CCA Privacy Policy

CLAN CRAWFORD ASSOCIATION PRIVACY POLICY

Plain language

Clan Crawford Association promises to respect your privacy! We will only send you emails or telephone calls related to Clan Crawford.  We will not share your data with anyone who is not a member of Clan Crawford unless it may assist you in your quest for genealogical information. If you have any concerns at all please contact us and we will address them quickly and seriously. We believe all our processes are compliant with General Data Protection Regulation of the European Union.

Privacy Statement

Clan Crawford Association is committed to protecting your privacy. We promise to keep all the information that you share with us confidential. We only collect personal information from customers to determine membership dues, regional jurisdiction, and provide a personal and customized dialog concerning your historic family pedigrees and charts. We do not share your information with any outside parties.

Privacy Policy Changes

If we modify this policy, we will post a notice on our website.

Data controllers

The Data Controllers for all of our website and other associated operations is the Clan Crawford Association Secretary and Webmaster.

Collecting and Retaining Personal Information

We only collect personal data that we consider necessary for us to provide an efficient service for our members. We never buy or sell such data or share it with any other organization except where necessary to provide such services, unless required to by Court Order. The main examples are evaluations of Y-DNA results of members who have joined the Family Tree Crawford Surname Project.

We retain personal data until a person leaves the CCA or unless requested otherwise.

Updating Personal Information

If the personal information we’ve gathered from you changes or you no longer wish to be a member, we will gladly correct, update, or remove any personal data you have previously provided to us.

  • To request a change or removal of your personal information when you have an account registered on this website you may amend your own details via the “Your Account” button in the menu bar.
  • To amend your details on our website, send an email to info@ClanCrawfordAssoc.org.

If you wish all data, we hold about you to be permanently deleted, please just email requesting this to the same address (with details such as an email address by which we can definitively verify your identity).

All members of the Clan Crawford Association website agree to follow our rigorous privacy policy, meaning that in addition to our general policy stated above we adhere to the full terms below.

Clan Crawford Association’s full Privacy Policy

Although Clan Crawford Association is registered with the State of Utah as a Corporation, Clan Crawford Association has members worldwide and complies fully with the European Data Protection Law which requires “Member States” to protect the fundamental rights and freedoms of natural persons, particularly their right to privacy with respect to the processing of personal data.  This means that the data must be:

  • fairly and lawfully processed;
  • processed for limited purposes;
  • adequate, relevant and not excessive;
  • accurate;
  • not kept longer than necessary;
  • processed in accordance with the data subject’s rights;
  • secure;
  • not transferred to non-members worldwide.

Information Collection and Use

Clan Crawford Association is the owner of the information collected on the Clan Crawford Association website. We will not sell, share, or rent this information to others in ways different from what is disclosed in this statement. Clan Crawford Association collects information from our members on several different points on our website.

Family Tree DNA

Our Clan Crawford Association partner is Family Tree DNA, and they also collect their own information on their own or co-shared site. Clan Crawford is the administrator of the Family Tree DNA Crawford Surname Group. It must be clearly understood that becoming a member of the Clan Crawford Association does not make you a member of the Family Tree Crawford Surname Group.  It also means that a participant in the Family Tree Crawford Surname Group is not required to join the Clan Crawford Association.  All Clan Crawford Association Administrators and assistants have agreed to abide by the same terms and conditions outlined in a contract between Family Tree DNA and Clan Crawford.  The complete elements of the contract can be found on their website at https://help.familytreedna.com/hc/en-us/articles/4503232822287-Group-Project-Administrator-Terms-Policies.  CCA will not use your information for purposes other than those clearly stated at the point of their collection or in their own clearly identified Terms & Conditions section.  These include:

  1. Collecting Data from Members: If CCA collects content and information directly from Crawford surname participants, we will make it clear that CCA (and not FamilyTreeDNA.com) collects it. We must provide notice about and obtain Surname Project member consent for CCA use of the content and information that we collect as well as comply with local laws including GDPR, if relevant, on how CCA processes this information. Regardless of how CCA obtains content and information from Surname Group members, CCA is responsible for securing all necessary permissions to reuse their content and information.
  2. Automated Collection of Data: CCA will not collect member information using any automated means (such as harvesting bots, robots, spiders, or scrapers).
  3. Group Project Administrator Pages: FamilyTreeDNA.com provides Group Project Administrator Pages (GAP), a web-based interface for accessing and managing Crawford Surname members’ results, to all administrators. Group Project Administrators are authorized to use the GAP subject to the conditions in these terms. CCA will not allow our access to the GAP to be used by anyone else. In particular, the personal data accessible only through the GAP, such as email addresses and/or other identifying or personal information, will not be shared with other members of the project or with any other individual without the Crawford Surname member’s express written consent. An important CCA administrator feature in GAP is the ability to group members’ results into subgroups known as lineages. This feature allows CCA administrators to organize Crawford Surname member results in a manner that helps members see how they fit into the project.
  4. Group Project Pages: These pages allow members and the public to better understand the project goals and the research to which they are contributing, view results, and facilitate member communication.

E.    Administrator Access Levels

CCA Administrators have access to data and contact information of the Crawford Surname members who have joined the project. This access is necessary to assist participants in understanding, interpreting their results, and achieving the goals of the project. Family Tree DNA considers the protection of members’ privacy and confidentiality a key responsibility. A Surname Project member must select what level of privacy they wish for their DNA results.

  1. Minimum (required):This level grants the CCA Surname Administrator  the access required to manage the Group Project. “Minimum” access provides the ability to utilize tools, specifically built for administrators, which allow them to view certain results in relation to how members match each other. The administrator will not have access to a member’s FamilyTreeDNA.com pages under this access level.
  2. Limited:In addition to the capabilities given in “Minimum,” “Limited” access grants the CCA administrator the ability to visit a member’s personal FamilyTreeDNA.com pages to view Genetic Information along with certain Personal Information that may support project research.
  3. Advanced:In addition to the capabilities given in “Limited,” “Advanced” access grants the administrator the ability to co-manage a member’s account, including but not limited to ordering tests for a member’s kit and modifying Personal Information with the exception of the account’s primary email address and password. For more specific details on Group Project Administrator Access Levels, visit the Group Administrator Access Levels and Permissions page in the Help Center.
  4. Additional Access:Project members will have the option to share the coding region of their mitochondrial DNA (mtDNA) with administrators on their Privacy & Sharing

A CCA Administrator wishing to purchase a test for a member to whose account they do not have “Advanced” access must contact Family Tree with the request at groups@familytreedna.com. A FamilyTreeDNA.com representative will contact the user directly to ask for permission.

F.    Group Project Administrator Use of Projects and Member Information

    1. CCA Administrators of a project agree to never:
      1. Share their administrator username or password with anyone, not even another administrator.
      2. Share, display, or publish kit numbers or other alphanumeric sequences alongside the full name of any project member or in any other way compromise the pseudonymization of the DNA test results of any FamilyTreeDNA.com customer. If an administrator discovers anyone sharing, displaying, or publishing a kit number alongside a full name of a FamilyTreeDNA.com customer, they should report this immediately to groups@familytreedna.com.
      3. Use the Join Request feature for any other purpose than solely accepting a request for someone to join your project or for explaining the criteria to join your project. If the requester does not join the project, their email address should not be used for any other purpose.

CCA Member Registration

To use some facilities on this website, a user must first complete a registration process to become a member. During registration a user is required to give their contact information (including first name, surname, email address, mailing address, date of birth and telephone number). This information is used to contact the members about the services on our site for which they have expressed interest. We use address information to determine what region of the world our members abide to provide the best information applicable to their location.  We do not collect demographic information for income level, gender, health data, political information, religion, color or ethnic description, and marriage status.

Log Files

We use addresses to analyze trends in CCA revenue, administering the site, and website use,

Links

This website contains links to other sites. Please be aware that Clan Crawford Association is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects personally identifiable information. This privacy statement applies solely to information collected by Clan Crawford Association’s Website.

Newsletter

Members receive our newsletters; we ask for contact information such as name and email address to provide this service.

Surveys & Contests

From time-to-time our site requests information from users via surveys and elections of Board members and officers. Participation in these surveys or elections is completely voluntary, and the members therefore have a choice whether or not to disclose this information.  Information requested may include contact information (such as name and shipping address), and demographic information (such as zip code, age level). Survey information will be used for purposes of monitoring or improving the use and satisfaction of this site. Contact information will be used to notify the winners of elections and recognize awards.

Security

This website takes every precaution to protect our members’ information. When members submit sensitive information via the website, your information is protected both online and off-line by our practices as well as European law and US law. When our registration/member form asks users to enter sensitive information (such as credit card number), that information is encrypted and is protected with the best encryption software in the industry using- Stripe and PayPal. While on a secure page, such as our order form, the lock icon on the bottom of Web browsers such as Netscape Navigator and Microsoft Internet Explorer becomes locked, as opposed to un-locked, or open, when you are just ’surfing’. All our member information, not just the sensitive information mentioned above, is restricted in our association to those individuals who have various levels of access to modifying or viewing certain specific webpages or our WordPress site. Only employees who need the information to perform a specific job (for example, our webmaster or DNA coordinator) are granted access to personally identifiable information. ALL staff and board members are kept up to date on our security and privacy practices. Every quarter, as well as at any time new policies are added, our employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure our customers’ information is protected.  If you have any questions about the security at our website, you can send an email to info@ClanCrawfordAssoc.org. However, we reserve the right not to reveal detailed information about our security measures, since this might compromise our security itself.

Correction/Updating Personal Information:

If a member’s personally identifiable information changes (such as your zip code), or if a member no longer desires our service, we will endeavor to provide a way to correct, update or remove that user’s personal data provided to us. This can usually be done on the member information page.

Notification of Changes

If we decide to change our privacy policy, we will post those changes on our Homepage, so our users are always aware of what information we collect, how we use it, and under circumstances, if any, we disclose it. We will use information in accordance with the privacy policy and data protection laws of the UK. EU. And USA.