Privacy Policy

What We Collect and How We Use It

This site stores personal information about you, including your name, contact information (addresses, phone numbers, email address, work information, etc.), demographic data (date of birth, gender, etc.), and, for members only, a user name and password to allow you to log in and access member-only content. Depending on which functions have been enabled by American College of Physician Advisors Inc., it may also collect, store, and display other information, including but not limited to:

  • Your original membership sign-up and subsequent renewals
  • Your event registrations
  • Your donations
  • Your online payments and payment history
  • Biographic and other information specifically to share with other members
  • Business information specifically to share with the public
  • Links to your social networking accounts for the purposes of sharing club or association information with others in your networks
  • Information posted in online discussion forums and surveys
  • Volunteering and committee assignments
  • Downloading of documents and photos from the website
  • Uploading of documents and photos to the website
  • Completing custom forms for specific club or association purposes
  • Posting classified ads or available jobs
  • Maintaining your certifications and continuing education training
  • Purchasing products through an E-commerce storefront
  • Registering for interest groups
  • Whether you have opened emails sent to you from the platform

This information is provided by you as you interact with the website and its various screens and dialogs. Some information is required by your club or association in order to maintain accurate and complete records, for legal protections, or to allow the organization to provide its services to you. Other information is optional or dependent on your participation in specific activities or programs.

American College of Physician Advisors Inc. uses this information to run the club or association, to provide services for members, to maintain accurate and complete financial records, to fulfill its legal obligations in accordance with laws pertaining to non-profits, to promote the club or association in the general community, to strengthen and grow the organization, to communicate with you about news and activities, and to advocate for issues that are important to members.

This website also collects information when you log in and as you navigate around the site, using standard Internet technologies (such as IP addresses, log files, access dates and times, language and other formats, session cookies, pixel tags, other tracking technologies, and reading your computer or mobile device type, operating system, browser version, etc.) We use this information for the following purposes:

  • To provide and maintain our service
  • To help us improve our products and services
  • To manage the performance of our platform
  • To perform accounting and billing activities
  • For the following security and data protection purposes:
    • To detect, investigate and prevent fraudulent use of the platform
    • To detect, investigate and prevent abuse and other illegal activities
    • To detect, investigate and block security breaches
    • To protect the rights, intellectual and physical property of Gembrook
    • To protect the rights and intellectual property of others
    • To provide you with a safe online environment
  • To manage and resolve legal claims
  • To protect and enforce our legal rights

What is our Legal Basis for Collecting and Processing this Information?

As noted, American College of Physician Advisors Inc. is the controller of this data. It collects and stores your personal information in order to manage your membership in the club or association and/or your participation in the organization's activities. Any of the following activities provide clear indication of your intent to establish a relationship with this club or association, thereby allowing them to collect and store your personal information:

  • When you pay a membership fee to join or renew
  • When you register for an event
  • When you make a donation
  • When you purchase product from the organization's storefront
  • When you request to be added to the organization's mailing list
  • When you log in to the website as a paid-up member to participate in the organization's activities

As noted below, you also have the right to cancel this relationship with the club or association at any time, and to have your data removed from their website and data repositories, subject to the organization's rights to maintain accurate and complete records of its operations.

Sharing of Information

Information about you will only be shared based on the provisions of this Privacy Policy.

This platform is designed to allow clubs and associations to run their operations online, including promoting themselves to the public. An organization running on this platform may choose to make certain user information (generally limited to your name but, in some cases, also showing contact information) visible on the public side of its website, available to anyone who visits the site. This information may include, but is not limited to:

  • Your membership in a committee, interest group, or chapter
  • Your registration for an event
  • Your registration for a volunteering activity
  • Photos that you have uploaded to the website
  • Your participation in a Member or Business Directory

Members who log in to their organization's website may have access to more information about other members. Depending on how the website and various functions are configured, you may have the ability to control what information is shown.

We recommend that you survey the organization's website to see what information is visible to the public or to other members, to ensure that you are comfortable with this level of sharing. You always have the option to not participate in the activities that involve sharing.
Clubs and associations have the ability to define "Administrators" from within the organization who have access to all data on the website, as well as "Coordinators" who have some but not all administrative rights. These members assume the responsibility on behalf of the organization, to protect the privacy and integrity of this data.
Your club or association may share member and non-member data with vendors who assist in the operation of the organization. For example, a vendor may help to manage a large event and will need to know who has registered and paid to attend the event or specific activities within the event.

Data Retention Policy

American College of Physician Advisors Inc. has a compelling business reason to maintain accurate and complete records of its operations, including everything associated with memberships, events, fundraising, and member usage of the organization's website. There may not be a time-limit to this policy.

  • To allow you to review and update your information stored in the platform
  • To allow you to opt-out of receiving communications from the organization or to request that your information be deleted (see below.)
  • To ensure that we respect your communication preferences
  • To maintain accurate membership and other records
  • To maintain accurate financial and accounting records
  • To better understand how the platform is used so that we can provide you with a secure, reliable, and high-performing experience
  • To detect and prevent abuse of the platform, or illegal activities or breaches of this Privacy Policy, our Terms of Use, or the Subscription Agreement
  • To comply with applicable government legal and financial requirements

Note that data may persist for an additional time in other formats exported from this website for backup and data analysis purposes. Once data has been exported, it moves outside Gembrook's control and becomes the responsibility of American College of Physician Advisors Inc.. Requests for correction, deletion or a limitation on processing (see below) will be forwarded to your club or association so that exported data can also be updated.

Your Rights and Options

If you are a member of American College of Physician Advisors Inc., you have the right to log in to the website to view and update your contact information, transaction and payment histories, event registration and volunteering history, credit card information if stored in the system, and other data that is part of your membership record. You also have the right to change your privacy settings at any time, including opting out of receiving general announcements and excluding yourself from lists provided to third parties for marketing or fundraising purposes.
If you are a non-member of American College of Physician Advisors Inc., you have the right to view any of your personal data stored in the platform, and to update any inaccuracies. You also have the right to change your privacy settings at any time, including opting out of receiving general announcements and excluding yourself from lists provided to third parties for any purpose. Requests should be submitted by email to the organization's designated Data Privacy Officer (DPO) or general contact address, which can be found on the Contact Us page.
Both members and non-members have the right to request that their information be deleted from the organization's digital records. For members, this implies that you are resigning your membership. For members, this request can be submitted through your Profile screen. For both members and non-members, this request can also be submitted from the email Opt-Out screen, or via email to the organization's designated DPO.
Both members and non-members also have the right to object to the processing of their information, to request a restriction on its processing, or to withdraw their consent for future processing. Because such processing is an integral part of the organization's operations, such requests will be treated as delete requests. Note also that such actions typically cannot have a retroactive effect.
Such requests will not affect the lawfulness of any processing conducted before the request was received, nor will it affect subsequent processing based on a reliance on lawful grounds other than consent, such as the compelling business reasons of the organization.
When such a request is received, it will be logged in the system and American College of Physician Advisors Inc. will be notified. They have 30 days to accept or decline the request. If they decline it, they must provide you with a reason. If they accept it, or if they take no action within 30 days, your information will be flagged for deletion within 7 days. Information that does not have a compelling business reason to be retained (such as your full contact information, biography, answers to additional member data questions, uploaded photos, etc.) will be deleted. Information that does have a compelling business reason to be retained (such as transaction and payment records, event registrations, E-commerce storefront orders, and donations) will be anonymized.
You also have the right to complain to your local Data Protection Authority ("DPA") about the collection and processing of your data. For more information, please contact your local DPA directly.

Other Provisions

This website is not intended for unsupervised access by children under the age of 13. We will not knowingly collect information from site visitors of this age group. We encourage parents to talk to their children about their use of the Internet and the information they disclose online.