SCHC WEBSITE PRIVACY POLICY

The Society of the Companions of the Holy Cross (SCHC) internal websites (Society or Chapter) are designed to provide information about the Society and its official proceedings to all Companions who wish to use them. This policy describes what personally identifiable information (PII) may exist on any SCHC-sponsored website, how it will be used, and how it will be protected from unauthorized access. The policy also describes how individual Companions may control what personal information is posted on such websites.

 

Personal Information

The major collection of personally identifiable information (PII) that may exist on any SCHC internal web site is the List of Companions (the “Blue Book”), which consists of the following information: name, address, phone number, sponsors, date of becoming a discerner, and, if applicable, email address. In addition, since official publications are also posted, individual Companions are identified by name in connection with their responsibilities and in Memorials. Blue Book changes and Chapter meeting dates are contained in the informational back pages of the Intercession Paper. No personally identifiable financial information of any kind will be posted on any SCHC-sponsored web page.

 

Collection of Personal Information

 

Any personal information concerning Companions may be used only for official Society business. The administrative staff collects personal information for Society publications. Chapter officers may collect personal information for Chapter use.

 

Non-persistent encrypted “cookies” may be used to ensure that the login to any SCHC-sponsored website is secure. “Cookies” are small amounts of data that are transferred to the user’s browser by a Web server and can only be read by the server that gave it to the user. On SCHC websites, “cookies” may be used only as an identification card that ensures that the login is secure. Because of how they are constructed, they cannot be executed as computer code or deliver viruses.

 

SCHC websites may, in the future, contain links to other sites at which personal information is collected by the administrators of those sites. In such instances, unless expressly provided to the contrary, the collection and use of personal information will be governed by the privacy policy applicable to that site.

 

How Personal Information is Used

 

Personal information will be used only for official SCHC business or for individual Companions to correspond with other Companions. Consistent with current SCHC policy, no personal information will be furnished to any individual or organization outside the SCHC for marketing or any other purpose.

 

Choices with respect to personal information

 

Before individual personally identifiable Blue Book information is posted on the SCHC-sponsored secure (password protected) website, each individual Companion will be provided with a written opportunity to “opt-out” (not give permission) of having their Blue Book information posted.

 

If a Companion does not submit a written request to “opt-out,” it is assumed by the SCHC that she has “opted-in” (given permission) and does not object to her Blue Book information being posted on the SCHC secure website.  Accordingly, her information will be posted along with that of other Companions.

 

Any “opt-out/opt-in” directive will cover future changes to that information as may be contained in subsequent Intercession Papers.

 

Names of Companions that appear in official publications of SCHC will not require individual permission for the posting of publications on the website. 

 

A Companion may, at any time, change their preferences with regard to the publication of personally identifiable information on the secure website by submitting a written request.

 

Chapters with secure (password protected) Chapter websites may use the Society’s directives.

 

Revised and Approved: Assembly 2011

 

Protection of personal information

 

Access to any SCHC-sponsored website where Companion PII is posted is restricted to individual Companions, the Adelynrood staff, SCHC Chaplains and the website administrator and is protected in several ways. Access is available only through a password and unique ID selected by each individual Companion. In addition, the password is encrypted to provide additional security. SCHC recommends that Companions do not divulge personal passwords or ID’s to anyone. Information will reside on a secure server. In addition, there will be both an application firewall and an additional firewall between the server and the Internet that limits access to a restricted set of protocols and ports.

 

Adopted: Assembly November 2004