Privacy Policy

1. Information We Collect

Membership Information: When you apply for Chapter membership, we collect your name, USMMA graduation year, contact information (email, phone, mailing address), employment details, and emergency contact information. This forms your member profile in our database.

Event Registration Data: When you register for reunions or other Chapter events, we collect additional details such as guest information, meal preferences, and payment information.

Website Usage: Our website automatically collects standard server logs: IP address, browser type, pages visited, and timestamps. We use this for website administration and security purposes only.

Communications: We retain copies of emails and correspondence when you contact us or respond to Chapter communications.

2. How We Use Your Information

We use collected information solely for legitimate alumni association purposes:

• Maintain accurate member directory and communicate Chapter news
• Manage event registrations, reunions, and member services
• Process membership applications and maintain records
• Send newsletter and event announcements (opt-out available)
• Coordinate recruitment and mentorship programs
• Manage scholarship applications and awards
• Fulfill legal and regulatory obligations
• Preserve Chapter history and archival records

3. Information Sharing

We do not sell, rent, or lease member information to third parties. Limited sharing occurs in these circumstances:

• USMMA Alumni Association: Basic membership information (name, graduation year, contact) is shared with the national USMMA Alumni Association as required by their membership reporting.
• Event Vendors: Event registration information may be shared with hotels, caterers, and other event service providers solely for the purpose of coordinating registered events.
• Member Directory: Your name, graduation year, and contact details are included in the Chapter member directory, available to members only. You may request exclusion from the directory.
• Legal Requirements: Information may be disclosed as required by law, court order, or to protect safety.

4. Member Directory & Public Information

The Chapter maintains a member directory accessible to members in good standing only. Directory typically includes name, graduation year, company, email, and phone. Members may request their information be excluded from the directory by contacting the Membership Chair.

5. Data Retention

Member records are maintained indefinitely as part of our historical archive, consistent with alumni association practices. You may request your personal information be removed from active marketing materials, but we will retain archival records necessary for historical preservation and legal compliance.

6. Data Security

We implement reasonable safeguards including password-protected databases, limited access controls, encrypted email for sensitive communications, and secure event registration platforms. Only authorized Chapter officers and committee chairs have access to full member data.

7. Your Rights

You have the right to:

• Request access to your personal information we maintain
• Request correction of inaccurate or incomplete data
• Opt out of non-essential email communications
• Request exclusion from the member directory
• Request deletion of non-archival personal data

To exercise these rights, contact the Chapter Secretary or Membership Chair. We will respond within 30 days.

8. Email Communications & Opt-Out

The Chapter sends periodic newsletters, event announcements, and member updates via email. Every email includes an unsubscribe link for marketing communications. Essential transactional emails (event confirmations, membership renewals) cannot be opted out of.

9. Children's Privacy

Our services are directed at adult alumni and their families. We do not knowingly collect personal information from minors. Any information provided by individuals under 18 (e.g., on event guest forms) is handled with additional care and may be deleted upon request.

10. Website Privacy

Our website uses minimal essential cookies for navigation and security. We do not use behavioral tracking or advertising cookies. External links to other websites (USMMA, partner organizations) have their own privacy policies; we are not responsible for their practices.

11. Third-Party Service Providers

We use trusted third parties for event registration (e.g., Eventbrite), email newsletters (Mailchimp), and web hosting. These providers are contractually obligated to protect your data and may only use it to provide services on our behalf.

12. Policy Updates

We may update this Privacy Policy periodically. The effective date at the top indicates the most recent revision. Material changes will be communicated via email or website announcement. Continued membership after changes constitutes acceptance.

13. Contact Us

Questions about this Privacy Policy or your personal information? Contact the Chapter Secretary: