- Utah State University Conference Services: membership management and conference services (privacy notice)
- MailChimp: email communications (legal statements)
How SFS collects data
By being an SFS member and/or participating in SFS events and activities, members authorize SFS and its partners to collect and use data about their members as described in this policy. Data are collected on members, meeting attendees, or users of other SFS services by SFS and its digital partners through the following methods:
- Membership registration
- Event registration (e.g., annual meeting)
- Payments or donations to SFS
- Award applications or nominations
- Direct surveys
- Taxonomic certification
What kinds of data does SFS use?
SFS uses member data that can be classified into four categories:
- Contact information (e.g., name, email, institution)
- Professional information (e.g., institution, research interests)
- Financial information (e.g., credit card number, billing address)
- Demographic information (e.g., gender, race, ethnicity)
Each category of data is treated differently; contact and professional information are available to committees, society officers, and select digital partners to facilitate communication and professional development. Select contact and professional information are also available to all SFS members through the directory in the membership portal (https://sfs.memberclicks.net/). Member financial data are tightly controlled and only available to the SFS Treasurer and digital partners that assist with financial transactions. Access to the demographic information is controlled by the Membership and Data Committee and only provided to SFS officers and committee chairs as de-identified data, preferably as summary statistics. For more specifics about what data attributes are collected, contact the chair of Membership and Data Committee (https://freshwater-science.org/about/society-governance/officers-committees).
SFS collects demographic data for efforts related to recruitment and retention of underrepresented groups. These data are used to better understand how the membership changes over time, and to report trends in membership composition to SFS leadership, committees, and general membership. SFS used early versions of these data for benchmarking relative to the general population (Abernathy et al. 2020; Burnett et al. 2022), and these efforts identified demographic groups that are underrepresented in the SFS membership relative to the general population and other STEM disciplines. SFS will continue to collect these data on a rolling basis and compare to previous years of SFS membership. These comparisons can allow SFS to evaluate the past, and inform future recruitment and retention efforts of underrepresented groups.
Retention and use of data by SFS
All private membership data will be stored and accessed from password-protected devices, only used for the intended purposes, and not shared with any third parties or individuals not approved to access the data. Demographic data will be de-identified prior to use and will be shared with outside organizations only as aggregate and summary statistics.
SFS retains member data for only as long as necessary to fulfill our primary services. SFS will retain indefinitely certain de-identified professional and demographic data for purposes of long-term study of membership trends. If there is no legal basis or other requirement to retain data and after there has been no activity from an individual member for 48 months, those data are no longer needed by SFS and will be purged.
Sharing of data outside of SFS
SFS will not intentionally share membership data in raw format with any organizations outside of the digital partners mentioned above. SFS will never sell member contact information to third parties. An exception may be made to this data sharing policy in cases where SFS is legally obligated to share data (e.g., financial data) with a government agency to conform to legal requirements. Demographic data in aggregate and de-identified format may be shared outside of SFS in the form of public presentation and/or publications. De-identified demographic data may be shared with other scientific societies (e.g., Consortium of Aquatic Science Societies) at the discretion of the SFS president if these data will advance broader recruitment and retention initiatives. SFS participates in joint meetings with other scientific societies, which may require SFS to share members’ contact information with other scientific societies or their conference management service providers.
Policy for updates
Acceptance of the terms
By joining SFS and/or using the websites affiliated with SFS members and users are agreeing to the terms in this privacy statement.
To update any personal data please access the SFS Member Portal at https://sfs.memberclicks.net/
For any other questions about SFS Membership please contact USU Event Services at firstname.lastname@example.org
Approved by the SFS Board of Directors on 15 September 2022.