Revised: Effective 24 May 2018
What this policy covers
Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:
What information we collect about you
Account and Profile information: We collect information about you when you apply for membership, create or modify an account, create or modify your member search directory profile, set communication preferences, participate as a speaker, author, wiki contributor or volunteer, and when you register for, subscribe to, or make purchases for SEG products and services.
Payment information: We collect certain payment and billing information, such as payment card details, which we collect and process in accordance with PCI DSS standards. When you designate a billing representative, we collect personal information about that representative including name and contact details.
How we use information we collect
To provide services and personalize your experience: We use information about you to authenticate you when you sign in and notify you according to your communication preferences that you have given specific consent to receive. We will update you regarding the delivery of products or services you may expect from SEG. This includes notification of new membership benefits you may qualify for, such as a free associate membership after graduation, or emeritus membership based on your birth date. We also will contact voting members regarding elections, scholarship and travel grant applicants during the awarding process, as well as information regarding the status of your orders for products and/or services.
To market, promote and drive engagement: We use your contact information and your communication preferences to send newsletters and promotional communications that you have given your consent to receive. The communications are aimed at driving engagement and maximizing what you get out of SEG. You can control what communications you receive from us by signing into your account online and managing your communication preferences in our communications center. You may also contact us.
How we share information we collect
Third Parties Performing Services: We employ the services of third party processors in order to deliver quality products and services to you. Your information is shared at the time you elect to utilize the benefits of those services. Only the minimum information necessary to fulfill those services is shared with the third party processors. For example, when you elect to receive communications through your communication preferences center, we share your contact information and preferences with our email marketing service provider for the delivery of specific emails and then your information is returned to us or destroyed. If you take a competency test, your information is provided to the competency management processor for the sole purpose of delivering the competency test, results, and support services. If you publish through the SEG, your information is provided to vendors that provide publishing services. Those processors include, but are not limited to our email marketing, competency management, publishers, online collaboration communities, on-demand learning, digital library, survey providers, career center, scholarship or travel grant applications, or from downloading and signing in to any of our mobile applications. In these instances, only the information absolutely necessary to deliver the service is provided and is then returned to SEG or deleted once the service is complete. Your information may not be used for any other purpose.
Third Party Marketers/SEG Partners: We do not share your information with third party direct marketers or SEG Partners for any reason except if you register through SEG for a partnered event. In those cases, we will securely transfer your registration and contact information to the host of the event. If you do not wish to hear from SEG about products and services that SEG Partners offer, please do not opt-in to SEG Partner Events in your communications center.
Third Party Advertisers: We do not share personal data with the advertisers for any advertisements that are displayed on our website. We do use a 3rd party service to provide such ad functionality, but personal information is not shared that would identify you.
Membership Directory: All SEG members receive a profile that appears in the Member Directory online. Your member profile is automatically populated with information you provide, including your name, membership status, business address, business phone, business, fax, and primary e-mail. Additional profile information is available to be populated by you. You may also select to hide or display your entire profile, or only select individual fields to display via your “My Account”. All members will be able to view your full profile, according to your privacy settings. The public is able to view basic information (name, city, country) within the Member Search results if your profile is enabled.
Company Controllers: Company controllers are able to register you, on your behalf, for an event as an employee or guest of their company. A company controller is required to enter your name and email address. If we find a match on email address, that registration will be added to your account history, but no personal information is shared with the Exhibitor Controller other than the data they entered. If an email match is not found, a new account is created and you will receive an email indicating the order was processed on your behalf. You may then access your account online and manage your account at any time. Please see the How to access and control your information section below.
How we store and secure information we collect
Data Retention: We retain your contact information and transactional history with SEG for so long as necessary to fulfill the legitimate interest of the association, for the duration of the business or contractual relationship, for historical information and legal requirements.
Security: We take technical, physical and administrative measures to safeguard the confidentiality, integrity and availability of the data you provide to our organization. We take similar measures to evaluate the security of the third party processors we employ.
How to access and control your information
My Account: You may access your account online upon successful sign in to update your contact information, view your membership summary, manage your communication preferences, manage your privacy settings, update your membership directory profile, manage your volunteer profile and view your purchase and donation history. If you have further questions about your data, or objecting to certain forms of processing you may contact us.
How we transfer information we collect internationally
Our offices, web site hosting and data centers are located in the United States, with regional offices in China and the United Arab Emirates. Your information is securely shared between the offices in order to deliver products and services.
Other important privacy information
Our Policy towards children: Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16 years of age. If we become aware that a child under 16 years of age has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us.
If you have further questions about your data, or objecting to certain forms of processing you may contact us by post at:
Society of Exploration Geophysicists
8801 S. Yale Ave. Suite 500
Tulsa, OK 74137
or by email at firstname.lastname@example.org.