case we will keep a record of it and honor your choices.

  1. Payment card information

You may choose to purchase goods or services from ASIS Austin using a payment card.  Typically, payment card information is provided directly by users, via the ASIS Austin website, into the PCI/DSS-compliant payment processing service to which ASIS Austin subscribes, and ASIS Austin does not, itself, process or store the card information.  Occasionally, members or customers ask ASIS Austin volunteers to, on their behalf, enter payment card information into the PCI/DSS-compliant payment processing service to which ASIS Austin subscribes.  We strongly encourage you not to submit this information by email.  When ASIS Austin volunteers receive payment card information from customers or members by email, fax, phone, or mail, it is entered as instructed and then deleted or destroyed.

Personal information we get from third parties

From time to time, ASIS Austin receives personal information about individuals from third parties.  This may happen if your employer is a corporate member of ASIS International and signs you up for professional development, certification, or membership.  One of our third-party professional development partners may also share your personal information with ASIS Austin when you sign up for professional development, certification, or membership through that professional development partner.

What happens if you don’t give us your data

You can enjoy many of ASIS Austin’s services without giving us your personal data.  Much of the information on our website is available even to those who are not ASIS Austin members.  To access information outside of the information on our public website, some personal information is necessary so that ASIS Austin can supply you with the services you have purchased or requested, and to authenticate you so that we know it is you and not someone else.  You may manage your ASIS Austin subscriptions and you may opt-in or opt-out of receiving marketing communications at any time.

Use of the ASIS Austin Website

As is true of most other websites, ASIS Austin’s 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 ASIS Austin’s 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 that assists us in identifying visitor preferences.

ASIS Austin has a legitimate interest in understanding how members, customers and potential customers use its website.  This assists ASIS Austin with providing more relevant products and services, with communicating value to our sponsors and corporate members, and with providing appropriate staffing to meet member and customer needs.

Cookies and web beacon

We also collect and use your personal information by using cookies on our website.

A cookie is a small amount of data that is sent to your browser from a website's computer and is automatically stored on your computer.  You can configure your browser to accept, reject and/or notify you when a cookie is set.  (Each browser is different, so check the "Help" menu of your browser for cookie settings.)  These cookies are optional and may be refused any time using your Web browser software; however, doing so may make some parts of the ASIS Austin website inaccessible.  Please feel free to contact us at [email protected] if you have questions about this policy.

How is ASIS Austin using cookies?

Some cookies are associated with your account and personal information in order to remember that you are logged in and which sites you are logged into.  Other cookies are not tied to your account but are unique and allow us to carry out analytics and customization, among other similar things.

Cookies can be used to recognize you when you visit an ASIS Austin website or use our services, remember your preferences, and give you a personalized experience that’s consistent with your settings.  Cookies also make your interactions faster and more secure.

Categories of ASIS Austin cookies:

Authentication: If you're signed in to our services, cookies help us show you the right information and personalize your experience.

Security: We use cookies to enable and support some of our security features, and to help us detect malicious activity.

Preferences, features and services: Cookies can help you fill out forms on our sites more easily.  They also provide you with features, insights, and customized content.

Marketing: We may use cookies to help us deliver marketing campaigns and track their performance (e.g., a user visited our site and registered for an event).  Similarly, our partners may use cookies to provide us with information about your interactions with their services but use of those third-party cookies would be subject to the service provider’s policies.

Performance, Analytics and Research: Cookies help us learn how well our sites and services perform.  We also use cookies to understand, improve, and research products, features, and services, including to create logs and record when you access our sites and services from different devices, such as your work computer or your mobile device.

How are cookies used for advertising purposes?

Cookies and other ad technology such as pixels and tags help us market more effectively to users that we and our partners believe may be interested in ASIS Austin.  They also help provide us with aggregated auditing, research, and reporting, and know when content has been shown to you.

Some people may prefer to not allow cookies. Most browsers give you the ability to manage cookies to suit your own preferences, and, in some browsers, you can set up rules on a site-by-site basis, giving you more granular control over your own privacy.  This means that you can disallow cookies from all sites except those that you trust.

Please consult the documentation that your browser manufacturer provides if you are interested in customizing your cookie preferences.

You may opt-out of third-party cookies from Google Analytics on its website.  If you limit the ability of websites and applications to set cookies, you may worsen your overall user experience and/or lose the ability to access the services, since it will no longer be personalized to you.  It may also stop you from saving customized settings, like login information.

Website Tracking

ASIS Austin tracks users when they cross from our primary public website (ASISaustin.org) to our “Members” portion of the site (ASISaustin.org/members) by logging in with their ASIS Austin ID and Password, as well as when visitors to our website enter through a marketing landing page.  ASIS Austin also keeps a record of third-party websites accessed when a user is on our site and clicks on a hyperlink.

To provide you information about products or services that we believe may be of interest to you, ASIS Austin employs advertising tracking technology that extends through a network of websites that ASIS Austin does not own or directly partner with.  We utilize a third-party technology that tracks you via a cookie but does not collect personal information about you.  This system can be disabled by setting your browser to not accept cookies as described in the Cookies section of this policy.

When and how we share information with others

ASIS Austin and ASIS International do not sell or rent any personal information or data from our users, members, customers, partners or exhibitors.  Information about your ASIS Austin purchases and certification/membership status are maintained in association with your membership or profile account.  The personal information ASIS Austin collects from you is stored in one or more databases hosted by third parties located in the United States.  These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval.  On occasion, ASIS engages third parties to mail information to you, including material from an event sponsor or correspondence regarding a specific event.  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 ASIS-hosted and ASIS co-sponsored 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; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf; and (7) through ASIS International Member Directory.  We may also gather aggregated data about our members and Site visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers and/or other third parties for marketing or promotional purposes.  ASIS Austin website uses interfaces with social media sites such as Facebook, LinkedIn, Twitter and others.  If you choose to “like” or share information from the ASIS Austin 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.

Security of your information

To help protect the privacy of data and personally identifiable information you transmit through use of this Site, we maintain physical, technical and administrative safeguards.  We update and test our security technology on an ongoing basis.  We restrict access to your personal data to those volunteers who need to know that information to provide benefits or services to you.  In addition, we train our volunteers about the importance of confidentiality and maintaining the privacy and security of your information.  We commit to taking appropriate disciplinary measures to enforce our employees' privacy responsibilities.

Data storage and retention

Your personal data is stored by ASIS Austin on its servers, and on the servers of the cloud-based database management services ASIS Austin engages, located in the United States.  ASIS Austin retains data for the duration of the customer’s or member’s business relationship with ASIS Austin and for a period thereafter to allow members to recover accounts if they decide to renew, to analyze the data for ASIS Austin’s own operations, and for historical and archiving purposes associated with ASIS Austin’s history as a membership association.  For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact ASIS Austin’s data protection officer at [email protected].

Changes and updates to the Privacy Policy

By using this Site, you agree to the terms and conditions contained in this Privacy Policy and Conditions of Use and/or any other agreement that we might have with you.  If you do not agree to any of these terms and conditions, you should not use this Site or any ASIS Austin benefits or services.

As our organization, membership and benefits change from time to time, this Privacy Policy and Conditions of Use is expected to change as well.  We reserve the right to amend the Privacy Policy and Conditions of Use at any time, for any reason, without notice to you, other than the posting of the amended Privacy Policy and Conditions of Use at this Site.  We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy policy changes).  We may e-mail periodic reminders of our notices and terms and conditions and will email ASIS Austin members of material changes thereto, but you should check our Site frequently to see the current Privacy Policy and Conditions of Use that is in effect and any changes that may have been made to it.  The provisions contained herein supersede all previous notices or statements regarding our privacy practices and the terms and conditions that govern the use of this Site.

Questions, concerns or complaints

Please contact ASIS’s data protection officer, named at the top of this policy.