Audio Engineering Society Inc.
Privacy Policy
This policy was last updated on 8 January 2019
Welcome to the Audio Engineering Society’s privacy policy. We are committed to maintaining the security and privacy of your data.
This policy outlines the way in which we manage any personal data obtained through www.aes.org (the “Website”) or otherwise provided by or about individuals (“you”, “your”) in the course of you joining or receiving the services under our membership program, attending our events, purchasing our products or signing up to our website mailing list or AES events (our “Services”). It explains:
Please note that some of the provisions here will only apply if you are based in the EU.
You can navigate to the relevant sections of the policy by clicking the links below:
By continuing to use the Website and our Services, you agree to our use of your personal data on the terms outlined in this policy.
For the purposes of applicable data protection laws, Audio Engineering Society, Inc, a company incorporated in New York with its registered address at 551 Fifth Avenue, Suite 1225, New York, NY 10176, USA (“AES”, “we”, “us” or “our”) is the controller of your data. This means that we are the primary entity who decides the purposes and means for dealing with your personal data.
IMPORTANT: WORKING GROUPS AND SECTIONS
Although we are headquartered in the US, AES is a global membership organization operated through various working groups, including Committees and local Sections. Both groups are run by AES members who are elected or nominated volunteers, meaning some of your personal data may be shared with the elected or nominated volunteers who act in their own capacity and are not employees or representatives of AES.
In particular, Sections have been approved by the AES Board and are subject to certain rules, but operate as independent organizations with their own rules and sometimes their own policies regarding personal data. If you sign up to become a member of an AES Section, Section Officers will receive certain personal data about you from the AES membership database (including your name, email address and membership expiry date) in order to communicate with section members about local events and/or collect membership payments. Local Sections will only have access to data regarding members within their own Sections.
However, these Sections will be data controllers of their own accord and may be subject to their own supplementary privacy policies which will apply in addition to this Privacy Policy. This means the Sections may use your data for other purposes, including maintenance of separate mailing lists for Section participants who are not AES members. Please carefully review the web page or contact the officer of each Section before you submit any personal data to AES in connection with the services of these Sections or through the websites for these Sections. AES does not have any control or visibility on any individual Sections’ privacy policies, or control over the collection and use of non-AES or section-member data which may supplement this Privacy Policy.
Please contact your relevant Section for details of any supplementary privacy policies and further information regarding their dealings with your personal data. Unless you have been informed otherwise, the relevant AES Section will be governed by this Privacy Policy alone.
When you access or receive our Services, we may collect a variety of personal information about you, including:
Personal information we collect directly from you
Information received from other sources
We will let you know at the point of collecting your information whether this is optional, or whether it is necessary for you to provide this information to meet certain statutory or contractual requirements. If the latter and you do not wish to provide us with this information, this may limit the services we are able to provide you.
If the data we hold about you is inaccurate in any way, please contact us to have your personal information corrected.
We will only use your personal data if we have a permitted lawful basis to do so. Generally we collect your personal data because is it necessary for:
We may also rely on your consent to use your personal data for:
You have the right to withdraw your consent to these activities at any time, which will mean (unless another lawful basis applies to your data) that we will cease to process the affected data after consent is withdrawn. However, please note this may result in us being unable to provide you with certain features of the Website and/or Services.
The primary purpose for which we collect information about you is to provide you with Services you have requested from us (i.e. to perform our contract with you). We also collect information about you for the following purposes:
To perform our contract with you
For our legitimate interests
To comply with our legal obligations
Where you have opted into marketing communications, you agree that we may use your information to contact you by your chosen method of electronic mail (e.g. by email) about tailored offers, events, competitions, items or related activities that you may find useful, as well as other similar products and services offered by us or any of our related entities from time to time. We do not sell, trade or rent your personal information to any third parties.
You may receive marketing communications from Audio Engineering Society, Inc or the AES Sections you have opted to receive communications from (see “About us” above) unless you withdraw your consent from receiving such marketing communications. You can do this at any time by changing your communication preferences on your Member Portal or clicking the “unsubscribe” option in any marketing communications you get from us.
We may also share your information with the following third parties:
The following section applies only if you are based in the EU.
In certain circumstances you have rights under data protection laws in relation to the personal data we hold about you. You can request to:
You can make all such requests via email to dataprotection@aes.org.
We will endeavour to respond to your requests within one month and free of charge. Please note that in respect of all these rights, we reserve the right to:
If we refuse your request to exercise these rights, we will give reasons for our refusal and allow you to challenge our decision.
If you have any concerns about how we handle your data, please contact us. If you are not satisfied after we’ve tried to resolve your issue, you’ll be entitled to lodge a complaint with the data protection regulator for your country of residence.
Security of your data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
The following section applies only if you are based in the EU.
In certain circumstances you have rights under data protection laws in relation to the personal data we hold about you. You can request to:
● Access information held about you.
● rectify any incorrect or incomplete data we hold about you.
It is both in our interest and yours that any personal information we hold about you is accurate, complete and current. If the data we hold about you is inaccurate in any way, please contact us to have your personal information corrected. You can update any incorrect contact information yourself by accessing the Member Update or Committee Update system in the Member Portal of the Website.
● delete, restrict or remove the data we hold about you.
● transfer the data we hold about you to another party.
● object to any further processing of your data.
You can make all such requests via email to dataprotection@aes.org.
We will endeavor to respond to your requests within one month and free of charge. Please note that in respect of all these rights, we reserve the right to:
· refuse your request based on the exemptions set out in the applicable data protection laws.
· request for proof of your ID to process the request or request further information
· charge you a reasonable administrative fee for any repetitive, manifestly unfounded or excessive requests
If we refuse your request to exercise these rights, we will give reasons for our refusal and allow you to challenge our decision.
If you have any concerns about how we handle your data, please contact us. If you are not satisfied after we’ve tried to resolve your issue, you’ll be entitled to lodge a complaint with the data protection regulator for your country of residence.
Security of your data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In common with many websites, we use “cookies” to help us gather and store information about visitors to our websites. A cookie is a small data file that our server sends to your browser when you visit the site. The use of cookies helps us to distinguish you from other users of the Website and assist your use of certain aspects of the site. You can delete cookies at any time or you can set your browser to reject or disable cookies, however if you do this you may not be able to access all or parts of our site. You can obtain information about how to manage cookies by clicking “help” on your browser’s menu or visiting www.aboutcookies.org.
We primarily use information from cookies for the following purposes:
| Cookie name(s) | Purpose |
CFID CFTOKEN _GA _GAT _GID | Traffic monitoring, e.g., the IP address from which you access the site, the type of browser and operating system used to access the site, the date and time of your access to the site, the pages you visit, and the Internet address of the website from which you accessed the site. |
MSLOGINID LOGINID COOKIEID INSTUSERNAME INSTLOGINID | To register you in programs and to recognize your website preferences. |
We also use clear gifs (also known as web bugs or web beacons), which are tiny graphics embedded in web pages and email messages that we use in connection with cookies to collect non-personal information from users to analyze site usage, manage content on the site, track visits to other related sites, and track the performance of online advertising.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
Except for essential cookies, all cookies will expire after 30 years.
We may from time to time review and amend this Privacy Policy to take into account changes in law, technology and our operations. We will post any changes to this Privacy Policy on the Website from time to time and, where appropriate, notify you by e-mail. Please periodically review this Privacy Policy before using the Website as continued use of the Website shall indicate your acceptance of any changes. All personal information held by us will be governed by the most recent Privacy Policy posted on the Website.
We may from time to time review and amend this Privacy Policy to take into account changes in law, technology and our operations. We will post any changes to this Privacy Policy on the Website from time to time and, where appropriate, notify you by e-mail. Please periodically review this Privacy Policy before using the Website as continued use of the Website shall indicate your acceptance of any changes. All personal information held by us will be governed by the most recent Privacy Policy posted on the Website.
If you have any queries relating to this privacy notice (including any requests to exercise your legal rights in respect of your data), you can contact us at dataprotection@aes.org or by writing to us at Audio Engineering Society, Inc, 697 3rd Avenue, Suite 405, New York, NY 10017, USA.
