The Duke Alumni Association Privacy Policy
and Terms and Conditions
General Matters
Overview of the Policies
The Duke University Alumni Association works with Duke University to maintain a comprehensive database of information on Alumni in accordance with the general needs and expectations of Duke University and the Alumni community. The information contained in this database is intended exclusively for purposes related to official Duke University business.
It is the mission of the Duke Alumni Association ("DAA") to support events, programs and communications that will advance the interests of Duke University and create opportunities for Alumni to participate in the life and vitality of the global University community. In order to provide the best support possible for these initiatives, the DAA may collect, share or publish the Personal Information of Members of the University Community in accordance with the DAA Privacy and Usage Policy.
The DAA reserves the right to communicate with Members of the University Community through the U.S. mail, express mail services, and all forms of electronic communications.
Scope of Policy
This privacy policy dictates the DAA's handling of Personal Information of Members of the University Community. This policy is enforced in all areas of the DAA's business, including online communications, offline communications, direct marketing, event registration, purchase of merchandise and marketing partnerships.
Information Usage, Terms and Conditions
DAA Usage Guidelines:
· At no time will the DAA rent or sell and individual’s personal information to third parties. However, the methods of collecting information regarding visitors to the DAA network of Web sites, as outlined above, may also be utilized in connection with the DADS system, and the DAA may use the information for official Duke business.
Alumni/User Guidelines:
In addition to the University’s policies and guidelines, users of the DADS resources must abide by the following specific rules and regulations:
· Unauthorized copying, reproduction, republishing, uploading, downloading, posting, transmitting, or duplicating any of the material is prohibited. Users may download or copy any downloadable materials displayed on the DADS system for personal, non-commercial use, provided that you maintain all copyright, trademarks, usage guidelines and other notices contained in such material.
· Use of DADS information or communication facilitated through the DADS resources for any commercial, public, or political purpose is strictly prohibited. Prohibited activities include, but are not limited to, solicitations for commercial services, cold-calling of any kind, mass-mailings, or broadcast e-mails.
· Users shall not restrict nor inhibit any other user from enjoying any service on the DADS system. Posting of, or linking to obscene materials or use of obscene, vulgar, abusive, defamatory, profane, or threatening language of any kind, will constitute a violation of these policies governing the use of the DADS system and network of DAA Web sites and online resources. Additionally, users shall not knowingly upload, transmit, distribute or otherwise publish any materials containing malicious scripts, viruses or any harmful components.
Neither Duke University nor the DAA is responsible for screening communications in advance, and neither Duke University nor the DAA will actively monitor the use of the online directory. For this reason, it is essential that users report any abuses or misuse to the DAA by e-mail.
The DAA reserves the right to determine whether the use or misuse of information obtained through the Alumni Directory (print or online) by any person or group is a violation of this policy or is otherwise abusive and further reserves the right to bar access to the Directory information and Web sites by any such person or group and to take appropriate action without notice.
Online Alumni Directory
The DAA maintains the Duke Alumni Directory System ("DADS") for the purposes of facilitating interaction between Alumni and helping Alumni keep their records current on the University Database. The DADS system is user ID and password protected, and may only be accessed by authenticated Alumni of Duke University and approved University staff. Users are responsible for all use of mtheir name and password to gain access to the Duke Alumni Directory and for the use of information as a result of such access. Users acknowledge that responsibility and agree not to share mtheir password with any other person. The DAA has taken commercially reasonable precautions to secure the personal information available through the DADS system. However, it is the users responsibility to restrict or hide personal information that they do not wish to be generally available in the DADS system.
Alumni have the opportunity to opt-out of DADS by registering, editing your Profile, clicking "modify your directory listing preferences," and selecting "Hide" next to "Online Directory Consent." If you opt-out of the DADS system (i.e. choose to hide your entire record), you will forfeit access to DADS.
The DADS system may include home and work addresses, telephone numbers, fax numbers, e-mail addresses, area of study, Duke degree(s) and class years.
SPECIAL NOTICE: If you do not register for the DADS system, and you have not otherwise designated your University Database record as private, some of your personal information will be published in DADS by default.
Alumni who have registered in the DADS system will have access to information in the directory, but may not use the information they obtain for commercial or political purposes, promotions, advocacy, or any other purpose, business or otherwise except to facilitate individual personal communication or business of Duke University. The DAA or Duke University will not be held liable for any unauthorized use by Alumni who do not adhere to these policies.
Non-Alumni staff, authorized volunteers and agents of Duke University may access the DADS information for the exclusive purpose of carrying out Duke University business.
DAA Web Site and Community Web Sites
The Duke Alumni Association (DAA) maintains public and private web sites for the benefit of Alumni and Duke University and others interested in Alumni activities and services. The DAA is committed to protecting users personal information and respecting the users privacy. When you visit any DAA Web site, information about your browser type, operating system, IP address, and the domain from which you came may be collected by various methods including cookies, referrers, IP addresses and system information. You may visit many sections of the DAA Web site without submitting any personally identifiable information (PII). However, some sections of the DAA Web site may request that you provide PII in order to access certain data, e.g., Alumni Directory System entries, or to complete a form or transaction. The PII that you supply will be used only to permit access to data, or to execute the immediate transaction. The DAA will only transmit your PII to third parties (persons/organizations outside Duke University) as necessary to complete the transaction you have requested, and will not otherwise provide PII to third parties except as required by law, with your permission, or as necessary for an official DAA program.
The DAA has in place, commercially reasonable measures to protect the security of information which you provide, including encryption technology and physical security at the server sites where data is stored; however no system is without a minimal amount of risk. Additionally, the DAA Web site includes hyperlinks to other Web sites, which the DAA does not maintain, or control. The DAA is not responsible for either the contents or the privacy policies of such sites and advises you to exercise care when using unfamiliar online resources.
Online Community Web Sites: The DAA provides a network of Online Community service in which Alumni may opt to build or join Community Web sites (e.g. fraternities, Duke Clubs, personal homepages). Many Community Web sites may be viewed without registering or logging in to DukeAlumni.com. The DAA does not verify the identities of Online Community users. The DAA does not manage these web sites. Thus, users are advised, that posting your personal information in a public Online Community Web site, or in your Online Community profile, may make that information available to the general public.
The Online Community profile is not connected to the Duke Alumni Directory System (DADS) system or the University Database in any way. The DAA does not collect or store any Personal Information from the Online Community nor does it populate the Online Community with any information from the University Database. Updating your Online Community profile will not update your record on the University Database.
Duke Alumni Digital Library
The DAA partnered with Duke University Libraries to provide an online research tool that gives Alumni free access to articles and research. The DAA does not collect Personal Information from the user registration on the Alumni Library service. Full discloser of the Terms of Service. THIS SERVICE SUSPENDED UNTIL FURTHER NOTICE.
eDuke
eDuke is a free, e-mail-based news service that the DAA makes available to Duke Alumni via links from the DukeAlumni.com Web site. At no time does the DAA use, track or aggregate any personal information registered in eDuke. The eDuke Privacy Policy may be viewed at: http://www.eduke.duke.edu/
Disclosure to other entities
The DAA will only share information with partners that are not part of the University for the explicit and limited purpose of facilitating a DAA initiative. All DAA partners who receive Personal Information of Members of the University Community must have an appropriate privacy policy in place.
DAA partners must agree to neither repurpose nor sell the Personal Information of Members of the University Community. Furthermore, DAA partners must agree to destroy all copies of this Personal Information after the partner's contract with the DAA has expired or been terminated.
Uses of Student Information
Federal law restricts the amount of information that may be released on current students. The DAA abides by the Universities policies for use of student information.
The DAA does not store bank or credit card numbers in any form. This information is used only to complete user approved transactions or event registration. Reasonable measures are in place to protect this information.
Policies on Bulk Email
The DAA regards bulk e-mail as an efficient and cost-effective channel of communication with its constituents. The DAA seeks to minimize the amount of email it sends to Members of the University Community.
Liability and Indemnity
The DAA makes no representations about the accuracy, reliability, completeness, or timeliness of information available through the network of DAA Web sites, DADS, or other materials, either printed or online.
The DAA does not warrant that the DADS system will operate error-free or that the Web site and its server are free of computer viruses or other harmful materials. However, commercially reasonable precautions are in place to minimize these risks.
To the fullest extent permitted by law, the DAA disclaims all warranties, including the warranties of merchantability, non-infringement, and fitness for particular purpose. In no event shall the DAA or Duke University be liable for any damages whatsoever, including, without limitation, incidental, consequential, or punitive damages, resulting from the use of the network of DAA Web sites, the DADS system, or printed materials.
By using the network of DAA Web sites, the DADS system, or any and all DAA printed material, you agree to indemnify, defend, and hold harmless the DAA, Duke University, and their respective agents from and against any and all losses, claims, damages, costs, and expenses that may arise from your use of any and all DAA resources, or your breach of these policies. The DAA will provide notice to you of any such action or claim, and reserves the right to participate, at our expense, in the investigation, settlement, and defense of any such action or claim.
By using any DAA online resource, or selecting the “Accept Terms and Conditions” option, you agree to abide by all policies outlined herein. If you cannot accept these policies, please do not use the DAA resources, and/or select the “Do Not Accept” option to indicate that you cannot accept the policies and do not wish to register as a user of the DAA network of Web sites and resources.
Appendix
Managing Your Personal Info
Update your record on the University Database via the following channels:
1. (Preferred) Please register and update your info in the Alumni Directory. Registration takes less than 2 minutes.
2. Email your new information to bluedevil@duke.edu
3. Mail your new information to:
Duke Alumni Affairs
Attention: Alumni Records
614 Chapel Drive
PO Box 90572
Durham, NC 27708-0572
Please note: many Duke departments, schools, and programs maintain separate databases. Updating your record on the University Database does not necessarily update your record on these other databases.
How to update your name(s), class year, or degree information
Alumni cannot edit name(s), class year, or degree information through DADS. To update this information on the University Database, send an email to bluedevil@duke.edu. Please include your pertinent contact information in this email.
You may hide selected pieces of Personal Information from other Duke Alumni by following these steps:
1. Register for the DADS system at http://www.dukealumni.com/?__id=d:10036878.100.12
2. Click "Update My Profile"
3. Click "Modify your directory listing preferences"
4. Check "Hide" next to any piece of Personal Information that you wish to hide from other Duke Alumni
5. Click "Update" at the bottom of the page
Note: If you choose to hide your entire record, you will forfeit access to DADS.
Glossary
Personal Information
For the purpose of this policy, includes any information that is linked to an identifiable individual name or record. Personal Information collected by the DAA may include, but is not limited to names(s), addresses, email addresses, phone numbers, birth date, names of family members, academic information, student and Alumni activities, preferences regarding DAA programs and communications.
Use of Cookies
Cookies are small snippets of data transmitted from a Web site to your PC as you browse the Web. These can be transferred back to the original Web site with future requests from your browser. The DAA only uses cookies to facilitate login sessions and online services. If you disable cookies on your browser, you will not be able to access some information and services otherwise available on the network of DAA Web sites.
Data Security
The DAA has commercially reasonable measures in place to protect the security of information that you provide to it, including encryption technology and physical security at the server sites where the information is stored; however no system can guarantee or insure the absolute security of such information.
External Web sites
The DAA Web site includes hyperlinks to other Web sites, which the DAA does not maintain, nor does it warranty. The DAA is not responsible for either the contents or the privacy policies of such external sites.
Changes to the Privacy Policy
The DAA will post notice on its public Web site at http://www.dukealumni.com.
Contact the Duke Alumni Association
· The DAA invites your feedback and inquiries regarding our privacy policy and practices. Please email web@daa.duke.edu.