BAP Privacy Policy

Application for Candidates for Chapters
Current Members Privacy and Information Update

1. PRIVACY NOTICE

Beta Alpha Psi (BAP) is committed to protecting your privacy. The following policy discloses our procedures surrounding this commitment.

The Beta Alpha Psi (BAP) Privacy Notice is effective as of 08/2011. The use of the websites and services offered by the BAP constitutes your acceptance of the Privacy Notice. If you use the website, register, apply, join, participate or otherwise submit personally identifiable information, you are consenting to the use of such data in accordance with this Privacy Notice. If you are an international user, the use of any website covered by this Privacy Notice constitutes consent to this Privacy Notice and an acknowledgement that use of any website covered by the Privacy Notice is solely subject to the laws governing the use of data in the United States.

This Privacy Policy covers the privacy practices of all USA, Australian and New Zealand chapters. Other foreign chapters depending on where they are located, may be subject to different laws and requirements than those of USA, Australia and New Zealand chapters. (To understand how chapters in others jurisdiction use personal information, please contact them directly).

2. ORGANIZATIONAL OVERVIEW

BAP is an honorary organization for Financial Information students and professionals. The primary objective of Beta Alpha Psi is to encourage and give recognition to scholastic and professional excellence in the business information field. This includes promoting the study and practice of accounting, finance and information systems; providing opportunities for self- development, service and association among members and practicing professionals, and encouraging a sense of ethical, social, and public responsibility.

BAP operates a Web site under the URL http://www.bap.org.

3. SCOPE OF POLICY

This Privacy Policy governs the privacy practices used by BAP on its Web site as well as its offline data collection, use, and disclosure activities.

The Web Site may contain links to Web sites not under BAP’s control and managed by third parties with independent information and privacy practices. It is your responsibility to read the privacy policies of the site to which you are redirected before supplying any personal information. In addition, we have no control over information that is submitted to, or collected by, these third parties. Accordingly, you should consult these other Web sites' privacy policies when accessing or using such other Web pages.

4. INFORMATION COLLECTION

We collect information from you when you are registered as a member on our site or BAP Community online, register for a conference, subscribe to our newsletter, donate to BAP, enter competitions and/or receive a prize or award or fill out a form.

Information Automatically Logged

BAP may make a record of your visit and logs any of the following information for statistical and business purposes - the user's server address, the user's domain name, IP address, the date and time of the visit, the pages accessed and documents downloaded, the previous site visited and the type of browser used.

If you are not a BAP member and you send us a message, BAP will record your e-mail address.

Security Information

BAP sites have security measures in place to protect against the loss, misuse, and alteration of the information. This is not considered to be a guarantee of protection of your information. A login name and password are required to visit secure areas, and before personal information (such as Reporting Intranet) are published on the site, visitors are required to enter their member login as well. This is to ensure that the information is displayed only to the intended person. You should ensure that any password is kept securely and cannot be discovered by anyone else.

Cookies

A cookie is information that a Web site puts on your hard disk so that it can remember something about you at a later time. (More technically, it is information for future use that is stored by the server on the client side of a client/server communication.) It is possible to disable the accepting of cookies by your web browser, however doing so may restrict your ability to access some web pages.

Some sites are access restricted. These sites may use cookies to deliver content specific to your interest. Cookies may also be used for authentication purposes, and to improve security during a visitor's session online.

Cookies may store the following information: session (numbered key) and duration. A numbered key is a unique server generated number used to identify the current session. The session key can be linked back to a user's login identification.

Unique identifiers (such as login identification) are collected from Web site visitors to verify the user's identity, and for use as account numbers in our record system.

Surveys

All academic / research surveys conducted by BAP staff and / or students, which involve the collection of personal information, will have received approval from the Board of Directors.

Some of our online surveys ask visitors for unique identifiers (like login identification).

Contact information from the surveys may be used to get in touch with the visitor when necessary, for example to follow up on any issues identified by the visitor.

Registration Forms

If personal information is collected via a website this will be done by sufficiently secure means. Where personal information is collected by local chapters, that information will be carefully used and stored.

For certain applications, registration forms require users to give contact information (like name and email address), and unique identifiers (like login identification).

5. WHAT INFORMATION IS COLLECTED

5.1 – Personal information collected on the Reporting Intranet:

Name
Address
Phone
Email
Candidate Start Date
Initiation Date
School
Membership Type (Undergraduate, Graduate, Faculty or Honorary)
Major (Accounting, Finance or Information Systems)
Membership Status
Ethnicity (optional)
Gender (optional)
Birth Date (optional)

5.2 – Personal Information collected on the BAP Online Community site

Name
Address
Phone
Email
Initiation Date
Graduation Date
School
Membership Type (Member, Alumni, Board Member, Advisory Forum Member or BAP Staff)
Employer
Title
Certifications
Opt Out:
1. My Alma Mater
2. Colleges/University
3. Members
4. Alumni
Opt In
1. Regional Meetings
2. National Activities

5.3 – Personal Information collected on the Meeting and Conferences Registration System

First Name
Last Name
Nickname
Email
Registration Type
School or Firm
Work Address – use as primary
Home Address – use as primary
Which Regional Meeting will be attended
Chapter Number
Chapter Name
School Name
Major
Disabilities
Special Dietary Needs
Emergency Contact Information
1. Name of contact
2. Emergency contact phone number
Presentation confirmation
Regional Meetings that will be attended
Payment information (Credit Card Information)
Guest Information (name)

5.3.1 – Meeting and Conferences Registration System – Annual Meeting

All information from above including:
1. KPMG – Community Service Day Online Waiver (Release of name, photo and liability risks)
2. T-Shirt Size
Student Volunteer Hub
1. Name
2. Email Contact
3. Which volunteer event they will monitor

5.3.2 – Meeting and Conference Registration System – International

All information from above including:
1. Local Community Service Day Online Waiver (Release of name, photo and liability risks)
2. T-Shirt Size
Student Volunteer Hub
1. Name
2. Email Contact
3. Which volunteer event they will monitor

5.4 – Access Database – Executive Office

Non-Chapter Contact Information – Board, Advisory Forum Members, Vendors and Staff
1. Name
2. BAP Title
3. Job Title
4. Employer
5. Address
6. Email
7. Phone
8. Fax
9. Bio
10. Home Address
11. Spouse Name
12. Home Email
13. Deceased if applicable

5.5 – BAP Website – Donations Screen

First Name
Last Name
University/Chapter
Address 1
Address 2
City
State
Zip Code
Province/Region
Country
Phone
Email
Amount
Tribute Name
Tribute Chapter
Personal Message
Notification Name
Notification Address
Notification City/State/Province/Region/Country
Payment Information via PayPal

5.6 – BAP Website – BAP Store – Certificate and Award Order Form information

Replacement Certificates

School
Chapter Number/Name
First and Last Name
Initiation Date
Faculty advisor First and Last Name
Ship to address

Award Certificates

School
Chapter Number/Name
First and Last Name
Award Date
Award Type
Faculty Advisor First and Last Name
Ship to address

5.7 – BAP Website – Competitions and Downloadable Forms Page

Gold Challenge – KPMG – Nomination Form

School
Chapter Name
Chapter President Name
Faculty Advisor First and Last Name
Faculty Advisor Phone
Faculty Advisor Email
Competition Verification Information

Gold Challenge – KPMG Release Form – Consent of Personal data and likeness release.

Name/Title
School
Chapter Name
Signature
Date

Project Run With It

Nomination Form

Last Name
First Name
Email Address
Cell Phone
Chapter Officer/Member/Candidate
Overall GPA
Major
Confirmation that the nominee will attend the annual meeting
Confirmation of registration
Confirmation that the nominee has read all PRWI competition guidelines
Confirmation that the nominee will participate fully in annual meeting events and will arrive in time for the start of the PRWI competition.
Confirmation that the nominee has completed the NFP pre-competition requirements
Confirmation that nominee has signed confidentiality agreement
Confirmation that nominee agrees to image, photo and video release
Polo Shirt size
University Name
Chapter name and number
Faculty Advisor name and contact information
Will FA be attending the annual meeting?

Confidentiality Agreement

Signature
Name
Email
Cell phone
University
Chapter Number
Date

NFP Case Study Interview collected from students

NFP Name
Summary of interview content

5.8– Annual Report – Student presenters

Annual Report – Information Published

Board of Directors

Name
BAP Title
University/Firm/Employer Name
Region (if applicable)
Photo
Bio of Presidents

Advisory Forum Members

Name
Title
Employer
State
Photo

Business Information Professional of the Year Recipients

Name
Employer
Category of Award (Education, Industry & Government, Professional Services)
Bio
Photo

International Scholars

Names of students who presented at regional and annual meetings

First Name
Last Name
Presentation Acronym (PRWI, BP/RM, BP/AM, RM, AM)

Outstanding Faculty Advisor Winners

Name
University
Region
Photo

Outstanding Chapter Information

Chapter Number
Charter Year
Number of Initiates for FY XXXX
Chapter Name
School Name
Faculty Advisor First and Last Name, Co-Advisor First and Last Name
Chapter President(s) First and Last Name
Chapter Award Status (Distinguished, Superior, Significantly Improved, Most Improved, Gold Chapter)

Annual Meeting Winners for all competitions

University Name
Chapter Name
First and Last Name of student/FA winners

Executive Office Staff

Name
Title
Bio
Photo

Organization Financial Statements

Report of Independent Public Accounts
State of Financial Position
Statement of Cash Flows
Statement of Activities
Notes to Financial Statements

Past Presidents of Beta Alpha Psi

Term
First and Last Name
Affiliation (Firm or University)

User signs up with:

Email
Password

5.9 Discussion forum

User details will be collected.

6. WHAT DO WE USE INFORMATION FOR and WHO USES THE INFORMATION

Any of the information we collect from you may be used in one of the following ways:

To contact you about membership or potential membership
To improve service (your information helps us to more effectively respond to your requests and support needs
To process transactions
To administer a contest, promotion, survey or other site feature
To send periodic emails

Specifically:

6.1 – Personal information collected on the Reporting Intranet

Role: Chapter Officers, Faculty Advisor & Administrator

Information collected through the Reporting Intranet is solely used to help chapters manage their chapter membership and reporting activities. The Internet information is also used to determine some competition results. The role of the Administrator is to reconcile payments to the membership records and to help in the updating of the membership status when candidates have become initiated.

6.2 – Personal Information collected on the BAP Online Community site

Role: Individual, Administrator

The information collected on the BAP Online Community is solely used by Beta Alpha Psi in updating records for members who are interested while members and for members who have graduated and have moved onto alumni status and to use this information in reaching out to alumni to garner interest in upcoming regional meetings to participate on alumni panels as a potential professional speaker.

Individuals will have access to the system by registering online and creating a unique login ID and password that only they will know. Individuals will have access to viewing and updating their records only. Administrator will query only opt in email contacts to send out invites to alumni events (newsletter, regional meetings and alumni meetings).

6.3 – Personal Information collected on the Meeting and Conferences Registration System

Role: Individual, Conference Planner, Supervisor, Conference Operations

Information collected is used to administer and run conferences. The information is used by the AICPA Conference Planners and BAP staff in the running of conferences.

Organizing chapters of conferences will have access to information as required by the individual needs of the conference being organized.

6.4 – Access Database – Executive Office

Role: Administrator

Information collected will be used for BAP operations.

6.5 – BAP Website – Donations Screen

Role: Individual and Administrator

Information collected will be used to verify the donation. With consent, donations may publicized to acknowledge generosity. Information from donations will be added to the newsletter and alumni databases if not already within the databases.

6.6– BAP Website – BAP Store – Certificate and Award Order Form information

Role: Individual and Administrator

Information collected will be used for BAP operations only.

6.7 – BAP Website – Competitions and Downloadable Forms Page

Role: Individual, Administrator, Board Members and Advisory Forum Members, Judges

Information collected will be used to administer and run competitions. Information will used by BAP staff to administer the competitions and by Judges to carry out and adjudicate the competition. Winners of competition will be published in the BAP web site and other sources with consent of the competitors.

6.8 – Annual Report

Role: Administrator, Graphic Design Department

Information collected will be used for publication in the Annual Report.

6.9 Discussion forum

7. HOW DO WE PROTECT INFORMATION

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information. Our staff is trained to treat information with the utmost confidentiality. Internally, we restrict access to personal information to employees and contractors and agents who need access to the information to do their jobs or perform services on behalf of BAP. This is not considered to be a guarantee of protection of your information.

We offer the use of a secure server. All supplied sensitive/credit information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our Database to be only accessed by those authorized with special access rights to our systems, and are required to keep the information confidential.

After a transaction, your information may be kept on file in order to build alumni databases and for further reporting. All other information will be retained until no longer required for operational use and then securely destroyed. (See retention and destruction document).

8. DO WE DISCLOSE ANY INFORMATION TO OUTSIDE PARTIES?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information without consent. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety. However, non-personally identifiable information may be provided to other parties for marketing, advertising, or other uses.

Public Forums

BAP may have chat rooms, forums, message boards, social media, and/or newsgroups available to its users. Please remember that any information that is disclosed in these areas becomes public information and you should exercise caution when deciding to disclose your personal information.

California Online Privacy Protection Act Compliance

Because we value your privacy we have taken the necessary precautions to be in compliance with the California Online Privacy Protection Act. We therefore will not distribute your personal information to outside parties without your consent.

You can contact your chapter reporter and view and correct the information or contact executive office and view and correct the information.

9. OPTING OUT

If you supply BAP with your postal address, phone number, or e-mail address, you may receive periodic communications from BAP or other reputable companies affiliated with BAP. The communications will provide information on available services or upcoming events.

If you do not wish to receive such communications from BAP or from the reputable companies affiliated with BAP, you can opt out of receiving them by contacting us at bap@bap.org. You can also opt out of receiving future e-mail messages by following the "unsubscribe" instructions at the bottom of any e-mailed message you receive.

Please allow at least 10 days for your opt-out election to take effect.

You will not be opted out from communication regarding your membership, payment or other similar account management communications or outreach.

10. QUALITY

Checking Your Data on File with the Organizations

Individuals are responsible for providing accurate and complete personal information, and for contacting us if correction of such information is required.

BAP members can request access to the membership information BAP has collected on them or have factual inaccuracies in this information corrected by contacting us at bap@bap.org.

11. TERMS AND CONDITIONS

Please also visit our Terms and Conditions section establishing the use, disclaimers, and limitations of liability governing the use of our website at http://www.bap.org.

12. CONTACTING US

If there are any questions regarding this privacy policy you may contact us using the information below.

Privacy Point of Contact: Chapter Services Specialist
Office: 220 Leigh Farm Road, Durham, NC 27707
Phone: (919) 402-4001
Email: bap@bap.org

System Manager: Web Developer
Office: 220 Leigh Farm Road, Durham, NC 27707
Phone: (919) 402-4080
Email: bap@bap.org