Last updated June 9, 2023
This privacy notice for National Nurses United (the Union), describes how and why we might collect, store, use, and/or share (”process”) your information when you use our services (”Services”), such as when you:
- Register online for Union events.
- Visit our website or any website of ours that links to this privacy notice.
- Engage with us in other related ways, including conversations with Union staff, marketing, or events.
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at email@example.com.
Summary of key points
This summary provides some key points from our privacy notice, but you can find out more details about any of these topics using the below table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with the Union and the Services, the choices you make, and the actions you take within our website or during conversations with Union staff.
Do we process any sensitive personal information? We do not process sensitive personal information. Payments made through our Union’s online store will be processed by Stripe. Please note that when you provide your credit or debit card number on our Services, this personal data is automatically redirected for processing to our service provider of payments.
Do we receive any information from third parties? We may receive information from public databases, business partners, social media platforms, and other outside sources.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.
In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties to provide our Services to you.
How do we keep your information safe? We have a robust set of technical, administrative, and physical controls in place to protect your personal information.
What are your rights? Depending on where you are located geographically, the applicable privacy law may provide certain rights regarding your personal information.
How do you exercise your rights? The easiest way to exercise your rights is by contacting us at firstname.lastname@example.org. We will consider and act upon any request in accordance with applicable data protection laws.
Table of contents
- What are your privacy rights?
- What information do we collect?
- How do we process your information?
- What legal bases do we rely on to process your personal information?
- When and with whom do we share your personal information?
- Do we collect information from minors?
- Controls for do-not-track features
- How long do we keep your information?
- How do we keep your information safe?
- Do we make updates to this notice?
- How can you contact us about this notice?
- How can you review, update, or delete the data that we collect from you?
The majority of our Services are not intended for or targeted toward individuals residing outside of the United States of America. On certain occasions, the Union holds events that may target individuals residing outside of the USA. In these situations, the storage, processing, and sharing of data for these particular individuals may be protected by international data privacy laws.
2: What are your privacy rights?
In Short: In some regions, such as the EEA, the UK, and Canada, you have rights that allow you greater access to and control over your personal information.
Do EEA, UK, and Canada residents have specific privacy rights under GDPR and PIPEDA? In some regions (such as the EEA, UK, and Canada), you have certain rights under applicable data protection laws. As stated above, these may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability.
In certain circumstances, you may also have the right (v) to object to the processing of your personal information. You can make such a request by contacting us by emailing us at email@example.com. We will consider and act upon any request in accordance with applicable data protection laws. If you are located in the EEA, UK, or Canada you have the following rights:
i) The right to access: You have the right to request the Union for copies of your personal data. We may charge you a small fee for this service.
ii) The right to rectification or erasure: You have the right to request that the Union correct any information you believe is inaccurate. You also have the right to request the Union to complete the information you believe is incomplete. You have the right to request that the Union erase your personal data, under certain conditions.
iii) The right to restrict processing: You have the right to request that the Union restrict the processing of your personal data, under certain conditions.
iv) The right to data portability: You have the right to request that the Union transfer the data that we have collected to another organization, or directly to you, under certain conditions.
v) The right to object to processing: You have the right to object to the Union’s processing of your personal data, under certain conditions.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority. If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner. If you are located in Canada you may contact the Office of the Privacy Commissioner of Canada.
Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent by emailing us at firstname.lastname@example.org. However, please note that this will not affect the lawfulness of the processing before its withdrawal nor when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Account Information: If you would at any time like to review or change the information in your account or terminate your account, you can contact us at email@example.com. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements.
Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
If you have any questions or comments about your privacy rights, you may email us at firstname.lastname@example.org.
3: What information do we collect?
Personal Information You Disclose to Us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register for our Services, express an interest in obtaining information about us or our Services, when you participate in activities in our Services, or when you otherwise contact us.
Personal Information Provided by You: The personal information that we collect depends on the context of your interactions with us and our Services. The personal information that we collect may include the following:
- birth date
- phone numbers
- email addresses
- mailing addresses
- contact preferences
- job titles
- passport number
- visa status
- traveler number
To use our Services we require that the personal information you provide to us should be true, complete, and accurate.
We do not process sensitive information such as credit card information or national identification numbers. Payments made through our Union’s online store will be processed by Stripe. Please note that when you provide your credit or debit card number on our Services, this personal data is automatically redirected for processing to our service provider of payments.
Information Collected from Other Sources
In Short: We may collect limited data from public databases, organizational partners, and other outside sources.
In order to enhance our ability to inform relevant parties of our Services, to provide our Services, and to update our records, we may obtain information about you from other sources, such as public databases, affiliate programs, data providers, and other third parties. This information may include mailing addresses, job titles, employer information, email addresses, and phone numbers.
4: How do we process your information?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with the law. We may also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
- To deliver and facilitate the delivery of services to the user. We may process your information to provide you with the requested service.
- To facilitate event transportation and lodging requirements. To complete your registration for lodging, accommodations, and other activities associated with your participation at the event or other Services.
- To respond to users’ inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
- To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
- To save or protect an individual’s vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.
5: What legal bases do we rely on to process your personal information?
In Short: We only process your personal information when we believe it necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with Services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.
If you are located in the EU or UK, this section applies to you.
The GDPR and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. As such, we may rely on the following legal bases to process your personal information:
- Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
- Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
- Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
- Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
If you are located in Canada, this section applies to you.
In compliance with PIPEDA, we may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.
In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:
- If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way.
- For investigations and fraud detection and prevention.
- For business transactions provided certain conditions are met.
- If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim.
- For identifying injured, ill, or deceased persons and communicating with next of kin.
- If we have reasonable grounds to believe an individual has been, is, or may be a victim of financial abuse.
- If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province.
- If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records.
- If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced.
- If the collection is solely for journalistic, artistic, or literary purposes.
- If the information is publicly available and is specified by the regulations.
6: When and with whom do we share your personal information?
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (”third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:
- Lodging and Accommodation Services
- Interpretation/Translation Services
7: Do we collect information from minors?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate any accounts and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under 18, please contact us at email@example.com.
Essential Website Cookies: These cookies are strictly necessary to provide you with services available through our registration website and to use some of its features.
Analytics and Customization Cookies: These cookies collect information that is used either in aggregate form to help us understand how our Website is being used or how effective our marketing campaigns are, or to help us customize our Website for you.
Advertising Cookies: These cookies are used to make advertising messages more relevant to you. They perform functions like preventing the same ad from continuously reappearing, ensuring that ads are properly displayed for advertisers, and in some cases selecting advertisements that are based on your interests.
How To Control Cookies on Our Page: You have the right to decide whether to accept or reject cookies. You can exercise your cookie rights by setting your preferences in the Cookie Consent Manager. The Cookie Consent Manager allows you to select which categories of cookies you accept or reject. Essential cookies cannot be rejected as they are strictly necessary to provide you with services. The Cookie Consent Manager can be found in the notification banner and on the event registration website. If you choose to reject cookies, you may still use our website though your access to some functionality may be restricted.
9: Controls for do-not-track features
10: How long do we keep your information?
In short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate, it from any further processing until deletion is possible. We frequently review our stored data, in this scope, to ensure that we are storing data for an appropriate duration.
11: How do we keep your information safe?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical, administrative, and physical security controls designed to protect the security and privacy of any personal information we process. Although we take the security of our information systems seriously, when you choose to transmit personal information to and from our Services, you do so at your own risk.
12. Do we make updates to this notice?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice we may notify you either by prominently posting a notice of such changes. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
13: How can you contact us about this notice?
If you have questions or comments about this notice, you may use the contact information provided below to reach our information privacy team. The Union is not required by GDPR law to appoint a Data Protection Officer (DPO). This does not impact the protections we provide to your data or your ability to exercise your rights. You may address inquiries or exercise your rights by contacting the Union’s information privacy team at the email, phone number, or post address listed below:
California Nurses Association
155 Grand Ave, Suite 100
Oakland, CA 94612, USA
14: How can you review, update, or delete the data that we collect from you?
Based on applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please email firstname.lastname@example.org.