What Information We Collect
We collect both personal and non-personal information.
For the purpose of this policy, when we use the term "personal information" we mean information that is collected in conjunction with a name. For individuals who register on our site this may include your email address, telephone number, physical address, and zip code. For individuals who decide to register for an event or make a purchase through our website, this may also include payment information necessary to complete a wire transfer, such as financial account number. Please note that when you use a payment card to make a purchase through our website, such as a credit or debit card, your payment information, such as payment card and billing address, is collected and processed by a third party. This information is not collected or processed by Keystone Symposia.
When we use the term "non-personal information" we mean information that is not collected in conjunction with your name, such as survey data that does not include your name.
How We Collect Information
- By Asking. We may collect some information from you by asking that you provide it to us.
For instance, when you register for our site, we may ask you for your name, email address, and the
institution you represent. When you register for a meeting, we may ask you to provide us with
certain information, such as your physical address and payment information. In addition, we may
receive your name and email address from third-party companies who believe you may be interested
in attending our meetings, and we allow visitors to our site to enter the name and email addresses
of people who might be interested in receiving information about Keystone Symposia. If you decide
that you do not want to be on our mailing list, you can "opt-out" from receiving such emails by
clicking on the "unsubscribe" link provided at the bottom of every commercial email.
- Cookies. A "cookie" is a small data text file that is placed in your browser and allows
among other things, measure activity and to personalize your experience. If you choose, you can set
your browser to reject cookies or you can manually delete individual or all of the cookies on your
computer by following your browser's help file directions. However, if your browser is set to reject
cookies or you manually delete cookies, you may have some trouble accessing and using some of the
pages and features that are currently on our website, or that we may put on our website in the future.
- Web Beacons. A web beacon is an electronic file on a web page that allows us to count and
recognize users who have visited that page. Among other things, a web beacon can be used in HTML-formatted
email to determine responses to our communications and measure their effectiveness – for instance, if you get
an email from us and click on a link in that email to go to our website. You can generally avoid web
beacons in email by turning off HTML display and displaying only the text portion of your email.
- Internet Protocol (IP) Address. As you enter our website, we capture and retain the IP address of the device you are using, such as a personal computer or a mobile device.
How We Use Personal Information
When you register for a Keystone Symposia meeting, we may contact you regarding your participation in a conference (such as scheduling and logistics). Additionally, we may use your contact information, such as email address, to provide you with information regarding other Keystone Symposia conferences and other information we believe may be of interest to you, like newsletters or announcements. We may also occasionally conduct surveys by email that solicit information and feedback. Although in the majority of instances these are anonymous, we may also send surveys to scholarship and travel award winners who attend our meetings; in these cases, we may ask for names so that we may report back to our funding sources.
If you decide that you do not want to be on our mailing list, you can "opt-out" from receiving such emails by clicking on the "unsubscribe" link provided at the bottom of every commercial email. Please note that if you choose to opt-out, we will still send you email relating to specific conferences for which you register, or email that we believe is pertinent to any communication that you have sent to us, or relationship that you may have with us. If you decide at a later time that you would like to receive email announcements or newsletters from us, you can re-add yourself to our communication list.
We may also ask users of our Site to provide additional information, including gender, ethnicity, citizenship, degree, occupation, and information about scientific interests, which we may use to help foster a diverse scientific community. This information may be made available in an online networking database on our website available only to registered users.
We also accept donations from individuals through our website to support scholarships and the Keystone Symposia organization. When you make a donation, Keystone Symposia collects your name, and, if you choose to be recognized, Keystone Symposia may publish the name you indicate at the time you make a donation; however, if you wish to remain anonymous, you can indicate this at the time you make your donation. When you use a payment card to make a donation, your payment information, such as a credit or debit card, is collected and processed by a third party. If you pay by check, we may collect information to process the payment, such as your name and address. Additionally, when you donate, we may collect your email address so that you may receive email announcements or newsletters from us. If you decide that you do not want to be on our mailing list, you can "opt-out" from receiving such emails by clicking on the "unsubscribe" link provided at the bottom of every commercial email.
If you are being considered for a Board of Directors or Scientific Advisory Board position or assist with our programming activities, we may ask you to submit certain information, such as your Curriculum Vitae, resume, and letters of recommendation. If you apply for a scholarship from Keystone Symposia, we may collect information to help us choose recipients of scholarships, such as letters of recommendation.
We may post general contact information, such as name, job title, and the institution you represent, on our website, but this is information is only available to registered users. This information may also be made available to registered participants of Keystone Symposia events by scanning a bar code on the participant's badge. Some of the information you provide on our website may also be made available on our mobile application, such as your name, institute, email address, and, if you are a speaker or abstract presenter, information about your topic of presentation. Please note that information on our mobile application can be accessed by the general public. If you do not wish to have your email address publicly viewable on our website or our mobile application, you may click here to opt-out on the Contact/Login Information section on your account.
How We Share the Information We Collect
- Our Service Providers. We may share your personal information with service providers that
perform services on our behalf, for example, companies that help process payments and collect billing
information on our behalf. Our service providers are required by contract to protect the
confidentiality of the personal information we share with them and to use it only to provide
specific services on our behalf.
- Law Enforcement and Legal Process. We may report to law enforcement agencies any activities
that we reasonably believe to be unlawful, or that we reasonably believe may aid a law enforcement
investigation into unlawful activity. In addition, we reserve the right to release your information
to law enforcement agencies if we determine, in our sole judgment, that the release of your information
may protect the rights, property, or safety of Keystone Symposia, or another person.
- Sharing Your Information as Permitted by Law. We may share your information with others
as required by, or permitted by, law. This may include sharing your information with governmental entities,
or third parties in response to subpoenas, court orders, other legal process, or as we believe is necessary
to exercise our legal rights, to defend against legal claims that have been brought against us, or to
defend against possible legal claims that we determine in our sole discretion might be brought against us.
- Sharing Your Information With Third-Party Researchers and Grant Institutions. We may decide to
share some of your information, such as your name and the name of your institution, with third parties for
research purposes. Examples might include partnering with a university or research institute to study
conference outcomes, such as the subsequent publication or grant success of attendees. When we share
your information with third-party researchers, these third parties are required by contract to protect
the confidentiality of the personal information we share with them and to use it only for research purposes
and may not use your information for direct-marketing purposes. In addition, we may share aggregate data
with grant institutions to help us apply for grants that assist with our programs, such as scholarships
and diversity initiatives. This aggregate data is anonymous information and cannot be identified
personally with you. Please note that if you are a speaker or organizer we may share your personal information
with grant institutions in non-aggregate form.
- Business Transition. In the event that we, or any portion of our assets, are acquired or we
undergo a transition in our business, your information may be transferred to the acquiring company or
other entity surviving such a transition.
- Keystone Symposia Meetings. If you attend a Keystone Symposia meeting, we may publish some of your information. For example, full contact information of those who have registered for a Keystone Symposia meeting may be published in the meeting book and mobile application for the meeting. Attendee names and institutions may be listed on our website and on our mobile application. We may share your contact information with organizers and speakers of a conference to assist them with the duties of planning and organizing the meeting. We may also publish information such as attendee names, education or professional background, or photographs in material produced by Keystone Symposia, and photographs of meeting interactions may be used in our marketing literature. Additionally, we may publish this information for Board Members, the Scientific Advisory Board, Keystone Symposia Fellows and other people who participate in programming or other Keystone Symposia activities.
How We Secure Personal Information
We take reasonable and appropriate measures to help keep information secure, and to help prevent it from becoming disclosed to individuals who are not described in this policy. For example, we use appropriate and reasonable encryption methods and physical safeguards to help keep sensitive information secure, and we store sensitive information on secure servers. Additionally, we are compliant with the Payment Credit Industry Data Security Standards. While we attempt to follow these reasonable procedures to try to protect the information in our possession, no security system is perfect and we cannot promise, and you should not expect, that your information will remain secure in all circumstances.
Do Not Track Signals. Some web browsers and devices permit you to broadcast a preference that you not be "tracked" online. At this time we do not modify your experience based upon whether such a signal is broadcast.
Children. We do not provide products and services to children, or knowingly collect or solicit information from children under the age of 13.
How We Communicate With You
160 U.S. Highway 6, Suite 200
PO Box 1630
Silverthorne, CO 80498
If we need, or are required, to contact you concerning any event that involves your information we may do so by email, telephone, or mail.
Effective Date: December 27, 2013