Data & Privacy Policy
The Association of Association Executives (AAE), managed by Professional Community Services Ltd is committed to protecting your privacy. This privacy policy has been created using ICO guidance.
AAE will hold and process the information which you provide via the AAE website (the Site), or it's other websites, or by submitting emails and/or online forms for its own internal business purposes.
AAE may disclose member personal data if required to do so by law or if AAE believes that such action is necessary: to comply with legal requirements; or to act under circumstances to protect the safety or security of its members.
GDPR
The AAE holds and manages personal data on the basis of "Legitimate interests", one of the six lawful bases for processing personal data under the EU’s Article 29 in line with the ‘lawfulness, fairness and transparency’ principle. Recital 47 of the Regulation states that “direct marketing purposes may be regarded as carried out for legitimate interest”. With the data, our Purpose is to educate and inform association executives, our processing of data is necessary to further these interests, and on balance our interest over-rides the data subjects interest, considering they may unsubscribe at any time.
Personal data includes that of: employees and officers of associations who are considered interested in the AAE's news, information and services provided free-of-charge and those charged for; and of employees of suppliers to associations who are considered interested in the AAE's services to promote their services to association executives.
Your Profile Data
Members can enter and update their profile at the website to enable the AAE to personalise their experience at the website, in communications and to focus the development of products and services. This information includes:
- Personal information
- Organisation Information
- Interests in various topics
- Communication preferences
Telephone
When you provide us with your telephone number, you may receive telephone contact from us to follow up a booking or request you make with us, or rarely with an invitation or informationon on products, services, surveys, or upcoming events. This is a requirement of subscribing and membership.
Postal Address
When you provide us with your postal address, you may receive periodic mailings from us with information on products, services, surveys, or upcoming events. We may include third-party information, for example as an insert, along with our information. This is a requirement of membership.
Email Address
When you provide us with your email address, you may receive emailings from us for the management of your request, for subscription or membership, or news or including information on products, services, surveys, or upcoming events. This is a requirement of subscribing and membership.
Agents
The AAE uses agents, contractors and representatives to perform various functions of the organisation.
Third-Party Tools & Services
AAE uses third party providers for many of its services and tools, which include but are not limited to: sales, telemarketing, operational management services, research, emailing, website hosting, content hosting, CRM systems, publishing, online discussion, networking, event registration, onsite badging, surveys, benchmarking. These tools gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. Data is provided to these third-parties (data processors) on the basis that AAE is the data controller, with strict limits on how the data is processed, with industry standard security. Should you wish to know who these organisations are for a specific purpose, then request this and we will provide you with the informaton.
Security & Identification
AAE uses third party services to help maintain the security and performance of its websites. To deliver this service it processes the IP addresses of visitors to the AAE websites.
Even if data encryption is used, the security of information transmitted via the internet cannot be guaranteed. Any losses incurred or sustained by users who transmit information by electronic means shall be borne solely and exclusively by such user and in no event shall any such losses in whole or in part be borne by us.
Use of Cookies
In addition to the information you submit to us via the websites, AAE will collect information about visits to the websites. AAE collects information on the page browser access. This is used to personalise information and to improve design and layout of its websites. AAE gathers information on the relative popularity of each page, the average number of pages accessed by visitors, the number of emails sent or files downloaded, and the average time spent on the site. None of this information is linked back to you as individual.
The websites may use the following cookies on each page:
- Cookies - to enable us to identify you when you return to the website
- Session cookies - to enhance your browsing quality by allowing AAE to know what pages you visit on this website and others.
- Google Analytics - we use this information to compile reports on website usage, visitor sources and analyse browser versions.
- Vimeo/You Tube cookies - may be set on your computer once you click on the YouTube video player. YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
- Third-party security service – AAE uses a third-party service to filter out malicious requests.
- AAE live chat software provider uses cookies
Data disclosure to third parties
AAE does not sell personal information. There are specific situations where data is provided to third parties, and these are:
- You request a report or subscription published by a third party and where it is indicated "Your details will be provided to [third party] to fulfil your request."
(Details passed to third party: Name, Job Title, Email, Phone and Organisation) - You register for an event your details will be published on the registrant list provided to other registrants
(Details published: Name, Job Title, Organisation) - You request to attend an event or part of an event hosted by a third party and where it is indicated "On registering for this event your details will be provided to [third party] as event hosts. If you do not wish this to happen, please do not register for this [part of the] event."
(Details passed to third party: Name, Job Title, Email, Phone and Organisation)
External links
AAE may provide hyperlinks from the websites to websites of third parties. Please note that this privacy statement applies only to the contents of the websites and not to those websites to which AAE may provide a link.
Changes to this privacy policy
AAE keeps its privacy notice under regular review. This privacy notice was last updated on 1 April 2024.
Contact us
On written request from you, AAE will provide details of any personal information which you have provided us with (this may be at a small charge) and/or to cease to make use of your personal information for the purposes described above. AAE may require proof of identity from you prior to disclosing such information. This is in order to safeguard the security of your information. You may forward any request in writing to [email protected]