The privacy and security of information you provide to the HSCG is of utmost importance to us. This policy clarifies what information the HSCG keeps and how it may be utilized.
When you visit our website and view pages, no personal information personal of any kind is collected about you.
Statistical Information: We do keep statistics of how many people visit our site, where they came from, and other such data, but nothing in that data uniquely identifies any individual. The statistical information gathered is used to review and improve our website.
Mailing List: If you sign up to be on our mailing list, we will need your email address and give you the option to provide additional information if you choose. The information you provide will be kept confidential and will not be used for any purpose other than the one(s) you have authorized. (See more about mailing lists and security of information, below).
Special Requests: If you make a special request using the form provided, the information you submit will be kept in the HSCG database. Your request will be made available to members so they can answer, your personal contact information will NOT be given out (we use an internal mailer so the members never actually see your contact information). If you choose to respond to any member who answers your request, you can then send him/her your contact information if you choose to do so.
All personal information supplied by current, past or potential members is considered confidential and will not be released or used for any purpose other than to contact the member and/or fulfill the HSCG's obligations to provide services to the member. Such services may include mail, email or phone contact, forwarding information to in broker providing insurance to our members, generating lists of Conference attendees, etc. In no case will contact information be given to any person or entity for any non-HSCG related activity.
Members may opt to include some or all of their contact information in an online Soapmaker or Vendor roster. The information so provided is public information (since it is displayed on the HSCG website) and may be given out to others if requested. However, the HSCG will never give or sell lists of published Vendors or Soapmakers for non-HSCG activities (even through the names are publicly displayed). The HSCG actively discourages anyone who attempts to compile or use such lists.
Sensitive business or financial information may be collected when a member signs up. Such information is absolutely confidential and is stored securely with limited access. Identifiable information is never be disclosed to anyone except the insurance broker, if requested. This information may be used to compile statistical analyses and reports, but never with the names of any individuals or any otherwise identifiable information published in any way. Anyone compiling such reports for the HSCG may, in the course of doing so, become aware of details about a specific person on business, but is obligated under HSCG policy not to write, note or copy the information or discuss any such details with any person for any reason (see below).
Shopping Cart Purchases
When you make a purchase is made through the HSCG shopping cart, you provide us with the information necessary to deliver the products and/or services to you. Credit card information is not collected by the HSCG; payments by credit card are completed through a secure, external service. When an order is placed by phone or fax, we must take the credit card information in order to process the order. Any record of the credit card number is securely destroyed once the transaction is completed.
We use Constant Contact, an outside email service, to maintain our mailing lists and send email updates (HSCG eNews). Every email you receive from us will give you the option view your subscription information and to "unsubscribe".
Security of Information
In the course of performing duties for the HSCG, some individuals may have access to sensitive information. Therefore, any HSCG Board Member, employee, sub-contractor, consultant or volunteer must comply with HSCG Policy "Privacy Procedures" which includes the following guidelines:
- No paper documents with sensitive information may be kept any longer than absolutely needed, and when kept, must be stored securely.
- All paper documents containing sensitive information must be shredded or burned (not tossed in the trash) once they are no longer needed.
- No credit card information may ever be sent by email, under any circumstances.
- When viewing sensitive information online, appropriate security precautions should be taken, including an up-to-date firewall, especially when viewing documents through a public network (as in a hotel or library).
- Reasonable precautions must be taken to protect any sensitive information on a personal computer, including password protecting access to the area, making the computer files inaccessible to others (file sharing), etc.
- Any electronic files on a local computer containing sensitive or personal information must be deleted after work is complete and the recycle bin emptied on a regular basis.
- No private or sensitive information may be discussed with any unauthorized person for any reason.
In the event a Board Member, employee, sub-contractor or volunteer discovers that any sensitive information in their control has fallen into unauthorized hands, the matter must be reported to the President immediately.
Any person who feels their privacy has been violated in some way by the HSCG should report the matter to the HSCG Ethics Committee.