American Association of Physician Liaisons
Privacy Policy

As an individual conducting business with AAPL, you have the right to be informed about your data rights and provide consent. This privacy policy was created to tell you how we collect, process, and store your personal data. Be assured that your personal data is only used to support our customer relationship with you as a member, event attendee, abstract submitter, sponsor, vendor, and/or donor.

AAPL contracts with Kassalen Meetings & Events, LLC, (KME). KME has more than 20 years of experience of managing association daily operations, including data collection and management. AAPL’s Board of Directors and Committees work closely with KME to evaluate and determine what data is collected from our members, our event attendees, abstract submitters, our sponsors and exhibitors, visitors to our website, and all contacts requesting information on our organization or subscribing to newsletters or event announcement lists.

Along with the AAPL Board of Directors, the AAPL’s Data Controller is:

AAPL 461 Cochran Rd., #246 Pittsburgh, PA 15228 +1 412-343-2235 Representative: Current President through Contactaapl@gmail.com

Kassalen Meetings & Events, LLC 300 Mt. Lebanon Blvd, Ste. 314 Pittsburgh, PA 15234 +1 412-343-2437 Representative: Beth A. Kassalen beth@kassalen.org

The reason and purpose for collecting your personal data when becoming a member, event attendee, sponsor, vendor, abstract submitter, or donor of AAPL is to facilitate communications with you pertaining to our association, its event, and its activities. Along with your personal data such as Name, Email, Address, and Phone, our membership or event registration may also ask for personal or professional interests, demographics, or experiences. Providing this additional information is optional if it is not indicated as a required field. AAPL does not sell, rent, or lease any data collected from its members, event attendees, sponsors, vendors, abstract submitters, or donors.

Your information is collected, stored, and processed by the Data Controllers for membership status, payment verification, conference or event attendance, internal analysis reports, and the online searchable membership directory.

AAPL wants to inform members, event attendees, abstract submitters, sponsors, vendors, and donors that their personal data and information collected during the registration, event, abstract submission, sponsorship/vendor recruitment, and donation process are provided by the Data Controllers to the following third-party processors for the following purposes:

• Membership, donation, event registration, webinars, and group conference call processing – through a web-based association management system.
• Online payment processing – through a web-based credit card gateway.
• Surveys, conference evaluations, voting, needs assessments through a web-based survey development and response system.
• Member and attendee communications – through a web-based electronic publications and marketing package subscription.
• AAPL Board members, committee chairpersons, and committee members who volunteer to review, analyze, and make decisions based on data that are in line with AAPL’s activities, mission, goals, and strategic plan.
• Online membership directory – through the members’ only section of a web-based membership management system.
• Abstract submissions – through a web-based abstract or document submission system.
• Organizational shared files and archives – through web-based information storage clouds used for electronic storage.

Your personal data entered for membership, event registrations, abstract submissions, or donations, are shared with the following internal AAPL-related groups or individuals: AAPL Board of Directors, Committee Chairpersons and members, continuing education department and certifying bodies for professional licensure, and AAPL’s association management company staff. For AAPL events, attendee data may be shared with presenters to facilitate the development of targeted presentation materials and with other attendees at the conference.

Personal data and information may cross borders, depending on the home country of the individual, using web-based products and software packages identified above.

All personal data collected for membership, donation, event registration, webinars, and conference-calling are stored for the calendar year when the data were captured. Data will be retained and stored if the individual has not requested that their data be erased from current or archival storage. Should the individual be inactive for more than 24 months, their data will be moved to archival electronic storage.

Right to Access: All AAPL members, event attendees, abstract submitters, sponsors, vendors, and donors have complete access to their individual data through personal login and password. The individual member has control to identify, self-monitor, and change the personal information storage within membership, donor and event registration web-based systems that AAPL listed above. For the membership directory, the individual has the right to limit what is seen by other members by self-managing each field of their personal record.

Right to Rectification: All AAPL members, event attendees, abstract submitters, sponsors, vendors, and donors have the right to contact the data Controller(s) listed above to rectify and/or correct any information that is incorrect within their personal data record.

Right to Erasure: All AAPL members, event attendees, abstract submitters, sponsors, vendors, and donors have the right to contact, in writing, the data Controller(s) and request total erasure of their personal data record. AAPL will comply in a timely manner and the requesting individual will receive notice that the erasure is completed and cannot be undone.

Right to Object Processing: When joining, sponsoring, exhibiting, donating, or registering for an event of AAPL, a notice to read this Privacy Policy will be a required field and a link will be provided to this document. Everyone has the right to refuse to agree with our Privacy Policy by not providing consent (checking the box.) If the individual chooses to not provide consent, they will not have further ability to continue the membership, sponsorship, exhibit, abstract submission, donation, or event registration process for AAPL.

Right to Restrict Processing: Individuals have the right to restrict processing of personal data through some web-based systems used by AAPL such as a credit card gateway, online membership directory, distributed attendee list information, electronic surveys and communications about AAPL activities, events, and voting opportunities. Credit card processing can be avoided if the individual agrees to pay by check, cash, or money order mailed or delivered to the Data Controller’s address. The processing of personal data to the online membership directory may be restricted using a personal login and password and manually setting the privacy controls for the membership directory. Individuals can avoid having their information processed for electronic communications by opting out of the various software packages listed above which are used for communications. By doing so, the individual waives the right to receive electronic communications, including membership renewal notices, announcements, and voting forms used by AAPL, and are directed to remain self-informed by viewing information posted on the AAPL website.

Right to Data Portability: Individuals have the right to request copy of all personal records and data being stored by AAPL by contacting the Data Controller(s) listed above. These data will be electronically sent to the individual via electronic means, in a portable format using an MS Excel, Word or similar software package. Requests will be fulfilled within 48 hours.

Right to Withdraw Consent: Individuals who have, in the past, consented to AAPL’s Privacy Policy may withdraw their consent to the processing of data through self-management of their personal record. Using their personal login and password, individuals can uncheck the Consent box within their record and ‘save.’ Should any individual be unable to access their personal data through login and password, they may contact the AAPL’s Data Controller(s) and request that their record be updated to show that consent is withdrawn.

Right to Lodge a Complaint with the Supervisory Authority: Individuals who have data stored by AAPL have the right to notify one or both Data Controllers listed above, send a written complaint to the address listed above, phone the headquarters office at the phone number listed above, or to contact any AAPL board members listed on the AAPL website.