APA 2118 Privacy Policy for Members of APA 2118
Last Updated: February 27, 2026
APA 2118 (“we,” “our,” “us”) is committed to protecting the privacy and security of our members and visitors. This Privacy Policy explains how we collect, use, store, and protect information when you use apa2118.org (the “Website”) and the services integrated within it.
By accessing or using this Website, you agree to the terms of this Privacy Policy.
1. Information We Collect
1.1 Information You Provide to Us
We collect information that members submit through the Website, including:
- Email address
- Username
- Password (stored securely in hashed form)
- Optional profile information you choose to provide
- Information submitted through site forms (e.g., committee-related forms)
We do not store sensitive HR data on the website.
1.2 Member Accounts (WordPress)
Our WordPress system stores only the minimum information required to authenticate members and allow access to the Website:
- Username
- Encrypted (hashed) password
There is no integration or automatic synchronization between the Website and Union Impact.
1.3 Forum Participation and Content
The Website includes an integrated forum. When using the forum, we may collect and store:
- Posts and replies
- Uploaded documents or attachments
- Member display names and timestamps
Forum content is visible to authenticated users and stored within the Website.
1.4 Automatically Collected Information
For security and performance, we may collect:
- IP address
- Browser and device information
- Pages visited and general usage patterns
We do not use Google Analytics, Bing Analytics, or other third-party analytics tools at this time.
1.5 Cookies
We may use cookies for:
- Login sessions and authentication
- Forum functionality
- Basic site preferences
You can disable cookies in your browser, but certain features may not work properly.
2. How We Use Your Information
We use collected information to:
- Provide secure access to the Website
- Manage member accounts and authentication
- Support forum and communications features
- Process form submissions
- Improve site functionality and maintain security
- Communicate necessary updates or notifications
We do not sell or rent personal data and do not share member data for marketing purposes.
3. SMS Communications
SMS may be used for direct communications to APA 2118 members. Participation is optional and limited to members who have opted in.
3.1 How Members Provide Consent
Currently, SMS consent is obtained outside of the Website (e.g., via Union Impact preferences or other administrative/member-managed methods). The Website does not presently collect or store SMS opt-in preferences.
If we introduce Website-based SMS consent in the future (e.g., a checkbox in a form or profile setting), this Policy will be updated and we will clearly present that consent mechanism.
3.2 Opting Out
Members may opt out of SMS communications using the same channel used for opt-in (e.g., changing preferences in the administrative system used for SMS) or via any opt-out mechanism provided in messages (e.g., replying STOP), if applicable.
4. How We Share Information
We only share information when necessary and limited to what is required.
4.1 Trusted Service Providers
We may share data with:
- Web development and support partners (e.g., Saritasa)
- Hosting providers
- Authentication and security add-ons used by WordPress
- SMS service providers (e.g., Twilio), only if/when SMS is used
These providers are required to safeguard data and use it only to provide services to us.
4.2 Legal Obligations
We may disclose information when required by law or union governance policies.
5. Data Security
We use reasonable administrative, technical, and physical safeguards, including:
- Encrypted connections (HTTPS)
- Password hashing and role-based access controls
- Server and application security practices
- Regular maintenance and updates
While no system is completely secure, we work to protect member data to the best of our ability.
6. Data Retention
We retain information only as long as necessary for:
- Website functionality
- Union operations
- Legal or policy requirements
Forum posts and committee-related submissions may be retained according to APA 2118 governance policies.
7. Your Rights and Choices
Members may:
- Request access to their personal information stored on the Website
- Update or correct account details
- Request deletion of certain data (subject to union and legal requirements)
Contact information for these requests is provided below.
8. Children’s Privacy
The Website is intended for adult members of APA 2118.
We do not knowingly collect personal information from minors.
9. Third-Party Links
Our Website may include links to external resources.
We are not responsible for the content or privacy practices of third-party websites.
10. Updates to This Policy
We may update this Privacy Policy periodically.
The “Last Updated” date at the top reflects the latest changes.