Privacy Policy

Privacy Statement Updated August 5, 2018

Welcome to the California State Council of the Society for Human Resource Management (CALSHRM).
In Part I of this Privacy Statement we set forth CALSHRM's Privacy Policy as to personal information which we collect online through www.CalSHRM.org or other CALSHRM websites which link to this Privacy Statement from their site (collectively, "CALSHRM Websites"). 

 In Part II of this Privacy Statement we set forth CALSHRM's Privacy Policy as to personal information which we collect other than through CALSHRM Websites. 

 "Personal information", is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more factors specific to you. Personal information includes "sensitive personal information" and "pseudonymised personal information" but excludes anonymous information or information that has had the identity of an individual permanently removed.

Your use of the CALSHRM Websites and/or provision of your personal information or sensitive personal information to CALSHRM constitutes your consent to the use, storage, processing and transfer of that information in accordance with this Privacy Statement.

For the purposes of the EU General Data Protection Regulation 2016/679 (the "GDPR") the data controller is CalSHRM mailing address of 700 Valley Street, Suite B, PMB 14859, Anaheim,  CA  92801.  CALSHRM is an organization based in the United States.

QUESTIONS
If you have any questions or complaints regarding this Privacy Statement or our websites, please contact us at Admin@calshrm.org.

CHANGES TO THIS PRIVACY STATEMENT
We will update this Privacy Statement from time to time, so please check back periodically.
If at any point we decide to use personal information in a manner that is materially different from that stated at the time it was collected, we will endeavor to notify you of such changes (e.g., we will post a revised Privacy Statement with a new effective date, display the word "updated" next to the Privacy Policy link on each page on the CALSHRM Websites, or otherwise), prior to implementing them.

PART I – CALSHRM WEBSITES PRIVACY POLICY
Throughout CALSHRM Websites, there are forms for visitors to request information, products, and services. We use personal information from these forms to provide the products, promotional materials, or Subscribers that you request.

Forms on the CALSHRM Websites that request financial information do so in order to bill you for products or services ordered. Unique identifiers (specifically, your CALSHRM member number) are collected from website visitors to verify the user's identity for access to restricted content or features on the CALSHRM Websites.

  • This Privacy Policy discloses CALSHRM's privacy practices and contains detailed information about the following:
  • What information do we collect?
  • What are "cookies" and how does CALSHRM use them?
  • Do we share information with third parties?
  • How do we use the information we collect?
  • How can you review and modify your personal information?
  • What is the opt-out policy for CALSHRM Websites?
  • Your California privacy rights
  • Your European privacy rights
  • What types of security procedures are in place to protect against the loss, misuse or alteration of your information?
  • How do CALSHRM Websites use bulletin boards, discussion lists, and moderated chats?


 1.     What information do we collect?
CALSHRM Websites collect the following personal information about site visitors:
a)    Site Use Information
CALSHRM collects technical information relating to each time a visitor comes to a CALSHRM Website, including IP address, browser type and version, time zone settings, browser plug-in types and versions, operating system and platform type (e.g. Internet Explorer browser on a Windows platform).
We may also collect information about your visit, including pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number.
Gathering this technical information helps us to learn what browsers we need to support and helps us determine what sections of CALSHRM Websites are most popular and how many visitors come to our site(s). You do not have to register with CALSHRM Websites before we can collect this information.

b)    Information You Give Us
You may provide personal information to us which may include your name, home and/or work email address, postal address, phone number and/or fax number, your employer and job title, demographic information about you including birth year, certification designation, etc., and if you are making a purchase, your credit card information. You are only required to provide such information if you want to take advantage of optional products and services provided through CALSHRM Websites.
CALSHRM collects personal information in the following ways from different parts of the CALSHRM Websites:
CALSHRM Subscriber Requests: You are sharing personal information with us when you join “One Voice” the CALSHRM newsletter through the CALSHRM Websites.
Other Registration: When registering for specific services we may ask for the same type of personal information. For example, if you subscribe to an e-mail newsletter, we will ask you to provide your e-mail address.
Online Purchases: When you make a purchase using the CALSHRM Store or when you subscribe to a CALSHRM publication through the CALSHRM websites we may also ask for the same type of personal information. The number and variety of useful services on CALSHRM Websites that may require the collection of personal information about you will continue to grow in the future.

2.     What are "cookies" and how does CALSHRM use them?
A cookie is a small text file containing a unique identification number that is transferred from a website to the hard drive of your computer. This unique number identifies your web browser to CALSHRM computers whenever you visit CALSHRM Websites.
The use of cookies is an industry standard, and cookies are currently used on most major websites. Most web browsers are initially set up to accept cookies. If you prefer, you can reset your browser to notify you when you have received a cookie. You can also set your browser to refuse to accept cookies altogether.
While CALSHRM does not require you to use cookies, keep in mind that certain services will not function properly if you set your browser to refuse all cookies. To help serve you better, CALSHRM generally uses cookies to:
Identify return visitors. Cookies let us remember your web browser so we can provide personalized member services such as CALSHRM search agents. Cookies also allow us to identify CALSHRM subscribers who are returning to the site.
Display advertisements. While we use cookies on other parts of our website(s), the cookies received with banner ads may be collected by the advertiser. These cookies allow CALSHRM to manage the delivery of ads.

3.     Do we share information with third parties?
Personal information collected through CALSHRM Websites is generally collected and maintained solely by CALSHRM or its contracted vendors.
We may share personal information in the following ways:
a)    Information You Give Us
Personal information provided when you register for services or products. When you provide personal information about you on CALSHRM Websites to register for a service, buy a product, or take advantage of a promotion CALSHRM reserves the right to sell or otherwise provide to selected third parties, mailing/information lists derived from such registrations.
If you wish to opt out of such list sales/distribution at any time, you may do so by following the directions in Item 6 below. We will not share personal information relating to individuals based in the EU unless you have provided your opt in consent. 
Information provided subscribing to CALSHRM. If you subscribe to CALSHRM or through the CALSHRM Websites, you provide personal information about you. CALSHRM reserves the right to sell or otherwise provide mailing/information lists concerning subscribers to selected third-parties.
If you wish to opt out of such list sales/distributions at any time during your CALSHRM Subscriber, you may do so by following the directions in Item 6 below. We will not share personal information relating to individuals based in the EU unless you have provided your opt in consent.

CALSHRM does not sell to third-parties, e-mail addresses obtained from subscribers.

Sensitive Personal Information.  CALSHRM does not share with third parties, sensitive personal information such as passcodes, social security numbers, credit card numbers, felony conviction information, or health information except as necessary to complete transactions requested by you and under strict confidentiality and security protections; nor does CALSHRM publish such sensitive personal information.

b)    Site Use Information
We disclose to third-party sponsors/advertisers aggregate statistics (i.e., impressions and click-throughs on a company's advertisement).
In addition, we may share aggregate website statistics with the media or other third parties. We do not disclose personal information to these sponsors/advertisers or other third parties as part of this process, only information in an aggregate form.

4.     How do we use the information we collect?
We use your personal information according to the terms of the Privacy Policy in effect at the time of our use. We will only process your personal information, including sharing it with third parties, where (1) you have provided your consent which can be withdrawn at any time, (2) the processing is necessary for the performance of a contract to which you are a party (including your Subscriber agreement with us), (3) we are required by law, (4) processing is required to protect your vital interests or those of another person, or (5) processing is necessary for the purposes of our legitimate commercial interests, provided your interests and fundamental rights do not override those interests.
We use personal information for the following purposes:
a)    Information You Give Us

  • We use the personal information you give us:
  • to carry out our obligations arising from newsletter subscription and any other agreement entered into between you and us
  • to provide you with the information, products and services you request from us
  • to arrange and deliver conferences, events and programming relevant to your job and subjects of interest
  • to respond to your questions and provide customer services
  • to improve the CALSHRM Websites
  • to send you CALSHRM publications, information about subscriber benefits and special offers, and other information that CALSHRM believes is relevant and useful to its subscribers, where you have not opted out of receiving such information
  • to send you third party information that CALSHRM believes is relevant and useful to you, where you have given your consent
  • to notify you about changes to your Subscriber or related services or to ask you to provide feedback
  • to enable you to partake in a prize draw, competition or complete a survey
  • to administer and protect our business and websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
  • to comply with all applicable laws or legal processes, including providing information on individual users to the appropriate governmental authorities where required by law enforcement or judicial authorities

a.   in matters involving a danger to personal or public safety, or to protect the rights, property or safety of CALSHRM, our subscribers, customers, certificants or others CALSHRM may voluntarily provide information to appropriate governmental authorities
b.   in some cases subscribers may receive products or services, which are paid for by their government employer, and as a result of payment by the government employer, the record must be open for public access pursuant to applicable law, such as the Florida Public Records Act, and CALSHRM will share such information pursuant to those laws

 b)    Site Use Information
As mentioned above, CALSHRM uses the aggregate, anonymous data collected to let our sponsors/advertisers know the number of impressions or views and the number of "click throughs" on their advertisement(s).
CALSHRM also uses this aggregate, anonymous data to perform statistical analyses of the collective characteristics and behavior of visitors to CALSHRM Websites; to measure user interests regarding specific areas of CALSHRM Websites; and to analyze how and where best to use our resources.
Without such data, we would not know which parts of CALSHRM Websites are the most popular, and we would not be able to change and update the content and services appropriately.

c)    Information Collected in Connection with Certification and Recertification

  • If you register for certification or recertification services, or for any other CALSHRM credential or certificate (e.g. CALSHRM California Micro-credential), CALSHRM uses any personal information you may provide doing so in the same manner as we do when you register for other CALSHRM products and services.  Without limitation of the foregoing, CALSHRM (and/or CALSHRM's certification or credential-related vendors) may use and disclose personal information, certification exam performance information, and/or assessment information related to any other CALSHRM credential or certificate in connection with (the following is a non-exclusive list of examples):
  • Listing all individuals who have achieved a CALSHRM certification in the CALSHRM Online Certified Directory
  • Sending notifications/reminders on the status of certification or other credential or certificate, information on professional development and recertification opportunities, and other news and communications of interest to the certified community or those holding any other CALSHRM credential or certificate
  • The scheduling and administration of exams
  • The preparation, review, updating, validation, accreditation and/or administration of the exams and exam preparation materials
  • Publishing information regarding a candidate/certificant/credential-holder/certificate-holder against whom disciplinary action has been taken and the reason for that action.

 Examples of how CALSHRM will not share a candidate's/certificant's/credential-holder/certificate-holder's personal information, certification exam performance information, or assessment information related to any other CALSHRM credential or certificate are as follows:
 CALSHRM will not share the names of candidates who do not pass the exam with the general public.
CALSHRM will not share information about an examinee's performance on individual exam items with any person or entity.
CALSHRM will not disclose any personal information related to requests for reasonable accommodation under the ADA, or under similar Non-US requirements, other than as reasonably necessary to review and/or provide that accommodation.

However, CALSHRM may disclose the above information as reasonably necessary in relation to the administration of the exam and exam program (e.g. to communicate ADA accommodations to our exam testing centers as necessary); to comply with the law, regulation, pursuant to court order or other legal process; in connection with the preparation, review, updating, validation, accreditation and/or administration of the exam or exam preparation materials; or to protect the rights, property or safety of CALSHRM, our subscribers, certificants or others.

d)    Exceptions           
On occasion CALSHRM collects personal information through CALSHRM Websites with the intent to afford a greater degree of privacy for such information than is otherwise set forth in this privacy policy. 
In those relatively rare situations where CALSHRM does so it will clearly disclose to you at the time it collects such information, what degree of privacy will be afforded to the personal information collected at such time; and CALSHRM will follow a process to assure that the specifically disclosed degree of privacy is in fact afforded to such information. 
For example, CALSHRM may collect survey information through a survey where CALSHRM's use of any personal information from that survey is more limited than the general CALSHRM Privacy Statement would otherwise allow; in such a case, CALSHRM will disclose the stricter privacy policy governing that survey information at the time such personal information is collected from the survey respondent.

5.     How can you review and modify your personal information?
You have the following options for modifying or causing to be deleted personal information or demographic information previously provided by you to CALSHRM.

E-mail: CalSHRM@CalSHRM.org

Or if you are a CALSHRM member you may also visit: Member Dashboard

Send mail to the following postal address: CALSHRM, 1800 Duke Street, Alexandria, Virginia, 22314, ATTN: Customer Care Department.

Call: 703-548-3440 or +1-800-283-7476.

6.     What is the opt-out policy for CALSHRM Websites?
CALSHRM provides subscribers and customers with the opportunity to opt-out of receiving communications from us and our partners. If you no longer wish to receive specific communications or services, you have the following options:
You can send an e-mail to: Admin@calshrm.com
You can send mail to the following postal address: CALSHRM, 700 N. Valley Street, Suite B, PMB 14859, Anaheim,  CA 92801Yo
You can call the following telephone numbers: +1-866 750-7190
Instructions for opting out of any CALSHRM e-mail newsletter you receive are included with each e-mail.

7.     Your California Privacy Rights
For California Residents Only.  CALSHRM may disclose your personal information to our subsidiaries or other third parties who may use that information to market directly to you.  As a California resident, you have the right to opt-out of having your personal information licensed to such third parties.  We will not share your information after we have received your notification that you are opting out.  If you wish to opt-out you have the following options:
You can send an e-mail to: Admin@calshrm.com
You can send mail to the following postal address: CALSHRM, 700 N. Valley Street, Suite B, PMB 14859, Anaheim,  CA 92801
You can call the following telephone numbers: +1-866 750-7190

8.     Your European Privacy Rights
For European Residents Only. If you are based in the EU, in certain circumstances, you have rights under the GDPR in relation to your personal information.
Request access to your personal information.  You may have the right to request access to any personal information we hold about you as well as related information, including the purposes for processing the personal information, the recipients or categories of recipients with whom the personal information has been shared, where possible, the period for which the personal information will be stored, the source of the personal information, and the existence of any automated decision making.

Request correction of your personal information. You may have the right to obtain without undue delay the rectification of any inaccurate personal information we hold about you.

Request erasure of your personal information. You may have the right to request that personal information held about you is deleted.

Request restriction of processing your personal information. You may have the right to prevent or restrict processing of your personal information.

Request transfer of your personal information. You may have the right to request transfer of personal information directly to a third party where this is technically feasible.

Where you believe that we have not complied with our obligations under this Privacy Policy or European data protection laws, you have the right to make a complaint to an EU Data Protection Authority, such as the UK Information Commissioner's Office.

If you wish to exercise your European data subject rights, you have the following options:
You can send an e-mail to: Admin@calshrm.com
You can send mail to the following postal address: CALSHRM, 700 N. Valley Street, Suite B, PMB 14859, Anaheim,  CA 92801
You can call the following telephone numbers: +1-866 750-7190

9.     What kinds of security procedures are in place to protect against the loss, misuse or alteration of your information?
CALSHRM Websites have security measures equal to or better than those reasonably expected in the industry.  CalSHRM outsources is registration to CVENT and Website services to GoDaddy, both have cutting edge security provisions in place to protect against the loss, misuse and alteration of your personal information under our control. While we cannot guarantee that loss, misuse or alteration to data will not occur, we take reasonable precautions to prevent such unfortunate occurrences. Certain particularly sensitive information, such as your credit card number, collected for a commercial transaction is encrypted prior to transmission.

PART II – CALSHRM PRIVACY POLICY FOR INFORMATION COLLECTED OTHER THAN THROUGH CALSHRM WEBSITES

If you submit personal information to CALSHRM through any channel other than CALSHRM Websites, the same privacy rules set forth at Part I above for CALSHRM Websites will be applied to such personal information you submit through channels other than CALSHRM Websites (including without limitation your opt-out rights at Part I, Section 6 above), except as follows:
 
The "cookies" and other tracking devices used by CALSHRM Websites and described in Part I above do not apply to personal information gathered through channels other than CALSHRM Websites.

Hard copy personal information provided to CALSHRM which is not converted to electronic media and hosted by CALSHRM will be subject to different security procedures than will stored electronic personal information. CALSHRM has security measures equal to or better than those reasonably expected in the industry, in place to protect against the loss, misuse and alteration of your hardcopy personal information under our control.

When CALSHRM collects personal information through channels other than CALSHRM Websites it may in some instances apply a different privacy policy to such information; but where it does so it shall conspicuously disclose to you at the time of collection what privacy policy will apply to such information.  For example, CALSHRM may collect survey information through a survey where CALSHRM's use of any personal information from that survey is more limited than the general CALSHRM Privacy Statement would otherwise allow; in such a case CALSHRM will disclose the stricter privacy policy governing that survey information at the time such personal information is collected from the survey respondent.