Adopted August 2018

The Flavor and Extract Manufacturers Association of the United States (FEMA) is committed to protecting individual member volunteer privacy. This Privacy Policy describes how FEMA collects, uses, and shares member information when individual members utilize FEMA services including, but not limited to, accessing staff, join, register or otherwise participate in any FEMA event or meeting, participate in FEMA surveys, and/or access and use all FEMA operated and controlled websites including (Services).

Information Collection and Use

FEMA collects certain data about individual members, including when members provide personal data when members join, sign up for membership, register for events, meetings and webinars, and when members access and use the FEMA website. FEMA may use this information for a variety of reasons, including but not limited to, ensuring that members receive FEMA news, updates, newsletters and other information, administer and facilitate member participation in FEMA events, meetings or webinars for which members have registered, respond to member requests and inquiries, and to improve the Services.

FEMA processes the personal data collected through the Services on the lawful basis of legitimate interests to provide the Services to members. Such processing is necessary for the purposes of the legitimate interests pursued by FEMA or by activities related to the Services.

Personal Data You Provide to FEMA

Membership & Event Information

FEMA collects certain personal data from members when members join the FEMA or register for FEMA events. Personal data refers to information about members that may be used to identify the individual members, such as first name, last name, employer, title, email address, phone number, and mailing address. FEMA uses this information to provide members with information regarding membership, register members for events, provide information about events or webinars, respond to member inquiries and administer member registrations with FEMA.

FEMA Account Information

FEMA may require members to register for a website or other FEMA account which may allow members to register for certain FEMA meetings, events or webinars or to gain access to other member-only resources and other Services. FEMA will collect certain information about members in connection with registration for FEMA account, which may include personal data and other information such as a username, password, personal profile, location, and employer information.

Payment Transaction Information

FEMA may collect and store information related to purchases made through the Services. Members may provide certain information to complete payments via the Services, including credit or debit card number, card expiration date, CVV code, and billing address (collectively, “Payment Information”), along with name and billing, delivery and shipping address, to complete payment transactions through certain Services.

Correspondence Information

If members join FEMA, sign-up for a committee, working group or task force, attend a meeting or event, email FEMA or FEMA staff, subscribe to FEMA newsletters, mailing lists, publications, or blogs, FEMA may keep member message, email address, and contact information to respond to member requests, provide the requested products or Services, and to provide notifications or other correspondences to the member. If a member does not want to receive emails from FEMA in the future, the member may let FEMA know by sending an email or by writing to FEMA at the address below. Please note requests to remove email addresses from FEMA lists may take some time to fulfill.

Other Information Collected

Cookies, Web Beacons, Links, and Other Tracking Technologies

FEMA may keep track of how members use and interact with the Services through the use of cookie and other technologies. FEMA may do this to help analyze the use of and improve the Services. Through these technologies FEMA may automatically collect information about member use of the Services and other online activities, including email correspondences. Some Services may not function properly if a member disables cookies. Such data may include analytics information, browser type, operating system, and tracking of member interactions with our content and emails.

Information Sharing

FEMA Staff

FEMA’s staff may have access to member personal data as needed to provide and operate the Services in the normal course of business. This includes information regarding member use and interaction with the Services and to respond to your correspondence, requests, and all other inquiries.

Service Providers

FEMA works with various organizations and individuals to help provide the Services to members, including but not limited to, website and data hosting companies, webinar hosting companies, event and meeting resorts or hotels, accounting audit firms, etc. (Service Providers). FEMA may share personal data with Service Providers but only for the purpose of providing the Services. If FEMA becomes aware that a Service Provider is using or disclosing information improperly, we will take reasonable steps to end or correct such improper use or disclosure.

Lawful Requests

FEMA may be required to disclose personal data pursuant to lawful requests, such as subpoenas or court orders, or in compliance with applicable laws. FEMA shall share information only when necessary to comply with applicable laws, to prevent fraud or other illegal activity perpetrated through the Services or using the FEMA name, or to protect the safety of any person. This may include sharing information with other companies, lawyers, agents, or government agencies. Nothing in this Privacy Policy is intended to limit any legal defenses or objections that a member may have to a third party’s, including a government’s, request to disclose your information.

Member Rights Regarding Personal Data

Relevant data protection laws provide FEMA members rights regarding the protection of your data, including: the right to access; the right to rectification, the right to erasure; the right to restrict processing; and, the right to complaint to a supervisory authority.

FEMA provides certain tools and settings within the Services to help members access, correct, delete, or modify personal data associated with the Services. Members may contact FEMA at the contact information listed below regarding the information FEMA has collected, including the nature and accuracy of the data that has been collected, to request data be updated, modified, deleted or to opt-out of certain Services.

Member requests to delete or remove information may not necessarily ensure complete or comprehensive removal of the content or information, and removed information may persist in backup copies. FEMA will retain information only for as long as necessary to fulfill the purposes for which information is collected in accordance with FEMA’s Document Retention Policy, or as otherwise required by law. Where members elect to and request that FEMA delete personal data, certain features, including but not limited to member access to Services, may no longer be available to the member.

Information Security

FEMA will take reasonable efforts to secure and protect the privacy, accuracy, and reliability of your information and to protect it from loss, misuse, unauthorized access, disclosure, alteration and destruction. FEMA implements security measures as deemed appropriate and consistent with industry standards, including that information is stored on secure servers or secure online platforms and that payment information is secured through SSL or comparable encryption protocol. As no data security protocol is impenetrable, FEMA cannot guarantee the security of all systems and databases. Additionally, FEMA makes no warranty or guarantee that personal data collected will not be breached, intercepted, destroyed, accessed, or otherwise disclosed without authorization.

In an effort to help maintain security of member information, FEMA members should maintain the confidentiality, insofar as practicable, of member FEMA passwords.

Contact FEMA

George Southworth
Executive Director
Flavor and Extract Manufacturers Association
1101 17th St. NW, Suite 700
Washington, DC 20036
202-293-5800 | [email protected]