Who we are
Philadelphia Chapter of the Association for Women in Science
Our website address is: https://awisphl.org.
What personal data we collect and why we collect it
Chapter Information Forms – these forms are used to join the Chapter mailing list or to update one’s record with the Chapter.
In most cases, we require only your first and last name (to determine membership status vs. AWIS National’s membership records) and email address, however, additional information, such as, but not limited to mailing address, phone number(s), employment status, employer, job title, highest degree, and degree discipline may be provided voluntarily.
For students and postdoctoral fellows, i.e., those who are exempt from chapter dues, we collect additional information, including school/institution where enrolled/employed, program or degree, anticipated completion date, and prior degrees/disciplines to verify their status as students or postdoctoral fellows. As above, additional information may be provided voluntarily.
We will use your email address to communicate with you about our events and activities, share information we believe is relevant to our audience, send notices regarding our awards and elections, provide information you have requested, and for administrative purposes. You may opt out of receiving future information via email by using the unsubscribe procedures specified in the email message.
When you send email or other communications to us, we may retain those communications in order to process your inquiries, respond to your requests and improve our services.
Ballot – As voting is limited to active members, we require your email address on your ballot to verify voting eligibility.
Event Registration – In order to register for an AWIS-PHL event, you must provide your first and last name and email address as well as how you wish your name to appear on your name tag. Your name is required for event site security purposes, and your email is needed in case we have to contact you with questions, changes, or cancellations. Voluntarily provided information may include additional contact information, affiliation, or other input as may pertain to a particular event (i.e., meal selection).
Travel Award Applications – The information collected on the Travel Award Submission Coversheet along with the accompanying documentation (CV or resume, abstract, statement, and letters of recommendation) are required for the evaluation and selection process and so as to be able to reach the applicant as needed.
Miscellaneous – We collect the names and email addresses of those who participate in AWIS-PHL programs such as our Mentoring Circles, Science Carnival Lab Coat Program, etc., in order to provide appropriate services to those individuals.
Who has access to your data
Your data may be accessed by any member of the AWIS-PHL Board or their designees, all of whom understand and respect the confidential nature of your data. We are committed to protecting your privacy and want to make sure that you understand that your information will be handled with the utmost care.
Who we share your data with
Your data may be shared with AWIS National, partner organizations co-sponsoring or co-hosting an event, or security personnel at an event site. Except for the foregoing, your data will not be sold, rented, loaned, or otherwise disclosed without your permission.
How long we retain your data
Your data is retained indefinitely. It is kept locally by members of the AWIS-PHL board or their designees or in cloud storage on password protected sites.
What rights you have over your data
You may request that we delete your data at any time by contacting firstname.lastname@example.org. However, data required for active membership in AWIS/AWIS-PHL may not be deleted unless membership is withdrawn.
Our website contains numerous links to sites developed by other organizations and companies. Be aware that other sites’ privacy policies may differ from ours and we have no influence over third-party privacy policies.
What third parties we receive data from
We may receive data from third parties, such as event co-sponsors or co-hosts, as may pertain to a particular event.
The preferred method for submitting payments (such as meeting registration and donations) is via a link to PayPal for which PayPal’s privacy and usage policies apply. You may pay by cash or check.
Opt-out for the European Union and Other Users
In accordance with EU and other guidelines, you may decline to provide the information requested by the AWIS-PHL. Please be advised, however, that AWIS-PHL may be unable to provide certain services unless such information is provided for security and identification purposes.
Last Modified May 25, 2018