Phi Delta Theta Privacy Notice
As of October 19, 2023
Phi Delta Theta (“we,” “us,” and “our”) cares about privacy, believes in transparency, and is committed to being upfront about our data protection practices, including how we treat your personal information. This Privacy Notice explains how we collect, store, share and use (“process”) the personal data we collect from you when you engage with us in-person, through phideltatheta.org (“Website”), and through myPhiDelt (“Membership Portal”).
Our Website may contain links to external websites, and if you follow a link to any of these websites, please note that these websites have their own privacy notices.
When and what personal data do we collect?
We collect the following personal data you provide us when you register for and login to myPhiDelt:
- Your myPhiDelt username and password
- Membership status
- Personal data you provide to create your profile, including name, email address, address, phone number, social media information, college/university attended, graduation year
- Personal data you provide to complete scholarship applications, including scholarship eligibility, student id, transcripts, household income, citizenship
- Other information you may opt to share with us, including date of birth, race/ethnicity, emergency contact information, information about your family, employment history, civic/social engagement or volunteering roles, photographs, and videos from events
We collect the following personal data you provide us when you engage with us through webforms our Website:
- Your contact information, including: name, email address, phone number (home, work or mobile), social media information
- Your education information, including college/university, year in school
- Optional information, including Phi Delta Theta Chapter, address, job title/role on campus, graduation year, date of birth
We collect your contact information including name, email address, address, phone number when you attend an in-person event or volunteer and do not have an account in myPhiDelt.
We collect your name, address, email address, and phone number when you contact us to express interest in being a donor to our organization.
We collect your name and phone number when you opt-in to participate in our Mobile Messaging, see the Mobile Messaging section below for more information.
We may collect your name, email address, and phone number from someone other than you when:
- A member registers you on your behalf for an event
- An undergraduate member provides parent/guardian contact information required in myPhiDelt
- A member or person refers you to us for membership or volunteering
- Through partnerships and co-sponsored events
- To manage recruiting efforts at the chapter-level
We also automatically collect personal data from your engagement with our Website and Membership Portal, including your interactions with our webpages and webforms, URL clickstreams (the path you take through our site), pages viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other similar actions. For more information about cookies used on our website, please see our Cookie Notice.
Sensitive Personal Data & Children’s Data
Does Phi Delta Theta collect sensitive data?
As noted above, members can opt to provide us with personal data regarding racial or ethnic origin. Otherwise, except when we have your specific consent or where required by law, Phi Delta Theta does not collect sensitive data such as political opinions, religious/philosophical beliefs, trade union membership, genetic data, biometric data, health data, or data about your sexual life or orientation.
Does Phi Delta Theta collect children’s data?
No. Phi Delta Theta is an organization directed to and intended for use only by those who are 16 years of age or over. We do not target children, and we do not knowingly collect any personal data from any person under 16 years of age.
How will we use your personal data?
We collect your data so that we can:
- Operate as a membership organization
- Engage with you about programs and services, and other Phi Delta Theta news
- Assist in placing you in the correct “journey” in membership
- Assist in identifying eligibility for scholarships
- Run and improve our Website and Membership Portal, including managing your requests and login and authentication; remembering your settings; processing payments; hosting and back-end infrastructure; testing features; managing landing pages; and identifying fraud.
How will we share your personal data?
Your data is shared only when strictly necessary and according to the safeguards and good practices detailed in this Privacy Notice. We do not share your personal information with others except as indicated in this notice or when we inform you and give you an opportunity to opt-out of having your personal information shared.
We may share your personal information with our authorized service providers that perform certain services on our behalf. Unless we tell you otherwise, our service providers may only use data we share with them in accordance with our instructions. Services may include processing credit card payments and supporting our website functionality.
We may disclose your information in response to a subpoena or similar investigative demand, a court order, or a request for cooperation from law enforcement or other government agency; to establish or exercise our legal rights; to defend against legal claims; or as otherwise required by law.
How do we store your personal data?
The personal data we collect is processed at our offices in the United States and in any data processing facilities operated by authorized service providers. By submitting your personal data, you agree to this transfer, storing or processing by us. Where your information is transferred outside the EEA or UK, we will take all steps reasonably necessary to ensure that your data is subject to appropriate safeguards and that it is treated securely and in accordance with this Privacy Notice.
Minimization & Retention
Phi Delta Theta limits its collection and processing of personal data to only that data necessary to achieve the business purposes outlined in this notice, and will only retain your personal data for as long as necessary for the purposes set out in this Notice, for as long as your myPhiDelt account is active; or as needed to provide services to you.
Phi Delta Theta will also retain your data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your information to comply with applicable tax/revenue laws), resolve disputes, enforce our agreements, and as otherwise described in this Notice.
If you no longer want Phi Delta Theta to use your data, please contact us using the contact information below.
The security of your personal data is important to us. We have physical, technical, and administrative procedures to safeguard personal data in our possession against being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed.
No transmission of data over the Internet, however, is guaranteed to be completely secure. While we strive to protect your personal data, we cannot ensure or warrant the security of any data you transmit.
Your privacy choices
Under the California Consumer Privacy Act (“CCPA”) and other global and domestic privacy regulations, individuals are provided with certain rights over their data, subject to identity verification and certain exceptions and limitations.
Phi Delta Theta is a non-profit organization and exempt from these regulations; however, as part of its commitment to transparency and privacy, the organization is making those rights available – you may change your consent, request access or a copy of your personal data, correct, or delete your information by logging into your myPhiDelt account or by contacting us as described below.
Our Cookie Notice
Cookies are small pieces of data, stored in text files, that are stored on your computer or other device when websites are loaded in a browser. They are widely used to “remember” you and your preferences, either for a single visit (through a “session cookie”) or for multiple repeat visits (using a “persistent cookie”).
Cookies set by the website owner are called “first party cookies”. Cookies set by parties other than the website owner are called “third party cookies”. Third party cookies enable third party features or functionality to be provided on or through the website (e.g., advertising, interactive content and analytics).
For further information or an online tool clearing all cookies left behind by the websites you have visited, visit allaboutcookies.org.
What types of cookies do we use?
We use first-party and third-party cookies for several reasons. Some first-party cookies are required for technical reasons for our Website to operate, and other first and third-party cookies enable us to track our users to enhance your experience on our Website.
- Strictly Necessary Cookies – These are essential to the Website and Membership Portal, managing key tasks including: adjusting the Website data transmitted to match your Internet connection, getting you to the secure versions of the Website and Membership Portal, and providing services you specifically request. If you set your browser to block these cookies, some parts of the Website and Membership Portal will not work. Strictly Necessary Cookies do not store any personal data.
- Performance Cookies – These cookies count visits and traffic sources, and measure and improve Website and Membership Portal performance. They help us understand site navigation and which pages are the most and least popular. Performance Cookies do not store any personal data.
- Functional Cookies – These cookies allow the Website and Membership Portal to remember choices you make and provide enhanced functionality and more personalized features. Depending on context, Functional Cookies may store certain types of Personal Information as needed to provide functionality.
How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Most advertising networks offer you a way to opt out of Interest Based Advertising. If you would like to find out more information, please visit http://www.aboutads.info/choices/ or http://www.youronlinechoices.com.
Phi Delta Theta Fraternity operates a mobile messaging program, which is subject to the Mobile Messaging Terms and Conditions (the “Mobile Messaging Terms”) that can be found here.
Changes to our Privacy Notice
We may amend or update this Notice from time to time. If we make any substantive changes, we may notify you by email or through a pop-up within our Website and Membership Portal. We encourage you to check back regularly and review any updates.
How to contact us
If you have any questions about our Privacy Notice or the personal data we process, please do not hesitate to contact us by email at: firstname.lastname@example.org or by phone at: 513-523-6345