The Society for Animation Studies is a California-registered non-profit 501(c)(3) organization which serves members worldwide, including in the European Union.
This privacy notice is intended to inform individuals and organizations about the information we collect about visitors to our website, our members, our event attendees, and our partner organizations. By collecting this information, we are acting as a data controller and are required to provide individuals with the information Society for Animation Studies (SAS) has about them, how SAS uses individuals’ data, and the rights individuals have to the data in our possession. To read more about the specific rules of data protection, collection, control, and processing with regard to the European Union’s (EU) General Data Protection Regulation (GDPR), please visit the EU GDPR Portal: Click here to visit the EU GDPR Portal.
Our privacy statement applies to any website, software, or service owned, operated, or utilized by SAS, as well as to any subsidiary. This statement specifically regards any personal information collected, distributed, or shared by SAS, through its web platforms. We may update this Privacy Statement to reflect changes to our information practices. We encourage you to periodically review this page for the latest information on our privacy practices.
The Society for Animation Studies is committed to protecting the privacy of the individuals who visit our websites and participate in the software and services we provide. These individuals may visit our websites to browse content (these individuals are hereafter referred to as ‘visitors’), register become members and use the mailing list (these individuals are hereafter referred to as ‘members’), or register to attend our events (these individuals are hereafter referred to as ‘attendees’). All digital visitors and members, or event attendees who visit our websites may be grouped together under the inclusive term ‘end user’. Additionally, any mention of ‘events’ may refer to any conference, seminar, meeting, etc. which would require the physical presence of an event attendee, or to any webinar, live stream, or other interactive digital platform-based events.
The Society for Animation Studies’ websites contain some links (URLs) to external websites, hosted, controlled and operated by external organizations or companies; this includes any social media platform, such as Facebook, Twitter, YouTube, LinkedIn, etc. Links (URLs) to the websites of our partner organizations or individual members are also found on our website. These other platforms and websites are responsible for providing their own GDPR-compliant privacy statements for the ways in which they govern, process, or control any information collected on their platforms or websites. SAS encourages all end users to review the external privacy statements of any other websites they visit, so as to ensure that SAS’ end users understand the information practices of any external organization or platform linked (via URL) on any of SAS’ websites or platforms.
What personal data does SAS collect?
The Society for Animation Studies uses the data it collects on its websites to ensure the best browsing experience, and to provide the best quality for any services our organization provides for our members, partner organizations, or subsidiaries. Below, the SAS will explain the following questions:
- What information does SAS collect about visitors browsing its websites?
- How does SAS use the information that it collects about its website visitors?
- When would SAS disclose visitors’ information to third-party services, or any other international partner organization, affiliate, or subsidiary?
- How does SAS use website cookies and other similar analytical or tracking technologies on its websites; and how can visitors choose to either prevent or participate in the use of these technologies?
- What choices do website visitors, newsletter subscribers, and event attendees have prior to, and immediately after providing their consent for SAS to store and utilise their data?
- How does SAS respect individuals’ rights to privacy?
- How can website visitors, newsletter subscribers, event attendees, affiliates, and partner organizations contact SAS’ Data Protection Officer?
- What information does SAS collect about visitors browsing its websites?
Some of SAS’ websites or platforms collect personal contact information when visitors go through the specific process of setting up, or verifying their information on record with SAS’ central database of membership contact information. On these types of websites, visitors are specifically providing SAS with their personal data, such as: individuals’ names, organizations’ names, email addresses, mailing addresses, telephone numbers, passport information, financial information, and mailing list subscription preferences. Any data submitted on any of SAS’ websites or platforms by end users will be stored in SAS’ database and a specific mechanism is in place to ensure that these end users understand that they have provided consent for SAS to store their data. Should any end user wish to nullify their consent, and remove this data, they should contact the SAS’ Data Protection Officer at email@example.com.
Anonymous Data Collected
‘Anonymous Data’ is collected from visitors to SAS’ websites, but we cannot use this type of data to identify specific individuals in any way. SAS’ websites use an anonymous data collection tool called Google Analytics, through which SAS enables Google to capture ‘Request Headers’ information from its websites. Google captures data from SAS’ websites in an encrypted, anonymized way, and these data are in no way permanently stored by SAS itself on any platform. Google Analytics provides SAS with the ability to audit basic website performance and popularity analytics. It also allows SAS to understand how visitors move through our websites, which websites are more useful for visitors, and what types of content are the most popular among visitors. The use Google Analytics is linked to SAS’ legitimate interests in monitoring and improving its websites. Google Analytics captures ‘Request Headers and/or Bodies’ information, which may include:
- The type of web browsers used to access any of SAS’ websites;
- The preferred language of visitors’ web browsers (to provide relevant translations for multilingual, international website visitors);
- The Internet Protocol (IP) addresses of website visitors;
- The operating systems of website visitors;
- A date/time stamp of visitors accessing SAS’ various websites;
- And clickstream data, i.e. the actions visitors take SAS’ websites, such as: the specific pages viewed, and any specific links clicked on its web pages.
- To opt-out of sharing this information, and participating in analytical tools and tracking on SAS’ websites, simply click on the ‘opt-out’ options you prefer to control. You can opt-out on the small, triangular ‘dog-ear’ button for ‘Cookie Control’ available on all of our websites that utilize cookies, analytical tools, and additional tracking technologies.
Should you have any additional concerns about these tools, please don’t hesitate to contact our Data Protection Officer at firstname.lastname@example.org.
How does SAS use the information that it collects about its website visitors?
In addition to storing personal data in its database, SAS also provides the opportunity for its members to make dues payments through third-party payment providers. This is beneficial for SAS’ members to pay their membership dues payments quickly and efficiently. Information about membership and dues payments may be retained indefinitely, because historical data regarding membership are always relevant to the aims and functions of the organization. The types of dues information that SAS stores in its database for its affiliates may include:
- The type and yearly amount of dues payments;
- The last payment date.
SAS uses affiliates’ data with its payment processing providers (currently Paypal and Stipe), as well as its account management processes (currently locally hosted procedures administered by the SAS Treasurer). Sharing this information with processing and account management providers is necessary for SAS’ legitimate interests in collecting its membership payments from affiliates. Members’ financial information is stored in SAS’ database throughout the duration of their membership, as well as the additional time period legally necessary for financial auditing purposes. Affiliates may contact SAS for any clarification about the storage of their financial information, and to potentially request the removal of this information by contacting SAS’ Data Protection Officer at email@example.com.
When would SAS disclose visitors’ information to third-party services, or any other international partner organization, affiliate, or subsidiary?
Google Analytics: Click here to view their GDPR-compliant Privacy Notice
Facebook: Click here to view their GDPR-compliant Privacy Notice
Twitter: Click here to view their GDPR-compliant Privacy Notice
AddThis: Click here to view their GDPR-compliant Privacy Notice
Paypal: Click here to view their GDPR-compliant Privacy Notice
Stripe: Click here to view their GDPR-compliant Privacy Notice
SAS reserves the right to use or disclose information provided by website visitors, members, event attendees, partner organizations, affiliates, or subsidiaries if it is required by law, or if the organization reasonably believes that the use or disclosure of this information is necessary:
- To protect the organization’s rights;
- Protect the safety of any individuals concerned;
- Investigate fraud and/or to comply with a judicial proceeding, court order, legal process or other governmental authority.
Unless it is prohibited by law, SAS will employ reasonable efforts to notify any individuals and organizations concerned, so as to enable these entities to take any appropriate actions.
How does SAS use website cookies and other similar analytical technologies on its websites; and how can visitors choose to either prevent or participate in the use of these technologies?
Cookies and other analytical technologies
SAS uses session-based website cookies that are persistent. Session cookies exist to establish a visitor’s ‘session’ with the website’s server; these cookies are relevant for the server to allow website visitors to authenticate with their user credentials (some end users can authenticate, and some cannot). These cookies are set in visitors’ web browsers regardless of whether or not they will need to authenticate on our websites. This is because our servers need to retain information about which visitors are authenticated, and which visitors are merely browsing. Persistent session cookies are harmless to website visitors who will not need to authenticate on any of SAS’ websites, as they do not collect or retain any personally identifying information for non-authenticated visitors. Visitors may delete or control session cookies settings through their direct control of their own personal web browser settings. Visitors who choose to opt-out of storing any persistent cookies in their web browsers may experience some difficulties accessing different information on any of SAS’ websites. We employ persistent cookies as explained below.
- Strictly necessary cookies (such as session cookies): These are cookies that are required for the operation of our websites and under our terms with you. They include, for example, cookies that enable you to log into secure areas of our websites.
- Analytical/performance cookies (such as Google Analytics cookies): These allow us to recognise and count the number of visitors, and to see how visitors move around SAS’ websites. The legitimate purposes behind these cookies include improving the way SAS’ websites function.
- Functionality cookies (such as the visitor consent cookie): These are used to recognize visitors when they return to our websites. They also enable us, subject to your choices and preferences, to personalise our content for you and remember your preferences (such as your regional settings).
Should you require any clarification concerning this description, don’t hesitate to contact SAS’ Data Protection Officer at firstname.lastname@example.org.
Social Media Platforms
Our website includes social media features, such as the Facebook ‘Like’ button and widgets, such as the ‘Share this’ button, or other interactive mini-programmes that run on our website. These features may collect IP addresses, information about popular pages on our site, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third-party (such as Facebook or Twitter), or hosted directly on our website. Your interactions with these features are governed by the privacy statement of the third-party services providing these features.
What choices do website visitors, members, and event attendees have prior to, and immediately after providing their consent for Society for Animation Studies to store and utilise their data?
SAS’ members can manage their preferences by visiting the appropriate section of the SAS website after logging in, by clicking on the ‘unsubscribe’ link located at the bottom of any of message received via the mailing list, or by contacting SAS’ Data Protection Officer at email@example.com. SAS members cannot opt out of receiving transactional emails related to the maintenance of their membership; this is governed by the organization’s legitimate interest in maintaining its membership.
If at any time after consenting to the storage of personal data in SAS’ database, you, the visitor, member, or event attendee, change your mind about SAS’ permission to retain your data, please contact SAS’ Data Protection Officer at firstname.lastname@example.org. SAS will respond to your request within at a maximum duration of one months’ time from the date of our receipt of your request. Please note that opting out, if requested, result in the termination of membership, and re-establishing contact or a relationship with the SAS will require the necessity to follow all of the proper protocols for re-establishing information retention consent to store personal information in our database. For additional information about correcting or updating your personal data stored on record with SAS, please contact SAS’ Data Protection Officer at email@example.com. SAS will respond to your request within at a maximum of one months’ time from the date of our receipt of your request.
The Right of Erasure
Individuals retain the specific right to request that SAS delete any personal information stored in its database, mailing list platform, or other SAS-managed websites or platforms; this right is otherwise known as the ‘right of erasure’, or the ‘right to be forgotten’. Please note that this option, if requested, is permanent, and re-establishing contact or a relationship with the SAS will require the necessity to follow all of the proper protocols for re-establishing information retention consent to store personal information in our database. If at any time you, the visitor, member, or event attendee, wish to employ your right to be erased, or forgotten, please contact our Data Protection Officer at firstname.lastname@example.org. SAS will respond to your request within at a maximum of one months’ time from the date of our receipt of your request.
How does SAS respect individuals’ rights to privacy?
The security of our visitors, members, event attendees, affiliates, and partner organizations personal data is exceedingly important to SAS. SAS uses a robust deployment of various security measures to protect individuals’ and organizations’ data from any unauthorized access, to maintain data accuracy, and to ensure the appropriate use of any personal data stored in our database. When SAS web properties are accessed over the internet (from a web browser) Transport Layer Security (TLS) technology protects visitors’ data using both server-side encryption for data-in-transit, and data encryption of any user data stored at rest in SAS’ servers. These technologies are intended to ensure that visitors’ data are safely and securely transmitted and stored, and that these data remain available only to the visitors themselves, or to authorized SAS officials involved with the processing of centralized data storage. SAS secures its infrastructure in a ‘secure-server’ environment that utilizes various internet security technologies and protocols, including (but not limited to) the use of firewalls, intrusion detection systems, and anti-virus security tools. These technologies are designed to work harmoniously in coordination with our network, so as to prevent any interference or access from external entities. Nevertheless, it is critical that individuals understand that there is no method of data transmission over the internet, or electronic storage that is permanently and impenetrably secure. This applies not only to SAS and its websites, software, and services, but also to all individuals who choose to employ any method of transferring or storing data through the use of the internet. While SAS’ infrastructure is extremely secure, we cannot guarantee the absolute security of any data transferred to, or stored within our organization’s network. Should you require any clarification of this security information, or have any questions related to the security features that SAS employs, please contact our Data Protection Officer at email@example.com. Visitors, subscribers, event attendees, affiliates, and partner organizations (all otherwise known as ‘end users’) are solely responsible for maintaining the security and confidentiality of their own usernames and passwords used to authenticate to any of SAS’ websites, platforms, software, or services.
In the Event of a Data Breach
SAS will inform all individuals concerned of any data breach within 72 hours if there is a high risk that their data was exposed unnecessarily to any external and/or third-party sources. While the notification of any individuals concerned is not required if the data is encrypted, or if measures have been taken to ensure that the data subject cannot be identified, Data Protection Authorities can always order the data controller (SAS) to inform the individual of the data breach. If you suspect a data breach has occurred, and that SAS may be responsible, please contact our Data Protection Officer immediately at firstname.lastname@example.org.
Processing Data Outside of the European Economic Area (EEA)
Given that SAS is an international organization, any use of SAS’ software and services involves the transmission of data on an international basis (including to and from the United States, among other countries outside the EEA). SAS may store, process and/or transfer personal data to countries outside of the EEA (including countries where the European Commission has not made a decision on an adequate level of protection of personal data); this especially includes SAS’ website host provider, which is located in the United States. This is explicitly necessary for promoting the legitimate interest of the organization to function though the use of modern technologies. The transfer of such data will be in compliance with any national and international legislation for cross-border transfer of data. If you, the visitor, subscriber, or event attendee, do not agree with this process, then you should not utilize SAS’ websites, software or services. By utilizing SAS’ websites, software and services, you, the visitor, subscriber, or event attendee, consent to the SAS’ procedural transferring of data to countries located outside the EEA. SAS’ affiliates and subsidiaries cannot refuse to participate in this process, as it is directly related to the maintenance of their membership; these rights are managed directly in the membership contract between SAS and the affiliated organization.
Privacy and Minors
SAS websites do not offer information intended to attract minors, or children. SAS does not knowingly solicit personal data from minors, or children, under the age of 13.
How can website visitors, members, event attendees, affiliates, and partner organizations contact SAS’ Data Protection Officer to add, update, or delete personal information?
Society for Animation Studies (SAS)
Attn: Data Protection Officer
1401 21st Street, Suite R
Sacramento, CA 95811
United States of America
Please direct all other written communications to:
Society for Animation Studies (SAS)
1401 21st Street, Suite R
Sacramento, CA 95811
United States of America