NIRS Consortium Privacy Policy and GDPR Compliance

Terminology/Date Utilization
NIRSC has one processor systems which contain and utilize the personal contact information of NIRSC members, event participants, colleagues doing business with NIRSC, and prospects for any of these three groups. The system is called Association Management Online (AMO), is the NIRSC membership database, provided by the company ArcStone Technologies. Additionally, NIRSC on rare occasions uses a technology provider called Survey Monkey to ask for basic contact information within online surveys for the purpose of data consent forms or for identification of survey respondents for prize giveaways, within evaluation surveys on NIRSC events and services (however most survey responses are collected anonymously and can be kept anonymous at the respondent’s discretion). Each processor has provided their privacy policy and GDPR compliance documentation to NIRSC to ensure the full protection of privacy, and voluntary opt-in/opt-out processes, for their member and event participant data. The NIRSC staff has access to these applications via a secure and unique login for each NIRSC staff member. These services are browser-based applications, accessible via the internet. The general public who would like to consume event data presented by NIRSC via these tools can access the data via their own secure login, in the case of AMO.

The list of stored data fields includes, but are not limited to: name, email, title, employer, address, phone number, business role, crop focus area, years in the seed industry, event supplier categories that most interest them, NIRSC strategic issues that most interest them, event participation history, and user ID. NIRSC does not collect not store sensitive information, such as social security number, date of birth, driver’s license number, race/ethnicity, religious or philosophical beliefs, health/medical information, political beliefs, sexual orientation, genetic data, biometric data, nor trade union membership for any individual.

NIRSC Position
GDPR Chapter II states 7 major principles of the requirement. NIRSC’s response to these principles are as follows:

Principle 1: Lawfulness, Fairness, and Transparency
According to GDPR, NIRSC is a data controller. As such, NIRSC provides required and transparent “opt-in” language and check boxes requiring manual action on the forms an individual completes when applying to become a registered attendee, exhibitor or speaker; or for the general public who would like to log in to access the NIRSC website’s members-only information. If at any time the individual would like a report on how or when their data was accessed, that can be provided by NIRSC. If an individual requests to be deleted from the data set, that individual can request NIRSC take anonymization procedures, or be removed entirely. NIRSC has a standard practice for anonymization of user data by request and specifically related to GDPR, so that historical data on event participation and years of membership can still be maintained.

Principle 2: Purpose Limitation
NIRSC collects data only to improve the member or event participant experience in near and long-term future and to serve and support its membership, registration and marketing operations. NIRSC has no reason to believe that anyone would object to any of its data practices.

Principle 3: Data Minimisation
The data that NIRSC members, exhibitors, speakers, event participants and members of the general public who have voluntary interactions with NIRSC will only be available to the NIRSC staff and visitors to their websites in accordance with the purpose limitations decided on in Principle 2.

Principle 4: Accuracy
NIRSC staff have complete control over the accuracy of the data. When the user edits their information on the NIRSC processor online forms, they have complete control over the accuracy of their data. If inaccuracies are found, in many cases, the user can update this information themselves. If, for any reason, they are unable to do so, NIRSC will be able to access their record and make the edits.

Principle 5: Storage Limitation
For historical purposes and comparison of year over year participation in NIRSC membership and events, NIRSC can store personal data as long as an individual would like to keep it. Keeping several years’ data is important for business comparisons. Printable registration forms containing credit card information for conference registrants are destroyed within one month of the close of the event. Event websites will only be available to the public for approximately one month after the event.

Principle 6: Integrity and Confidentiality
NIRSC’s data processors are secured and accessed with TLS 1.2 and all financial transactions are PCI Compliant. NIRSC also limits availability of event registration data to other registrants, behind a secure login. These measures were already enhanced in 2018 with individual privacy in mind, as GDPR now requires. NIRSC does not sell or provide unauthorized access to any data that it has.

The nature of the association and events business doesn’t naturally lend itself to anonymity. Attendees and exhibitors are participating because they want to be seen, and speakers are participating because they want to be heard. With security in mind, NIRSC only exposes the data that is pertinent to member and participant business concerns, to foster education and networking.

Priniciple 7: Accountability
According to Article 37 of the act, NIRSC does not feel that our processing operations are large enough to require a Data Protection Officer. In accordance with Article 35, NIRSC will notify clients of any data breach without undue delay.

Minor Data Policy
NIRSC does not collect nor store information on minors as a general rule. In the case of a conference registration, a minor will have only their first and last name stored in the NIRSC registration data history, as minors are registered only as sub-registrants of a primary delegate registration. Only the primary delegate registration includes the full contact information for said delegate. Likewise, spouse registrations for NIRSC events are also sub-records under the primary delegate’s registration record.

Breach Notification 
NIRSC will notify individuals affected by any known data breach within 72 hours of its awareness of such a breach.

Removal of Data/Opt-Out Process 
Any individual who wishes to have their data deleted may email your request to info@nirsconsortium.com to request your profile to be forgotten. All personally identifiable information (PII) data will be removed from your profile in 30 business days following the request.

If you have questions about this document, please contact us at 888-410-6477.

Terms and Conditions for the NIRS Consortium

Introduction

These Website Standard Terms and Conditions written on this webpage shall manage your use of our website, nirsconsortium.org and www.nirsconsortium.com accessible at Http://www.westernseed.com.

These Terms will be applied fully and affect to your use of this Website. By using this Website, you agreed to accept all terms and conditions written in here. You must not use this Website if you disagree with any of these Website Standard Terms and Conditions.

Minors or people below 18 years old are not allowed to use this Website.

Intellectual Property Rights

Other than the content you own, under these Terms, NIRS Consortium and/or its licensors own all the intellectual property rights and materials contained in this Website.

You are granted limited license only for purposes of viewing the material contained on this Website.

Restrictions

You are specifically restricted from all of the following:

• publishing any Website material in any other media;
• selling, sublicensing and/or otherwise commercializing any Website material;
• publicly performing and/or showing any Website material;
• using this Website in any way that is or may be damaging to this Website;
• using this Website in any way that impacts user access to this Website;
• using this Website contrary to applicable laws and regulations, or in any way may cause harm to the Website, or to any person or business entity;
• engaging in any data mining, data harvesting, data extracting or any other similar activity in relation to this Website;
• using this Website to engage in any advertising or marketing.

Certain areas of this Website are restricted from being access by you and NIRS Consortium may further restrict access by you to any areas of this Website, at any time, in absolute discretion. Any user ID and password you may have for this Website are confidential and you must maintain confidentiality as well.

Your Content

In these Website Standard Terms and Conditions, "Your Content" shall mean any audio, video text, images or other material you choose to display on this Website. By displaying Your Content, you grant NIRS Consortium a non-exclusive, worldwide irrevocable, sub licensable license to use, reproduce, adapt, publish, translate and distribute it in any and all media.

Your Content must be your own and must not be invading any third-party’s rights. NIRS Consortium reserves the right to remove any of Your Content from this Website at any time without notice.

No warranties

This Website is provided "as is," with all faults, and NIRS Consortium express no representations or warranties, of any kind related to this Website or the materials contained on this Website. Also, nothing contained on this Website shall be interpreted as advising you.

Limitation of liability

In no event shall NIRS Consortium, nor any of its officers, directors and employees, shall be held liable for anything arising out of or in any way connected with your use of this Website whether such liability is under contract. NIRS Consortium, including its officers, directors and employees shall not be held liable for any indirect, consequential or special liability arising out of or in any way related to your use of this Website.

Indemnification

You hereby indemnify to the fullest extent NIRS Consortium from and against any and/or all liabilities, costs, demands, causes of action, damages and expenses arising in any way related to your breach of any of the provisions of these Terms.

Severability

If any provision of these Terms is found to be invalid under any applicable law, such provisions shall be deleted without affecting the remaining provisions herein.

Variation of Terms

NIRS Consortium is permitted to revise these Terms at any time as it sees fit, and by using this Website you are expected to review these Terms on a regular basis.

Assignment

The NIRS Consortium is allowed to assign, transfer, and subcontract its rights and/or obligations under these Terms without any notification. However, you are not allowed to assign, transfer, or subcontract any of your rights and/or obligations under these Terms.

Entire Agreement

These Terms constitute the entire agreement between NIRS Consortium and you in relation to your use of this Website, and supersede all prior agreements and understandings.

Governing Law & Jurisdiction

These Terms will be governed by and interpreted in accordance with the laws of the State of us, and you submit to the non-exclusive jurisdiction of the state and federal courts located in us for the resolution of any disputes.

These terms and conditions have been generated at Terms And Conditions Sample.com

NIRSC Consortium Refund Policy

The NIRSC does not offer a refund for membership fees or other payments related to utilization of calibrations.

NIRSC events and training refund policies are specific to the event and will be noted in the registration system if applicable.