Privacy Policy

How do we protect the confidentiality and security of your information?

The American Academy of HIV Medicine and all its affiliates are committed to respecting the privacy of their members, credentialees and stakeholders (“The Academy”, “We”, or “Us”, as used in this Privacy Policy, may include the Academy, its affiliated organizations, and its websites.  We maintain physical, electronic, and procedural safeguards to ensure that your personal information is treated responsibly and in accordance with our Privacy Policy. We restrict access to your personal information within our organization to those employees who need to know that information to provide products or services to you. Our Privacy Policy governs the collection and use of personal information, whether gathered by our staff, from program participants, from website visitors, or through correspondence, and it reflects our approach to gathering and disseminating data. Our policy is to only use data collected for purposes that are integral to furthering the mission of the Academy.

For the purposes of the Data Protection Act 1998 and, with effect from 25 May 2018, the General Data Protection Regulation, the data controller is Daniel Ebeling, dan@aahivm.org, 202-659-0699 x11.

What personal information do we collect?

We may collect information when you submit information directly to us, such as the submission of applications and other forms; transact with us; request or buy products or services; or interact with us through email, phone, or the use of the websites within the Academy. Through these actions, you may provide us with various personal information including: your name, address, email, phone number, demographic information, National Provider Identifier, credit card information, opinions, and individual personal preferences. Your credit card information is encrypted for security purposes.

Please note that we do not collect any personal information from users simply browsing our websites. Only aggregate data—such as the number of hits per page—is collected. Aggregate data is used for internal and marketing purposes and does not provide any personally identifying information.

How do we use the data collected?

Data collected in and transferred to the United States is used to help us better serve our credentialees and members. It is our general policy to collect and store only personal information that visitors, credentialees, and members knowingly provide. The Academy uses your personal information to process your orders; send your order to you or to the recipient you selected; send you the HIV Specialist Magazine; send you newsletters; notify you of discounts on third-party services; provide other membership services; and notify you of programs offered by the Academy, local chapters, and state affiliates. We also use data collected to improve our web content; to learn more about visitors’ interests, needs, and preferences; and to develop new products and services. Personal information is collected via a number of websites that are either operated by us or by authorized vendors.

How long do we retain your personal information for?

We normally retain information for 15 years after your last interaction with us.  We will retain your personal information at least as long as it is reasonably necessary to perform the services described above or as required by law.

How can you control the personal information you provide to us?

We collect personal information on the basis of your written consent, which you may withdraw at any time. You may access your personal data, request additional information on how your information is being used, or update your personal information by logging into your account and/or contacting us at the mailing address, phone number, or email address below.  You may request the erasure of your personal information from our records and we will do so as long as we do not have a legal obligation to retain that information.  You may also request a copy of all your personal information that we currently have on record to be sent to you, or a third party of your choice, in a reasonable format specified by you. You may opt out of receiving promotional materials or marketing information by contacting us at the mailing address, phone number, or email address below or changing your account settings. If you don’t approve of certain ways we process your data, you may object to data processing activities and/or make a complaint with a data protection authority. In order to make any of these requests, or to contact us regarding privacy issues, you may reach us at:

Recipients of emails and alerts via mailing lists and electronic newsletters also have the option to unsubscribe directly by clicking “unsubscribe” at the bottom of any mailing list or electronic newsletter email. Those who choose to unsubscribe will not receive further mailings from that specific mailing list or electronic newsletter.

Do we share your information with third parties?

The Academy may occasionally provide limited data to partners that offer products and services as permitted by law. This limited data includes names, mailing addresses, and email addresses.

We sometimes employ other companies and individuals to perform functions on our behalf. For example to fulfill orders, deliver packages, send postal mail and email, provide marketing assistance (including direct and targeted marketing), process credit card payments, and provide customer service.

The Academy also makes some member contact information available through the Referral Link or Credential Verification directory on the Academy website. In addition, we may occasionally provide limited data to third parties that offer products and services if you consented to providing your information to a third party. This limited data includes names, job titles, companies, and home and business addresses, but does not include business phone numbers, business fax numbers, or email addresses. We may also occasionally sell names and postal addresses to reputable organizations to provide you with information about products or services that may be of interest to you.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Academy websites occasionally provide links to other websites that may interest students and stakeholders we serve. Although we work hard to ensure we provide links to appropriate sites, and we take full responsibility for the content of our site and our own Privacy Policy, we are not responsible for the privacy practices or the content of sites to which we link. No notice will be issued when a visitor has accessed a link to a website outside the realm of Academy websites. We encourage you to read the privacy policies of all third-party sites that are linked from any Academy website before submitting your personal information. The use of any personal data you choose to disclose to third-party websites will not be covered by this Privacy Policy.

How can you learn about future Privacy Policy updates?

From time to time, customer information may be used for new, unanticipated uses not previously disclosed in this Privacy Policy. If our data protection practices change at some time in the future, those changes will be posted on all affected websites to notify users of the changes and provide an opportunity to opt out of the new uses. Those concerned about how their information is used should check our websites periodically, and review this Privacy Policy for any updates.

Still have questions or concerns?

We value our members and want you to understand how we use the information we collect. If you have any questions about our Privacy Policy, please contact us at 202-659-0699 or info@aahivm.org.