The Medical Affairs Professional Society (MAPS) is committed to ensuring the privacy and information security of learners’ records, including information input, maintenance, release, and issuance of learners’ records following learning event completion.
Purpose: To describe the MAPS security and privacy intended to ensure the privacy of MAPS members and participants of MAPS’ continuing education offerings, as well as issuance of learners’ records following learning event completion.
BY USING OR ACCESSING OUR WEBSITES OR BY PROVIDING PERSONAL INFORMATION TO US ON OR THROUGH OUR WEBSITES, YOU CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF THAT INFORMATION IN ACCORDANCE WITH THIS PRIVACY NOTICE.
This Privacy Notice sets forth the privacy practices and policies of the Medical Affairs Professional Society (“MAPS”). MAPS is committed to respecting and protecting your privacy and helping you make the most of your time on the Internet within a trusted environment. This MAPS Privacy Notice (“Privacy Notice”) governs our data collection, usage and services and applies to the Website www.medicalaffairs.org and all sub-domains of this Website (e.g. community.medicalaffairs.org, lms.medicalaffairs.org).
This Privacy Notice discloses how we collect, protect, use and share personal information gathered about you on our websites. “Personal information”, is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more factors specific to you.
If you use our websites, you acknowledge that you have read and understood the processes and policies referred to in this Privacy Notice. We hope that this disclosure will help increase your confidence in our websites and enhance your experience on the Internet.
For the purposes of the EU General Data Protection Regulation 2016/679 (the “GDPR”), the “data controller” is the Medical Affairs Professional Society registered in Colorado, USA with a registered address at 602 Park Point Drive, Suite 225, Golden, CO 80401.
PLEASE READ OUR PRIVACY NOTICE TO UNDERSTAND:
Information We Collect
Learner Records Issuance and Release
INFORMATION WE COLLECT
The following information describes the types of personal and other information we may collect about you, and how we use and maintain that information.
SITE USE INFORMATION
Our web servers collect technical information relating to visitors to our websites, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
We may also collect information about your visit, including pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page.
This information may be aggregated to measure the number of visits, average time spent on a website, pages viewed, etc. We use this information to measure the use of our websites and to improve the content we offer. We may share with third parties’ anonymized experiential information or other data on an aggregated basis without the use of any information that personally identifies you.
INFORMATION YOU PROVIDE TO US
By providing personal information through our websites, you explicitly agree to our collection and use of that information as described in this Privacy Notice.
We may collect and process the following personal information:
Contact information, which you provide when corresponding with us by phone, e-mail or otherwise. This includes information you provide when you interact with the website in ways including but not limited to participating in online surveys, registering for meetings, participating in conference programs, and submitting information, including on any MAPS web-based forms. The information you give us may include your name, address, e-mail address, phone number, financial information and/or
credit card information.
Profile information, provided when you utilize some portions of our websites. We may require that you register and provide us with your contact information and generate a password. This registration information may be used, for example, for identification purposes, to communicate with you regarding your account with us or to facilitate the functioning of our websites. If you provide us with a telephone number, you expressly agree that we, or our authorized agents, can use that number to contact you about your account. If you provide us with your email address, you agree that we, or our authorized agents, can send you emails about your account.
Membership information, about your membership with MAPS including your name, contact details such as address, phone number and email address (business or personal), job title), year of admission and any other information related to your membership. Membership information may be provided by you during the registration process, or by your employer on your behalf.
Purchase information, relating to purchases made by members and non-members. Purchases may include event registration, advertising, job postings, either in-person or via our website. Purchase information will include partial financial information (credit card type and last four digits of the card number) as well as information concerning the item purchased and time of the purchase.
Peer review information, relating to peer review programs conducted. This may include personal information including affiliation and email address.
Third party information. Should you provide any personal data relating to third parties you confirm that you have the permission of such third party to do so.
SOCIAL NETWORKING ACTIVITIES
Our websites include the ability for you and other users to link to social networking websites. As a result, we receive information about you when you choose to post or otherwise share information about our websites on these social networking websites. We may use such information about you in a variety of ways, including to administer a website and enhance your experience with a website and to communicate with you about a website and new offerings or activities associated with the website.
When you engage in any financial transaction through our websites, you will be asked to provide certain financial information, such as your credit card and billing address. Financial information is used to bill the user for products and services and then is deleted from our records in compliance with the Payment Card Industry Data Security Standard (PCI-DSS).
HOW WE USE YOUR PERSONAL INFORMATION
We use your personal information according to the terms of the Privacy Notice in effect at the time of our use. We will only process your personal information, including sharing it with third parties, where (1) you have provided your consent which can be withdrawn at any time, (2) the processing is necessary for the performance of a contract to which you are a party (including your membership agreement with us), (3) we are required by law, (4) processing is required to protect your vital interests or those of another person, or (5) processing is necessary for the purposes of our legitimate business interests, provided your interests and fundamental rights do not override those interests.
We use personal information for the following purposes:
Site Use Information – we will use this information:
· to administer our websites and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
· to improve our website to ensure that content is presented most effectively for you and your computer;
· as part of our efforts to keep our websites safe and secure;
· to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them.
· Information you provide to us – we will use this information:
OPTING OUT OF COMMUNICATIONS
If you no longer want to receive emails from MAPS on a going-forward basis, you may opt out of receiving emails by clicking the “unsubscribe” link at the bottom of the email you receive. Additionally, you may opt out of postal mailings by contacting the email@example.com. If you are having difficulty unsubscribing using the above methods, please contact us directly at the email or phone number listed below under Contact.
Please allow ample time for us to process your request. However, please note that even if you opt-out of receiving emails, we will send you service-related communications (such as your membership) and may need to keep the information we have collected about you for record-keeping, research, and other purposes.
To help protect the privacy of data you transmit through our websites, where personal information is requested, we use technology designed to encrypt the information that you input before it is sent to us. In addition, we take steps to protect the user data we collect against unauthorized access. However, you should keep in mind that the websites are run on software, hardware and networks, any component of which may, from time to time, require maintenance or experience problems or breaches of security beyond our control.
Please also be aware that despite our best intentions and the guidelines outlined in this Privacy Notice, no data transmission over the Internet or encryption method can be guaranteed to be 100% secure.
While we take steps to protect your personal information and keep it secure, you also play a role in protecting your information. You can help to maintain the security of your online transactions by not sharing your account information and password with anyone. MAPS cannot guarantee the security of any information you transmit to us or from our websites, and therefore you use our websites at your own risk.
LINKS TO OTHER WEBSITES
Our websites may contain links to other websites. However, this Privacy Notice only addresses MAPS’s use and disclosure of your information collected on our websites, if any. While we try to link only to websites that share our standards and respect for privacy, we are not responsible for the privacy practices of any third parties or the content of linked websites. We encourage you to read the applicable privacy policies and terms and conditions of such parties or websites.
We will not knowingly collect or use any personal information from any child under the age of 18. It is not our intention to collect personal information from anyone under 18 years of age. If we become aware that we have collected any personal information from children under the age of 18, we will promptly delete such information from our databases.
ACCESS FROM OUTSIDE THE UNITED STATES
If you access the website from outside of the United States, information that we collect about you will be transferred to servers inside the United States, which may involve the transfer of information out of countries located in the European Economic Area. By allowing us to collect information about you, you consent to such transfer and processing of your data.
HOW LONG WE STORE YOUR PERSONAL INFORMATION
We will only retain your personal information, in a form which permits us to identify you, for as long as necessary to fulfil the purposes we collected it for. We will retain and use your personal information as necessary to satisfy any legal, accounting or reporting requirements, to resolve disputes or to enforce our agreements and rights. In line with this notice, we will either securely delete or anonymize your personal information so that it cannot be linked back to you.
LEARNER RECORDS ISSUANCE AND RELEASE
Learner records for IACET aligned activities are stored for seven years from participation in the learning event. The release and issuance of learner records occurs through the following methods:
in the form of a certificate of completion and/or transcript via the individual learner’s MAPS secure member profile in the YM database following the completion of a learning event; or, on rare occasion through a learner’s email or through the secure LMS.
MAPS members/learners may access the learning transcript and/or certificate of completion in their MAPS profile at will anytime 24/7 once their attendance and criteria for earning IACET CEUs have been reconciled in their profile. Learners will be notified of the availability of these documents via email through their email supplied to MAPS. For eLearning courses, this occurs immediately upon successful completion of a course. For attendance at live events, this occurs within 10 business days following the learning event.
CHANGES TO THIS PRIVACY NOTICE
If you have any questions or comments regarding our Privacy Notice or our Websites, please contact us at firstname.lastname@example.org, by phone at +1 303.495.2073 or send a letter to:
Medical Affairs Professional Society
This Privacy Notice may be changed at any time without notice. By using our website, you acknowledge acceptance of this Privacy Statement in effect at the time of use. Last Reviewed: October 25, 2022
GENERAL WEBSITE DISCLAIMER
Information, services and/or other features contained in this website are being provided for general educational and informational purposes only and are not intended to be a substitute for independent medical judgment or constitute case-specific medical advice or treatment in any way. Such information, services and/or features are not intended to serve as the primary basis for making personal or professional medical decisions, nor are they intended to be a substitute for professional medical advice. Always seek the advice of your physician or other qualified health provider prior to making any treatment or diagnosis decisions. You should confirm any information obtained from this site with other sources before undertaking any treatment or otherwise taking any actions relating thereto. Any reliance on any information, services or other features contained in this site is solely at your own risk.
The Medical Affairs Professional Society (MAPS) intends that the information contained in this site to be accurate. However, errors sometimes occur. Therefore, MAPS disclaims any warranty of any kind, whether expressed or implied, as to any matter whatsoever relating to this service, including without limitation merchantability or fitness for any particular purpose. In no event shall the MAPS be liable for any indirect, special, incidental, or consequential damages arising out of any use of or reliance on any content or materials contained herein.
MAPS does not assume and hereby disclaims any and all liability to any person or entity for any claims, damages, liability, or other loss including, without limitation, any liability for injury or other damage resulting from any use of or reliance on this service or from the posting of any content or material by any third party. No use of, or reliance on, any materials included in this site shall be deemed to give rise to a physician-patient relationship. No material included in this site shall be deemed to present the only or necessarily the best method or procedure with respect to a matter discussed on this service; rather, any such material shall be acknowledged as only the approach or opinion of the discussant. The users assume all risks of using the materials included in this site.
COPYRIGHT PROPRIETARY NOTICES
“MEDICAL AFFAIRS PROFESSIONAL SOCIETY”, “MAPS”, and the MAPS logo are trademarks of the MEDICAL AFFAIRS PROFESSIONAL SOCIETY (“MAPS”). Use of these marks in commerce other than as “fair use” is prohibited by law except by obtaining the express written permission of the MAPS.
GENERAL COPYRIGHT POLICY
Copyrights to the materials included in this website are owned solely by MAPS, except for materials which are created by others (or the copyright to which is otherwise owned by others) and for which a copyright notice is posted adjacent to such content or materials. The copyright to each item of material created or otherwise owned by another is owned by such creator or other owner. None of the materials included in this site may be reproduced in any form without the express written permission of MAPS, the creator or other owner, as the case may be. In this regard, the graphic images and layout of this site are the exclusive property of MAPS and may not be copied, distributed, or displayed except using an HTML browser or as otherwise stated herein, without the expressed written permission of MAPS. For general copyright permission requests, please email email@example.com.
DISCLOSING INFORMATION TO THIRD PARTIES
We will not share, rent, sell or otherwise disclose any of the personal information that we collect about you through our websites, except in any of the following situations:
• You request or authorize the release of your personal information.
• We may disclose information that we collect about you to our third-party contractors and payment processors who perform services for us in connection with the websites or to complete or confirm a transaction or series of transactions that you conduct with us. We may also disclose information to service providers or suppliers if the disclosure enables that party to perform business, professional or technical support for us.
• We may share aggregated or anonymous information that cannot identify you with third parties. For example, we may disclose the number of visitors to our websites or the number of people who have downloaded a particular document.
We will only transfer your personal information to trusted third parties who provide sufficient guarantees in respect of the technical and organizational security measures governing the processing to be carried out and who can demonstrate a commitment to compliance with those measures.
- The Board will:
- Through active promotion of this policy, review and approve this policy.
- Monitor performance by way of periodic management reports and assurances.
- The CEO will:
- Ensure that the organization’s practices and processes incorporate precautions against infractions of policy.
- Where appropriate, delegate responsibility for compliance to officers with responsibility for particular sections.
- Oversee the performance of subordinate officers in these matters.
- Review and report to the Board, as appropriate, on the effectiveness of the management systems established to ensure compliance with the policy.
- Analyze material breaches and identified compliance system weaknesses for systematic trends and ensure that any adverse trends are addressed.
- Promote a culture of effective policy compliance across the organization.
- All staff and relevant continuing education volunteer members will:
- Be trained through an in-service or email communication to ensure that they are aware of it and agree to the organization’s policy.
- Review the course evaluation proposals and the course evaluations to ensure that the minimum criteria have been met; and,
- Where appropriate, suggest ways in which practices, systems and procedures could be improved to reduce the likelihood of violation of the intellectual property policy occurring.
The CEO will initially review the organization’s procedures in all areas to ensure that these are in accordance with the principles expressed in this policy and will report to the Board on this matter.
The CEO will review any changes to the organization’s procedures in all areas to ensure that these are in accordance with the principles expressed in this policy.
This policy, as well as all other applicable policies, is provided to learners on the MAPS website via a link in their Content Participant Agreement, the initial kickoff planning meeting for a MAPS learning event, and through the Playbook.
Educational content developers/planners and instructors are made aware of the policy via a discussion of this and all relevant policies during the kickoff call and are required to accept compliance with the policy via a Content Participant Agreement.
MAPS staff are trained on this policy through an email notice and subsequent in-service to discuss adherence.
Any notice of non-compliance with the policy will be immediately reviewed. Please request assistance from a MAPS staff member if you have questions regarding the policy.
If a content developer/presenter/learner is deemed to not be in compliance with the policy in regard to the development, presentation, or learning of a MAPS continuing education offering, s/he will be advised of the infraction, and will be given one opportunity to immediately correct the infraction. If the infraction is not corrected forthwith or if a second violation occurs, the individual will be removed from the program. At that point:
- If the individual is not a MAPS member, s/he will be permanently barred from participating in any MAPS content development and/or presentation. In addition, s/he will not be permitted to join MAPS at any point.
- If the individual is a MAPS member, s/he will be permanently barred from participating in any MAPS content development and/or presentation. In addition, her/his MAPS membership will be immediately revoked with no possibility of dues reimbursement or future membership.
- If the individual is a MAPS employee, her/his employment will be summarily terminated.