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SCS retains basic member data (names, member numbers, and dates of membership) for 50 years in order to verify membership in the 50 Year Club, which comes with the benefit of free life membership. SCS retains full member records for five years in order to verify eligibility for member prizes and to answer questions from members about their membership. After five years, data on individuals’ membership categories and any demographic information are de-identified and kept in perpetuity for statistical purposes only. The Society for Classical Studies (SCS) uses Johns Hopkins University Press (JHUP) to administer and manage its membership database. Once you have become a member, you will be able to opt into the member directory, hosted by JHUP, so that your name and contact information are available to other members (not the public) and to opt into the SCS member listserv. JHUP itself will contact you by email and / or mail only in order to remind you to renew your membership. JHUP and SCS share basic member data (name, email address, address, and member number) only with printers and distributors of SCS materials, and with the annual meeting registration vendor, Showcare, in order that members can register at the member rate for the annual meeting.
Annual Meeting Registration
Showcare does not share any member or attendee information with third parties. SCS, its meeting partner the Archaeological Institute of America, and Showcare retain attendee data for three years. When registering, attendees will be given the option to opt into: (a) receiving emails about past and future meetings from AIA and SCS; (b) allowing AIA and SCS to share names and contact information with annual meeting hotels so that the organizations can ensure that registrants receive the group hotel rate; and (c) allowing AIA and SCS to share information with the annual meeting app vendor so that attendees can access the annual meeting app with ease.
Placement Service Data
While being free for SCS members, the Placement Service (PS) remains an opt-in product for members and non-members alike. Ads are published automatically to the public, and so PS membership is not a requirement to view them. Currently, the services that purchasing PS access grants provides are: (1) calendar access for scheduling interviews at the annual meeting; (2) CV/Resume book access, which enables these documents to be discoverable by hiring institutions; and (3) emails containing job ads as they are published to the SCS website.
SCS collects data on placement candidates in order to understand better the changing nature of the job market and job candidates. Once a member has joined the PS, they have the option to fill out a variety of personal information. When accessing the above-mentioned access to the calendar and CV/Resume book PS users have the option to fill out their first and last name, phone number, email address, gender, and principal research specialization, with the option of listing their marital status and employment status. This information is stored online, in a secure content management system for 10 months, and then moved offline to the SCS office for analysis. The data are immediately anonymized after a quick count of who was interviewed at the annual meeting. The data is accessible only to SCS staff at every stage of the process.
Program Submission System Data
All program submission data (abstracts, proposals, names, email addresses, and institutional affiliation) are stored online, in a secure content management system for 10 months, and offline for three years. None of this information will ever be shared with any other organization. However, note that in accordance with longstanding policy, abstracts and the annual meeting program are published online and in print format.
Ecommerce and Donor Data
SCS uses secure payment processors for credit card transactions and refunds made via the Society’s website, and the organization itself retains no records of credit card numbers. SCS retains donor data for 15 years in order to assist the organization in crafting fundraising campaigns. As of summer 2018, the default acknowledgement setting for all donations will be “anonymous” (target date is June 1, 2018).
Data Collected Automatically by the SCS websites (classicalstudies.org and program.classicalstudies.org)
The Drupal content management system automatically collects users’ IP addresses. However, these IP addresses are deleted after 24 hours. SCS uses Google Analytics in order to collect and analyze data about how its websites are being used. All data that could be used to identify users, including IP addresses, are deleted from Google Analytics after 24 hours.
In accordance with the EU’s GDPR legislation, individuals have the right to access their data and to have personal data deleted (“the right to be forgotten”). Data access and deletion inquiries and requests should be directed as follows:
Existing members can change their member profile information and settings by logging in at https://scs.press.jhu.edu/membership/log-in and clicking on “profile”
For annual meeting registration data: email@example.com
For placement service, program submission data, or donor data: firstname.lastname@example.org
Vendor privacy policies:
Showcare Event Solutions: To be updated once 2019 Annual Meeting Registration opens