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Privacy Statement

The Society of Defense Financial Management (“SDFM”, the “Company”, “we”, “us”, “our”) respects the privacy of users of its services and visitors to its website and is committed to the protection of our users’ personal information.  This SDFM privacy policy (the “Privacy Policy”) describes how your personal information is collected, used, and shared when you visit and/or make a purchase from www.sdfm.org (the “Site”) and/or from SDFM without going through the Site, and when you contact us (and provide information) either through the Site or otherwise. The Site is not intended for children and individuals under the age of eighteen and we do not knowingly collect data relating to children. Persons using the Site and submitting information to us certify that such persons are eighteen or over.

Consent

By giving your personal information (defined below) or other information to us and/or using our Site, which includes information furnished to us by you, furnished during registration with the Site, furnished during online ordering, or furnished to us by other communication, you agree that we may collect, use, process, share and transfer such personal information and other information in accordance with the terms and conditions of this Privacy Policy. By using our Site, and otherwise sharing personal information with us, you are consenting to the Privacy Policy and our collection, use, processing, sharing, and transfer of personal information in accordance with this Privacy Policy. If you are visiting the Site from a country other than the United States, your communications will inevitably result in the transfer of information across international boundaries. By visiting the Site, you also consent to these transfers, and you acknowledge and agree that such information may be transferred from your current location to the Site, SDFM’s offices, our affiliates and agents, and our service providers as set forth herein.

If you do not consent to the terms of the Privacy Policy and the collection, use, processing, sharing, or transfer of the information as set forth herein, please do not proceed as we are unable to provide you with our service, and you should not use our Site or otherwise provide personal information to us.

Information We Collect

When you use or visit the Site or submit information to us, we automatically collect certain personal information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we may collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site.

When you visit or use the Site, we may collect information that identifies you (“Personal Data”), including:

  • Identity Data includes first name, last name, username or similar identifier.
  • Contact Data includes billing address, email address and telephone numbers.
  • Financial Data includes payment card details.
  • Transaction Data includes details about purchases or attempted purchases, payments to and from you and other details of products and services you have purchased from us, including your name, billing address, shipping address, payment information (including credit card numbers, wire instructions, or ACH debit information, account numbers, etc.), email address, and phone number.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site.
  • Profile Data includes your email and password, purchases or orders made by you, your preferences, feedback and survey responses.
  • Usage Data includes information about how you use our Site, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We receive Personal Data about you in a range of ways, including:

  • Information You Give Us. We collect information you directly give us on our Site.
  • Information We Get From Others. We may get information about you from other sources. We may add this to information we get from this Site.
  • Information Automatically Collected. We automatically log information about you and your computer. For example, when visiting our Site, we log your computer operating system type, browser type, browser language, the website you visited before browsing to our Site, pages you viewed, how long you spent on a page, access times, location and information about your use of and actions on our Site.
  • Cookies. SDFM and our third-party service providers may log information using “cookies.” Cookies are small data files stored on your hard drive by a website. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience on our Site. This type of information is collected to make the Site more useful to you and to tailor the experience with us to meet your special interests and needs. You can typically remove and reject cookies from our Site with your browser settings. Many browsers are set to accept cookies until you change your settings. If you remove or reject our cookies, it could affect how our Site works for you.

Non-Personally Identifiable Information

SDFM also collects non-personally identifiable information in aggregate form to track data such as the total number of visits to our website, the number of visitors to each page of our website, and the domain names of our visitors’ internet service providers. We use this information, which remains in aggregate, non-personally identifiable form, to understand how our visitors use our website so that we may improve our website and the services we offer.

Use Sharing Of Personal Data

We use your Personal Data as follows:

  • To operate, maintain, and improve our sites, products, and services, to improve and optimize our Site (for example, by generating analytics about how our customers browse and interact with the Site, and to assess the success of our marketing and advertising campaigns).
  • To respond to comments and questions and provide customer service.
  • To send information including confirmations, invoices, technical notices, notifications, updates, security alerts, and support and administrative messages.
  • To provide targeted advertisements or marketing communications we believe may be of interest to you and to communicate about promotions, upcoming events, and other news about products and services offered by us and our selected partners.
  • To link or combine user information with other Personal Data.
  • To protect, investigate, and deter against fraudulent, unauthorized, or illegal activity.
  • To provide and deliver products and services, fulfill orders placed through the Site (including processing your payment information, arranging for shipping, and providing you with invoices and/or order confirmations).

We may share Personal Data with third parties as follows:

  • With your consent; for example, you may let us share Personal Data with others for their own marketing uses. Those uses will be subject to their privacy policies.
  • In the event of the sale or transfer of all or a part of our business or assets; including any merger, financing, acquisition, or bankruptcy transaction or proceeding, in which case we would require the parties involved to treat Personal Data in accordance with this Privacy Policy.
  • For legal, protection, and safety purposes, including, in an emergency, including protecting the safety of our employees and agents, our customers, or any person, to comply with laws, to respond to lawful requests and legal processes, to protect the rights and property of SDFM our agents, customers, and others (includes enforcing our agreements, policies, and terms of use).

We may share Personal Data with third parties who need it to do work for us. For example, we use:

  • “WordPress” as a web platform, powering online purchasing, and providing a forum for customers to provide feedback -you can read more about how WordPress uses your Personal Data here: https://wordpress.org/about/privacy 
  • “iMIS” as an association management tool, defining, filtering, and storing customer data – you can read more about how iMIS uses your Personal Data here:ASI Legal Center (advsol.com) .
  • “Informz” as an email marketing and analytics tool – enabling targeted contact, further customer data collecting and syncing with iMIS AMS
  • “Google” including “Google Analytics”, “Google Alerts”, “YouTube” as a tool to help communicate, understand, and learn from customer interactions and visible (blog-style) dialog – you can read more about how Google uses your Personal Data here:https://policies.google.com/privacy?hl=en&gl=us.  You can also opt-out of Google Analytics here:  https://tools.google.com/dlpage/gaoptout.
  • “Facebook” as a tool to interact and share company developments (such as the launch of new products) with customers and those following activity – you can read more about how Facebook uses your Personal Data here: https://www.facebook.com/privacy/explanation.
  • “LinkedIn” as a tool to interact and share company developments (i.e., company milestones, job postings, etc.) with customers, industry leaders, and those following activity – you can read more about how LinkedIn uses your Personal Data here: https://www.linkedin.com/legal/privacy-policy.
  • “X” as a tool to interact and share company developments and “live” updates with customers, industry leaders, and those following activity – you can read more about how X uses your Personal Data here: https://x.com/en/privacy.
  • “Instagram” as a tool to interact and share company developments and “live” updates with customers, industry leaders, and those following activity – you can read more about how Instagram uses your Personal Data here: https://instagram.com/en/privacy.

Data Security

The security of your personal information is important to us. We will not sell, share, or otherwise distribute your personal information to third parties, except as provided in this Privacy Policy. We follow generally accepted industry standards to protect the Personal Data submitted to us, both during transmission and once we receive it.  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. We may disclose your Personal Data to other SDFM affiliates that agree to treat it in accordance with this Privacy Policy. We limit access to your Personal Data to those employees, agents, contractors, and other third parties who have a business need to know. We take reasonable technical and organizational steps to safeguard the Personal Data you provide to us and protect it from unauthorized access, loss, destruction, or alteration.  We have put in place reasonable 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.

Because no system is 100% secure or error-free despite taking commercially reasonable steps, SDFM and its affiliates do not guarantee, and you should not expect, that information you provide shall remain private under all circumstances. It is your responsibility to safeguard any passwords, ID numbers, or other special access features associated with your use of the Site.

Data Retention

We will only retain your Personal Data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorized use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances, you can ask us to delete your data. In some circumstances, we may anonymize your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. If you wish to cancel your account or request that we no longer use your information to provide you services or products, please contact us at the contact information set forth at the end of this Privacy Policy. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

FOR NATURAL PERSONS OF THE EUROPEAN UNION (“EU”) – GENERAL DATA PROTECTION REGULATION (“GDPR”)

If you are a natural person and a resident of the EU, you are subject to the GDPR, and the following terms also apply to you in addition to the other provisions of this Privacy Policy. The Company is the Controller and responsible for your Personal Data.

Purposes and Lawful Bases to Process Your Personal Data

This Privacy Policy describes the Personal Data we collect from you and how we use it. We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances:

  • Where we need to perform the contract that we are about to enter into or have entered into with you (for example, if you place an order through the Site).
  • Where it is necessary for our legitimate business interests (or those of a third party) listed above and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.
  • Where you have consented to the processing of the Personal Data.
  • Where processing is necessary to protect the vital interests of you or other natural persons.
  • Where processing is necessary for the performance of a task carried out in the public interests.

We have a purpose and lawful basis for collecting and processing each type of Personal Data described in this Privacy Policy, as follows:

  • Identity and Contact Data is to register you as a new customer, and the lawful basis is the performance of a contract with you.
  • Identity, Contact, Financial, Transaction and Marketing and Communications Data is to process and deliver your purchases, and the lawful bases are (a) the performance of a contract with you and (b) it is necessary for our legitimate interests.
  • Identity, Contact, Profile, and Marketing and Communications Data is to manage a relationship with you, and the lawful bases are (a) the performance of a contract with you and (b) it is necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
  • Identity, Contact, and Technical Data is to administer and protect our business and the Site, and the lawful basis is that it is necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise).
  • Identity, Contact, Profile, Usage, Marketing and Communications, and Technical Data is to deliver relevant Site content to you and measure or understand the effectiveness of the advertising we serve to you, and the lawful basis is that it is necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).
  • Technical and Usage Data is to use data analytics to improve our Site, marketing, customer relationships and experiences, and the lawful basis is that it is necessary for our legitimate interests (to define types of customers for our products and services, to keep our Site updated and relevant, to develop our business and to inform our marketing strategy).
  • Identity, Contact, Profile, Usage, and Technical Data is to make suggestions and recommendations to you about goods or services that may be of interest to you, and the lawful basis is that it is necessary for legitimate interests (to develop our products/services and grow our business).

Sharing of Personal Data

We may share your Personal Data as set forth above under Use and Sharing of Personal Data for the purposes described in this Privacy Policy.

Credit Card Account Information

SDFM does not disclose credit card account information provided by its members and customers. When members and customers choose to pay using their credit cards, SDFM submits the information needed to obtain payment to the appropriate clearinghouse.

Legal Rights Under the GDPR

Under certain circumstances, EU natural persons have rights under data protection laws in relation to their personal data.  If you are an EU natural person you have the right to access Personal Data we hold about you and to ask that your Personal Data be corrected, updated, or deleted, you have the right to withdraw consent to processing of Personal Data, you have the right to object to or restrict the processing of your Personal Data, provided that any legitimate interests of you or us is preserved, and you have the right to request transfer of your Personal Data to third parties.

If you have any questions about this Privacy Policy or would like to exercise any of these rights, please contact us through the contact information set forth at the end of this Privacy Policy. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.  Alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month. In this case, we will notify you and keep you updated.

Social Media Widgets

Our Web site includes Social Media Features, such as LinkedIn, Facebook, YouTube buttons [and Widgets, such as interactive mini-programs that run on our site]. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy policy of the company providing it.

Links To Other Websites

This Privacy Policy applies only to this Site, and not to websites owned by third parties. The Site includes links to other Web sites whose privacy practices may differ from those of SDFM’s. If you submit personal information to any of those sites, your information is governed by their privacy statements.  We may provide links to other websites which we believe may be of interest to our visitors. The Links do not imply SDFM’s review or endorsement of the third-party sites. We aim to ensure that such websites are of the highest standard. However, due to the nature of the internet, we cannot guarantee the privacy standards of websites to which we link or be responsible for the contents of sites other than this one, and this Privacy Policy is not intended to be applicable to any linked, non-SDFM site. We encourage you to contact those sites directly for information on their privacy, security, data collection, and distribution policies.

Information Choices Opting Out

You have the right to withdraw consent to marketing at any time by contacting us.  Our marketing emails tell you how to “opt-out.” If you opt-out, we may still send you non-marketing emails. Non-marketing emails include emails about your accounts and our business dealings with you. If you do not wish to receive certain communications from us, or our affiliates or representatives, or the third parties that we share information in accordance with this Privacy Policy, you may opt-out by: (1) declining the service or products offered when registering with our Site, or at other information collection points on the Site, or (2) informing us that you no longer wish to receive such communications by contacting us at the contact information set forth at the end of this Privacy Policy. We will comply with such requests unless such communications from us are required by law or contract or do not require your consent under applicable laws. If you opt-out of certain communications, you may not be able to access certain of our products or services. If you would like to opt-out of receiving communications from affiliates or other third parties with whom you shared data, please contact such third parties directly.

Notification Of Privacy Policy Changes

We may update or change this Privacy Policy to reflect changes to our information practices or for other operational, legal, or regulatory reasons. If we make any change in the Privacy Policy, we will issue a change notification, and we will post the updated policy to the Site. We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Information

For more information about our privacy practices, if you have questions, if you would like to exercise any of your rights under this Privacy Policy, or if you would like to make a complaint related to this policy, please contact us by e-mail at membership@sdfm.org, by phone at 703-549-0360 or by mail at the following address:

SDFM

415 Alfred St.
Alexandria, VA 22314