Updated April 28, 2017
WHAT INFORMATION DO WE COLLECT AND HOW IS IT COLLECTED?
Types of Information We Collect.
We collect several types of information from and about you and other users of our Sites, including: (i) personally identifiable information; and (ii) non-personally identifiable information, both as defined below:
Personally Identifiable Information:
Our definition of personally identifiable information includes any information that may be used to specifically identify or contact you, such as your name, postal and email addresses, phone number or bank, debit or credit card information. In certain circumstances, we may request, allow or otherwise provide you an opportunity to submit your personally identifiable information in connection with a feature, program, promotion, sale or some other aspect of our Sites. Certain information may not be personally identifiable when standing alone (e.g., your age), but may become so when combined with other information (e.g., your age and name). Whether or not you provide this information is your choice; however, in many instances this type of information is required to participate in the particular activity or service, realize a benefit we may offer or gain access to certain content through our Sites.
Our definition of non-personal information is any information that does not personally identify you. Non-personal information can include certain personally identifiable information that has been de-identified; that is, information that has been rendered anonymous. We obtain non-personal information about you from information that you provide us, either separately or together with your personally identifiable information. We also automatically collect certain non-personal information from you when you access our Sites. This information can include, among other things: (1) your IP address or other unique identifiers that are automatically assigned to your computer, mobile or other device used to access the Sites; (2) the domain name of your Internet service provider; (3) the type of browser you are using (e.g., Internet Explorer, Firefox, Safari, etc.) and/or the operating system you are using (e.g., Vista, Windows XP, Mac OS, etc.); (4) the third party website from which your visit originated; (5) the search terms you use on our Sites; (6) the specific areas within our Sites that you visit; (7) the time of day and duration of your visits; and (8) the number of unique views received by the pages of the Sites. While not all of the information that we collect from users is personally identifiable, it may be associated with personally identifiable information that users also provide to us.
Additionally, certain information regarding your computer systems, network locations, IP address and software may be communicated to us in certain circumstances by the digital rights management systems associated with certain Content that you download or access via the Sites in order to prevent unauthorized use or distribution of the associated Content.
Personal Information You Provide.
We collect personal information when you voluntarily provide it to us. For example, we may collect your personal information, such as your name, address, email address, demographic information, and payment information, when you complete your online profile, submit a membership application, make a purchase such as a book or conference registration, complete a survey, send an email to us through our “Contact Us” feature, make a donation, or provide information via paper forms or in-person interactions (e.g., making a purchase at an on-site conference).
Content You Post.
We allow users to post or provide content via the Sites, including questions, comments, blog posts, file uploads, document submission, and wiki contributions, (collectively, “User Postings”) and you may choose to contribute User Postings to our community and on our Sites. Because your User Postings are associated with your profile, they may be identifiable to us and to other users. Please do not include any personal information as part of your User Postings, particularly sensitive information. Your use our Sites and any features we offer at your own risk, and we cannot be held responsible for any use of the personal information that you may include as part of your User Postings.
Technical Information Collected Automatically.
We automatically record several types of technical information when you use our Sites, including through the following methods:
Web server log information — Standard information automatically collected in web server logs, including but not limited to, IP address, web browser type, and pages accessed in order to create reports of common website metrics such as page views, time spent on a page, and clicks on a page.
Email open and click-throughs — We collect information about whether you have opened email messages from us and/or clicked on links in those emails. This helps us evaluate the relevance of the content in our communications.
Visits to shortcut website addresses — Some published website addresses such as ICMA.org/311 are shortcuts that redirect you to a page with a longer address. When a redirect is initiated, we log shortcut website address, date, time, and IP address.
Log-ins and attempted log-ins — When you create a user account, log in, log out, or attempt to log in with invalid credentials, we record the date, time, your user ID (if you are logged in), IP address, the website address (URL) you accessed, web browser type, and a description of the event, which would include email address if you entered one as a username.
HOW IS THIS INFORMATION USED?
Content and Feature Presentation and Development.
We use the information we collect about you to administer and present the Sites and its Content to you, including to provide you with information, products, memberships, or services that you request from us, to fulfill any other purpose for which you provide it, to provide you with notices about your account/membership, including expiration and renewal notices, to allow you to participate in interactive features on our Sites, and for research regarding the effectiveness of the Sites and the business planning, marketing, advertising and sales efforts of our company and our trusted affiliates, independent contractors, and business partners.
We also use the information we collect about you to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection.
We may also use the information we collect about you to generate reports on website activity and to conduct analysis for internal use. The purpose of this analysis may include, but is not limited to, improving content and functionality, and customizing your experience on the Sites based on your activity and preferences.
We may use the information to contact you for market research and to inform you of products and services we offer. We may also use your information to contact you or allow third parties to contact you about third parties’ goods and services that may be of interest to you. We may send emails that may contain information regarding third party products or services; however, this does not necessarily mean that we have traded your personal information to any party.
We may use the information we have collected from you to enable us to display advertisements to our advertisers’ target audiences. Even though we do not disclose your personal information for these purposes without your consent, if you click on or otherwise interact with an advertisement, the advertiser may assume that you meet its target criteria.
To learn how to change your marketing settings, please see the section below titled, “What choices do you have about how your information is shared?” To the extent applicable, to opt out of further communications from a marketing partner or sponsor with whom your information has been shared, please contact that partner directly.
Aggregate Reports and Deductions.
We reserve the right to create aggregate reports about your activity and may share these reports to third parties for the purposes of demonstrating the value of our Sites, selling advertising, or building partnerships with other organizations.
Combining Information from Other Sources.
We may combine the information we collect from you directly with other information about you that we collect from other sources. For example, we may import census data that would let us know the population of the community where you work. We may update or add to your record when we receive information about you from external sources such as data provided by other organizations with whom we work.
We may also disclose your information to law enforcement and other governmental authorities pursuant to the section entitled “With whom may we share this information?”.
We may also use your information in any other way that we may describe when you provide the information or for any other purpose with your consent.
WITH WHOM MAY WE SHARE THIS INFORMATION?
Affiliated Companies and Service Providers.
We may disclose personally identifiable information collected from you and other users to our parent, subsidiary, and other related companies and trusted affiliates, to independent contractors, and to business partners who will use the information for the purposes outlined above, including as necessary to provide the Sites themselves, our mobile apps, the products and services offered by the Sites (including processing banking and credit card information for your transactions with us), to assist us with our advertising efforts, to help us analyze our data so that we can better understand usage trends and for the specific purposes for which the information was collected.
State Associations and Other Nonprofit Organizations.
We may share your personal information and other membership information (for example: name, title, employer, mailing address, email address, business phone number, membership status, event registration status) with partnering nonprofit organizations, including without limitation state associations of local government management, the National League of Cities, the National Association of Counties and our licensee, ICMA-RC. Your information may be used by these other organizations for communications and to invite you to special events such as receptions at conferences.
Candidates Seeking Election to the ICMA Board.
For only those users with memberships and that are eligible to vote to fill ICMA Board positions, petition candidates for the ICMA Board may purchase access to ICMA voting members’ email addresses for up to two email solicitations to those members. If you are an ICMA member, you may choose not to have your email address shared with petition candidates by changing your privacy and communication preferences in the “My Account” area of the website. You can access this section by selecting the “My Account” link in the top right corner of all ICMA webpages.
We may share our membership lists with our corporate partners and their customers, and inform a corporate partner of the membership status of those customers. This enables our corporate partners to contact their customers who are also a member of our Sites for certain business purposes, such as participation in focus groups. We may also contact you on behalf of a corporate partner without sharing your contact information with the corporate partner.
Mailing Lists Renters.
We may share your information (e.g., your name, job title, and contact information) to a mailing list rental company, who may provide your information to organizations whose products or services may be of interest to you. If you prefer not to be included on these lists, you may opt out using the methods outlined in the section titled, “What choices do you have about how your information is shared?”
Legal Purposes and Required Disclosures.
We may disclose information about you to law enforcement agencies, governmental officials or other third parties in response to a subpoena, court order or legal procedure. We also reserve the right to disclose your information if we believe in good faith that the disclosure of information is necessary to (1) prevent imminent physical harm or financial loss to us; (2) prevent or report suspected illegal activity; (3) protect anyone’s rights, property, or safety; or (4) enforce any of our terms and conditions.
Merging or Acquiring Business Entities.
We may share your information with other business entities, should we plan to merge with or be acquired by that business entity or in connection with a partial or total sale of assets, bankruptcy, or another corporate change.
When You Otherwise Consent.
We also reserve the right to share your information with third parties when you explicitly ask us or provide your consent to send your information to such third parties.
WHAT CHOICES DO YOU HAVE ABOUT HOW YOUR INFORMATION IS SHARED?
Choices about what is Visible in Your Profile.
When you create a profile on our Sites, we request that you submit certain personal information, including optional information like your birth date and gender. When you complete your user profile you will have the option of limiting what information is visible. You are not required to provide any optional information and it will not appear in our member directory if you so choose. Other personal information, however, such as when you select your home address or phone number as your primary address, will appear in the member directory. You will have the option of limiting what information is visible by logging in and clicking “Edit Profile” at the top right. On the screen where you enter contact information, set the “Who can see this?” option at the right for each section of information.
Choices about Whether Your Information is Shared with Other Organizations.
You may choose not to have your contact information shared with certain third parties, such as state associations, affiliates, and our partnering nonprofit organizations. You also may choose not to have your mailing information shared with our strategic partners and other private sector companies. You may change your privacy and communication preferences by going to the “My Account” area of the site. You can access this section by selecting the “My Account” link in the top right corner of our Sites.
WHAT ABOUT LINKS TO THIRD PARTY WEBSITES?
DO YOU COLLECT ANY INFORMATION ABOUT CHILDREN?
Our Sites are general audience websites and are not directed to children under the age of 13 and we restrict the use of our service to individuals age 18 and above (or 13 and above with parental consent). No one under age 13 may provide any information to or on the Sites, and we do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Sites or on or through any of its features/register on the Sites, make any purchases or subscriptions through the Sites, use any of the interactive or public comment features of this Sites or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name. If we learn we have collected or received personal information from a child under the age of 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under the age of 13, please contact us at:
Attn: Compliance Officer
777 North Capitol Street, NE
Washington, DC 20002
WHAT ARE MY RIGHTS IF I AM A CALIFORNIA RESIDENT?
California Civil Code Section 1798.83 permits our users who are California residents to request and obtain from us information about the personally identifiable information (if any) we disclosed to third parties for direct marketing purposes in the preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to:
Attn: Compliance Officer
777 North Capitol Street, NE
Washington, DC 20002
Under California law, website and online service operators are also required to disclose how they respond to web browser “do not track” signals or other similar mechanisms that provide consumers the ability to exercise choice regarding the collection of personal information about a consumer’s online activities over time and across third party websites, to the extent the operator engages in that collection. At this time, we do not track our customers’ personal information over time and across third-party websites and therefore this requirement does not apply to us. California law also requires website and online service operators to disclose whether third parties may collect personal information about their users’ online activities over time and across different sites when the users use the operator’s website or service. It is our policy not to permit unauthorized third parties to collect personal information directly from users on our Sites.
WHAT ABOUT THE SECURITY OF INFORMATION ON THE SITES?
When you submit information to us through our Sites, you should be aware that your information is transmitted across the Internet and that no method of transmission over the Internet is completely or 100% secure. While we take reasonable precautions to protect your information, you also need to ensure you take appropriate steps to protect your information. We have implemented security measures we consider reasonable and appropriate to protect against the loss, misuse and alteration of the information under our control. Please be advised, however, that while we strive to protect your personally identifiable information, other information and privacy, we cannot guarantee or warrant the security of any information you disclose or transmit to us online, and we are not responsible for the theft, destruction or inadvertent disclosure of your personally identifiable information or any other information. In the unfortunate event that your “personally identifiable information” (as the term or similar terms are defined by any applicable law requiring notice upon a security breach) is compromised, we may notify you by e-mail (at our sole and absolute discretion), to the last e-mail address you have provided us, in the most expedient time reasonable under the circumstances; provided, however, delays in notification may occur while we take necessary measures to determine the scope of the breach and restore reasonable integrity to the system as well as for the legitimate needs of law enforcement if notification would impede a criminal investigation. From time to time, we evaluate new technology for protecting information and, when appropriate, we upgrade our information security systems.
WHAT ABOUT WORLDWIDE TRANSFER AND PROCESSING OF PERSONAL INFORMATION?
We, as the owner of the Sites, are based in the District of Columbia in the United States of America. We provide the Sites for use only by persons located in the United States. We make no claims that the Sites or any of its Content is accessible or appropriate outside of the United States. Access to the Sites may not be legal by certain persons or in certain countries. If you access the Sites from outside the United States and/or transmit any information or data from outside the United States into the United States, you do so on your own initiative and are solely responsible for compliance with all local laws.
Additional User Warranties.
To the maximum extent allowed by law and as a condition of the use of the Sites and any features therein, you agree to release us and our affiliates, directors, officers, employees and agents, from any and all liability and obligations whatsoever in connection with or arising from your use of the Sites and any information that you provide to us. If at any time you are not happy with the Sites or the collection of any of your information or object to our use of your information, your sole remedy is to cease using the Sites.
We have the right to control the defense of any claim and all negotiations for settlement or compromise, and you agree to fully cooperate with us in doing so.
TO THE MAXIMUM EXTENT ALLOWED BY LAW, THE CONTENT AND FEATURES OF THE SITES ARE PROVIDED “AS IS” AND WITHOUT REPRESENTATIONS OR WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF ACCURACY, RELIABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND/OR NONINFRINGEMENT. WE DO NOT REPRESENT OR WARRANT THAT ANY SUCH FEATURES WILL OPERATE IN AN UNINTERRUPTED OR ERROR-FREE FASHION, THAT DEFECTS WILL BE CORRECTED, THAT THE SITES OR THE SERVER ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS, OR THAT THE CONTENT OF THE SITES WILL MEET YOUR EXPECTATIONS. ANY CONTENT OR OTHER MATERIAL ACCESSED, DOWNLOADED OR OTHERWISE OBTAINED THROUGH THE USE OF THE SITES AND ANY INFORMATION YOU SHARE THROUGH THE SITES IS DONE AT YOUR SOLE RISK, AND YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOUR COMPUTER SYSTEM OR LOSS OF DATA THAT RESULTS FROM THE DOWNLOAD OR TRANSMISSION OF ANY SUCH CONTENT, INFORMATION, OR MATERIALS.
LIMITATIONS OF LIABILITY
TO THE FULLEST EXTENT PERMISSIBLE UNDER APPLICABLE LAW, WE AND OUR DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, AND SUBCONTRACTORS SHALL NOT BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO, DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA OR OTHER INTANGIBLE LOSSES (EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES), RESULTING FROM (1) THE USE OR THE INABILITY TO USE THE SITES; (2) THE COST OF PROCUREMENT OF SUBSTITUTE PRODUCTS AND SERVICES RESULTING FROM THE INABILITY TO ACCESS OR UTILIZE ANY PRODUCTS, DATA, INFORMATION OR SERVICE PURCHASED OR OBTAINED OR MESSAGES RECEIVED OR TRANSACTIONS ENTERED INTO THROUGH OR FROM THE SITES; (3) UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR TRANSMISSIONS OR DATA; OR (4) ANY OTHER MATTER RELATING TO THE SITES OR YOUR SHARING OF INFORMATION ON THE SITES. IN NO EVENT SHALL OUR TOTAL LIABILITY TO YOU FOR ALL DAMAGES, LOSSES, AND CAUSES OF ACTION (WHETHER IN CONTRACT, TORT (INCLUDING, BUT NOT LIMITED TO, NEGLIGENCE) OR OTHERWISE EXCEED THE AMOUNT PAID BY YOU, IF ANY, FOR ACCESSING THE SITES.
SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF CERTAIN WARRANTIES OR THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES. ACCORDINGLY, SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.
Furthermore, you agree that:
(1) you will only sue us as an individual;
(2) you will not file or participate in a class action; and
(3) you hereby irrevocably and unconditionally waive any right you may have to a jury trial.
Additional Legal Considerations.
The prevailing party will be entitled to reasonable fees of attorneys, accountants and other professionals, and costs and expenses in addition to any other relief to which such prevailing party may be entitled in any action at law or in equity.
WHO SHOULD YOU CONTACT ABOUT OUR PRIVACY PRACTICES?
Attn: Compliance Officer
777 North Capitol Street, NE
Washington, DC 20002 or at CustomerServices@icma.org.
Copyright © 2017 International City/County Management Association (ICMA) and the Alliance for Innovation (AFI). All rights reserved.