Data Protection / Privacy Policy
This Privacy Policy was created with the GDPR (General Data Protection Regulation) in mind. While it formally applies only to European citizens, we don’t know for certain where our newsletter subscribers or contest entries may come from, and the GDPR is also something of a “gold standard” of privacy protection and transparency of data collection/use.
Who We Are
Arizona Mystery Writers is a nonprofit group, promoting mystery writing in Arizona for over twenty years. Members include both published and unpublished authors, as well as readers. The main purpose of the group is to provide speakers on a monthly basis who can provide guidance on crime-oriented or writing-oriented topics.
In general, you can contact us regarding any data privacy concerns at amwcommschair@gmail.com.
Below is our policy regarding each type of data collection associated with our site and organization.
Meeting RSVPs:
We collect a list of RSVPed attendee names for the meeting gathered through Meetup (via name presented on Meetup) and through the membership email account. We keep them only until accounting is finished for the meeting; they are not kept long-term or used other than to track attendance for an individual meeting.
Visitor Statistics:
We use Google Analytics to see how many and what sort of people visit our website. We only see the data in an aggregate way, with no identification of individual visitors.
Website Comments:
This website has comment forms on some posts and pages, which allows for public discussion. The following personal data is collected from the comment forms:
- Name (in whatever form you choose to give it, not necessarily a full name)
- Email address
- Current IP address
- Website address, if you provide it
Other visitors can only see your name and comment, with your website addressed linked to your name if you provide it. We will not ask for any other information; however, if you provide other information within comment text, it will also appear, and would be covered like any other in regard to this privacy policy.
- Comment data usage:
Name/email address: enable notifications of any replies to your comment. Name allows for organization and personalization of comment threads. - IP address: used to filter for spam comments through Akismet. (We get more spam than we do real comments.)
- Website is only as a courtesy, to let other people find your website.
None of this data is collected or stored outside the website by our organization.
Comments on the website will be held for the life of the website, unless you request otherwise.
Membership:
Membership is applied for only by a physical form (not online). We collect name, address, phone number and email address, as well as pen names. All of this is held in a spreadsheet accessible only to AMW Board members (passworded and held in the cloud). It is used to verify membership for our members-only perks, as well as for dues reminders and to verify continuity of membership. Membership lists are not distributed beyond the Board.
Membership lists are updated annually (as dues are paid). You may also request removal from this list, or update or correct this information, by contacting our Membership Chair at amwmembershipchair@gmail.com.
Contact Form:
The only requirements for the contact form are an email (to allow a response to the message), the person to whom the message is directed, and message. This information is not stored by the website/contact form. The form directly emails all information to amwcommschair@gmail.com, and is then forwarded to the relevant Board member for response. This data is only passed between relevant Board members (via passworded email accounts), and only used to provide a response to the provided message.
Member Author Information on the Website:
Member information (bio, books, etc.) is listed on our site only upon request of the authors, and only the information they provide for this purpose. A backup of this data is maintained on a password-protected computer by the Communications Chair. Authors may request the removal of their author information from the site at any time. Upon lapse of membership, member author pages are removed.
Contest Entries:
Entries to our contest include collection of name, address, phone number, email and title of the story (or stories) submitted. This information is used only to contact participants if there is an issue with the entry, or in the event they win or place in the contest. The contest is run annually, and non-winner information is destroyed once the winners are selected. Winner information is used for contact or to send prizes, but destroyed once it is no longer needed for these purposes.
Current contest winners: For approximately a year (between contest winner announcements), the three top winning entries (with author name), as well as a name, picture and bio for these winners will be posted on the Arizona Mystery Writers website. At the end of that year, the bios, pictures and winning entries will be deleted. Winners names are kept indefinitely on our “honor roll” page, but will be removed upon the former winner’s request.
If you have questions or requests regarding data you supplied to us via the contest (both adult and youth), contact amwcontest@gmail.com.
Newsletter:
You can subscribe to the monthly AMW newsletter via MailChimp. The only personal data collected is an email address, stored in a passworded account at MailChimp.
When you subscribe, it goes through a “double opt-in” process. In other words, you will be sent an email to confirm that you want to subscribe. By confirming your subscription, you are acknowledging that your personal data can be stored and used in line with the Privacy Policy. You can unsubscribe (or ask us to unsubscribe you) at any time. MailChimp maintains a list of unsubscribed addresses; you may also request to be completely removed from the database at any time.
New paying members are automatically added to the newsletter list. This is explained as part of the application process, and is considered explicit consent.
We will not subscribe you to a newsletter without your consent.
Miscellaneous:
We agree to keep your personal data confidential and secure. It will not be transferred to any other organization, and not shared beyond the Board members who need it to fulfill their duties.
Should the website close or newsletter cease, we will delete/destroy any personal data stored there. Should AMW disband, board members will delete/destroy any personal data stored.
Any other queries and requests regarding your personal data can be directed to amwcommschair@gmail.com. A response will be provided as soon as possible.
Your rights
The GDPR (Europe) has a detailed list of rights held by you. While the list of data discussed on this page seem most relevant to our visitors and other contactees, it is not meant to be a limitation on your rights as provided by the GDPR.
Your rights include:
- The right to know what personal data we collect, what is held by us and how we use it. Specific questions beyond what is outlined here are welcome.
- The right to update or correct your personal data, if you find that what we have is incomplete or inaccurate.
- The right to be forgotten — to request that we delete your personal data where we have it stored
- The right to specify what we can and cannot do with your personal data
