ISNLP Data FINAL Privacy Policy

BACKGROUND

This document describes how the Indian Society for NLP (ISNLP) collects, uses and protects personally identifiable information of its Members as described in Section 3 below (membership information). The ISNLP processes Member Information for the following purposes:
• To provide you with ISNLP membership services;
• To provide you with information you have requested;
• To notify you of upcoming ISNLP events, seminars elections, and conferences;
• To provide you with ISNLP publications and printed materials to which you have subscribed.

We will not sell or otherwise share Member information with any third parties, including partners, advertisers or third-party service providers, except as described in this policy to provide the above-referenced services, or as compelled by law. We do not sell or rent Member Information to third parties of any kind for any reason. Neither do we use Member Information for our promotional use or direct marketing efforts.
 The ISNLP takes its Members’ privacy and data protection seriously. This Privacy Policy is intended to apply to all ISNLP Members in all aspects of the ISNLP’s operation.

HOW ISNLP COLLECTS YOUR INFORMATION

When you apply for ISNLP membership, renew your ISNLP membership, subscribe to an ISNLP publication, participate in ISNLP sponsored programs or events, or make a charitable donation to the organization, the ISNLP will request personal information necessary to provide you with the benefits of membership. As a condition of conducting electronic or digital communications with its members, the ISNLP requires each member to give a written consent to electronic communications, the form of which can be found, among other places, on “News and Announcements Section” of the introductory page of the ISNLP website at https://www.isnlp.in , and on the Governance Documents section of the “About the ISNLP” page of the ISNLP website at https://www.isnlp.in/ISNLP-governance-documents .

ISNLP Membership

An applicant must download an application form, a PDF , from the ISNLP website and enter requested certain information. The applicant may password-protect the completed document for secure return to the ISNLP via email. After the protected application is transmitted to the ISNLP, the applicant can send the password separately to the ISNLP via email. The ISNLP does not retain the email transmitting the password or the password.

A Member may renew their membership by logging into the ISNLP website members-only area to submit renewal information and pay dues. The connection to the ISNLP members-only area is encrypted and secure.

Member Information concerning membership and renewal is entered into the ISNLP Customer Relationship Management system (CRM). 

Received membership applications are printed and stored in files located in a secure file cabinet maintained and accessed by

President, V.M.Ramalingam, at ISNLP,
#603, Sriven Elegance, Jyothi Nagar,
Gottigere, Bangalore-560083, India.

Mailed applications are delivered to the ISNLP corporate offices. The paper forms are stored in files in a secure file cabinet maintained and accessed by President, V.M.Ramalingam, at ISNLP,#603, Sriven Elegance, Jyothi Nagar, Gottigere, Bangalore-560083, India.

The ISNLP stores paper application forms, which include the payment method and payment information, in its corporate offices in Gottigere, Bangalore. We do not retain any payment or credit card information in electronic/digital form; there is currently no “auto-renew” function on the ISNLP website.
Paper membership records are retained for ten years for tax and accounting purposes, then securely shredded.
The ISNLP also stores electronic/digital Member Information on a password-protected computer in a locked office located in its corporate offices; the computer is connected to the internet. Access to the computer is secured with a password and uses a firewall and security software that is updated regularly.

Email Subscribers

The ISNLP maintains an email mailing list which is used to notify Members of upcoming events, transmit membership information and forms, and to transmit the ISNLP newsletter, The Script and a link to the ISNLP Journal. Members are subscribed after successful (paid) membership application or renewal. All email addresses are held securely in a password-protected platform maintained in a server in the corporate offices; they are not sold or transferred to third parties except as described in this policy. Member passwords to the members-only section of the ISNLP website are [are not] kept on the ISNLP’s server or in its system.

Accounts

The ISNLP maintains financial information in an online version of QuickBooks that resides on a server hosted by its publisher, Intuit1. The host adheres to standards equivalent to that required by GDPR. Financial information may include membership dues payment information, events/conference fee payment information, donation information, Script ads, reprints and book sales information. President,
V.M.Ramalingam has the password for and access to the ISNLP’s QuickBooks account. Other members of the Board of Trustees may have “read only” access to the ISNLP’s QuickBooks account.

THE TYPE OF INFORMATION ISNLP COLLECTS FROM MEMBERS

• Name
• Postal Address
• Credit Card Billing Address
• Telephone Number
• Email Address
• NLP Certifications, if any
• Field of practice if credentialed
• Professional Association Memberships
• Details of Complaints
• Name of Training Organization, if applicable
• Qualifications (other non-NLP qualifications, licenses and credentials)
• Type of Membership
• Additional Subscription information [for example, subscription to  ISNLP – NEWSLETTER]
• Nationality, the preferred medium of supervision and number of supervised hours of NLP practice & Training for ISNLP registry purposes 
• Membership status (active, suspended, lapsed, canceled)

HOW THE ISNLP USES YOUR INFORMATION

We use the Member Information to register and renew memberships; provide membership benefits, announcements, newsletters, election information; deliver subscribed publications; administer ISNLP rules and bylaws; confirm membership status in response to certification exam procedures; poll members on various issues of interest; and also to grant access to the ISNLP website “members-only” section.

WHO ISNLP SHARE YOUR INFORMATION WITH

a. Membership. The ISNLP shares appropriate Membership Information internally within the ISNLP management and financial personnel to perform its functions described above. We do not transfer it to third parties except as described in this privacy policy.
b. Various Projects. Additionally, the ISNLP conduct various projects and surveys from time to time  using membership information utilizing Google Forms, an online service provided to project coordinators . We are advised that the servers hosting Google Forms are GDPR Compliant.

Google’s privacy policy can be found here: https://policies.google.com/privacy?hl=en
Monthly reports of membership status and a list of active members is created by the Secretary of the Board & the Office Administrator and stored in an online Dropbox folder established by the ISNLP for the purpose of providing timely management reports to the Governing Board Members of the ISNLP. Dropbox is an online cloud-based document storage facility. Further, sensitive documents, such as confidential board packets, resolutions, and awards nominations are stored on the ISNLP Dropbox account. Access is granted only by invitation to join a specific folder. The Secretary of ISNLP manages access to it. Only governing members of the board are invited to access files in the ISNLP Dropbox folder. We are advised that the servers hosting Dropbox accounts are GDPR compliant.

RETENTION
Digital Member Information will be retained for a period of seven years after membership ceases. In the eighth year after membership ceases, all digital forms of Member Information stored by the ISNLP will be destroyed.
Paper records of Member Information will be retained for a period of 10 years from their creation; after 10 years, all paper forms of a Member’s Member Information stored by the ISNLP will be destroyed.

HOW YOU CAN ACCESS YOUR MEMBER INFORMATION

You can email secretary@isnlp.in requesting a document containing all your information stored by the ISNLP in a machine-readable format.

YOUR RIGHTS

You have the right to:
• Request details of all your personal information stored on the ISNLP server in a machine-readable format
• Request changes to incorrect or incomplete data
• Object to the processing of your personal information
• Restrict the processing of your personal information
• Withdraw consent for ISNLP to store or process your personal information
• Request deletion of all your personal information stored by ISNLP.
• Lodge a complaint with the ISNLP board secretary c/o secretary@isnlp.in or in writing to the ISNLP President, V.M.Ramalingam, at ISNLP,#603, Sriven Elegance, Jyothi Nagar, Gottigere, Bangalore-560083, India.

If you wish to complain about how ISNLP handles your data, in the first instance please email secretary@isnlp.in to communicate your complaint if it concerns membership accounts.

All subscribers to the ISNLP email list have the opportunity to opt out at any time

USE OF COOKIES

ISNLP uses cookies and similar technologies on the ISNLP website. Cookies are small text files that may be stored on your computer or mobile device when you visit our website www.isnlp.in. Cookies do many different things, including:
Recognizing you when you sign in use our offerings. This allows us to provide you with recommendations, display personalized content, and provide other customized features and services.

• Keeping track of your specified preferences. This allows us to honor your likes and dislikes, such as your language and configuration preferences.
• Conducting research and diagnostics to improve our offerings.
• Preventing fraudulent activity.
• Improving security.
• Delivering content, including ads, relevant to your interests on AWS sites and third-party sites (see the Interest-Based Ads notice for how we use cookies in serving interest-based ads).
• Reporting. This allows us to measure and analyze the performance of our offerings.

Approved third parties may also set cookies when you interact with our offerings. Third parties include search engines, providers of measurement and analytics services, social media networks, and advertising companies. Third parties use cookies in the process of delivering content, including ads relevant to your interests, to measure the effectiveness of their ads, and to perform other services on behalf of the ISNLP.
You can manage browser cookies through your browser settings. The ‘Help’ feature on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, how to disable cookies, and when cookies will expire. If you disable all cookies on your browser, neither we nor third parties will transfer cookies to your browser. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some features and services may not work.

LINKS

The ISNLP website contains links to other external websites. Please be aware that ISNLP is not responsible for the privacy practices of such other sites. The ISNLP encourages you to be aware of this when you leave the ISNLP site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to personally identifiable information collected by the ISNLP.

HOW ISNLP WILL TELL YOU ABOUT FUTURE CHANGES TO THIS PRIVACY NOTICE
Any changes made to the privacy policy will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any changes to the privacy policy.

HOW TO CONTACT THE ISNLP
If you have any questions or concerns about our use of your personal information please contact us as:

By email:
secretary@isnlp.in.

By mail/post:
V.M.Ramalingam, President,
Indian Society for NLP (ISNLP),
#603, Sriven Elegance, Jyothi Nagar,
Gottigere, Bangalore-560083, India.
© 2021, Indian Society for NLP (ISNLP)