HFTP Privacy Notice
Updated: May, 2018
Hospitality Financial and Technology Professionals (HFTP®) is a professional (non-profit) association, headquartered in Austin, Texas USA, with offices in Hong Kong, United Kingdom, The Netherlands and Dubai. Members and stakeholders of HFTP work in the field of hospitality finance and technology. HFTP does not knowingly attempt to solicit or receive information from children.
HFTP understands that you are aware of and care about your own personal privacy interests. This Privacy Notice describes the HFTP’s policies and practices regarding its collection and use of your personal data and sets forth your privacy rights. HFTP recognizes that information privacy is an ongoing responsibility, and so HFTP will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.
This Privacy Notice covers the actions of HFTP and its associated brands and services (“HFTP” or “We”). You can find a list of the websites associated with HFTP at the bottom of this Privacy Notice.
DATA PROTECTION OFFICER
HFTP is headquartered in Austin, Texas, in the United States. HFTP has appointed an internal data protection officer for you to contact if you have any questions or concerns about the HFTP’s personal data policies or practices. The HFTP’s data protection officer’s name and contact information are as follows:
11709 Boulder Lane, Suite 110
Austin, Texas 78726 USA
Toll Free: (800) 646-HFTP (4387) US
Ph: +1 (512) 220-4019
By visiting HFTP’s websites you are accepting and consenting to the practices described in this Statement.
HOW WE COLLECT, USE, AND SHARE (PROCESS) YOUR PERSONAL INFORMATION
Personal Information Provided by You
HFTP does not collect any personal information from users browsing our websites. Only aggregate data -- such as the number of hits per page -- are collected. Aggregate data are only used for internal and marketing purposes and do not provide any personally identifying information.
HFTP’s Members and Other Customers
To gain access to members-only resources and personalization features on HFTP’s websites, members and other users are asked to register and provide some limited information. This information is submitted voluntarily. HFTP asks users to provide their name, member number (for members), organization name, business phone, and e-mail. We ask members and stakeholders to voluntarily provide additional information in their membership profile, such as information about their business classification (club/hotel), job function (accounting, technology) number of years in the hospitality industry, and the like. Members may edit their profile at any time to change, add, or remove personal information. Similar information may be submitted to HFTP through membership applications, conference or seminar registration, online subscriptions, and exhibitor/sponsorship registrations. We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of HFTP benefits and services.
HFTP incorporates single sign-on (SSO) where a user can utilize their login credentials (name and password) to access multiple HFTP websites. HFTP members can use their HFTP login and password to access the HFTP website, Community@HFTP, HFTP ProLinks webinars, Global Hospitality Accounting Common Practices (GHACP) and PineappleSearch.com. Industry professionals can use their HFTP login and password to access the HFTP website, HFTP ProLinks webinars, Global Hospitality Accounting Common Practices (GHACP) and PineappleSearch.com.
A key benefit for being a member of HFTP is networking with your peers. HFTP Members have access to an online membership directory. If you would like to be excluded from the online directory, contact HFTP’s DPO at email@example.com with your request to be removed from the online membership directory.
HFTP Members may volunteer to opt-in to participate at one of HFTP’s Affiliated Chapters. Chapter Affiliation is voluntary. Chapter participation is organized by volunteers (HFTP Chapter Leaders) and take place at various locations. Chapters may collect registration information from HFTP members and their guests. If you opt-in to participate in an HFTP Chapter, only your name and basic contact information will be provided (name, title, company, address, phone, and email).
Additionally, for some e-mails sent in HTML format by HFTP to its members and stakeholders through its listservs and electronic newsletters, we will collect specific information regarding what the recipient does with that email. For those emails, HFTP will monitor whether a recipient subsequently clicks through to links provided in the message. Other information collected through this tracking feature includes: email address of a user, the date and time of the user's "click," a message number, name of the list from which the message was sent, tracking URL number, IP address and destination page. HFTP only uses this information to enhance its products and distribution of those products to its members. This information is not sold or distributed in any other manner. We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of HFTP benefits and services.
Conference Registrants (Live Events and Webinars)
HFTP hosts many events throughout the year (HITEC, HITEC Europe, HITEC Dubai, HFTP Annual Convention, Club & Hotel Controllers Conference, Club Summit, Club Forum). These include in-person conferences as well as live webinars (collectively “events”). If you register for one of our events and you are a member, we will access the information in your member account to provide you with information and services associated with the event. If you are not a member and you register for one of our events, we will collect your name and contact information, which we will store in our database(s) and use to provide you with information and services associated with the event.
If you are a presenter at one of our events, we will collect information about you including your name, employer and contact information, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a presenter. We may also make and store a recording of your voice and likeness in certain instances.
We keep a record of your participation in HFTP events as an attendee or presenter. This information may be used to provide you with membership and certification services (such as, for example, keeping track of your Continuing Professional Educational (CPE) credits, or to tell you about other events and online news publications). It may also be used to help HFTP understand our members’ and stakeholders’ needs and interests to better tailor our products and services.
In association with attending one or more of our conferences, you will have the option to download the “HFTP Events App” to help you navigate the conference and plan your schedule. The HFTP Events App may require the device identifier associated with your device but does not collect or use any other personal data. Unless you share your contact information directly, all in-app correspondence is done solely in the app. If you would like to be removed from the HFTP Events App, contact HFTP’s DPO at firstname.lastname@example.org with your request to be removed from the HFTP Events App.
Some of our events are sponsored. HFTP may provide an attendee list to sponsors, supporters, and exhibitors of our events. If you do not wish to have your information included in an attendee list or to receive information from sponsors, supporters and/or exhibitors, you can express your preferences when you register for events or you may contact HFTP directly at email@example.com.
Publications, Blog, Online News, Surveys and Subscriptions
HFTP offers a great deal of content for our members and stakeholders. In addition to producing original content, HFTP also subscribes to news feeds and blogs produced by others, which we often link to from our website. This means you may find yourself on the HFTP website or reading an email from HFTP and we will offer you a link to another organization’s website where you will find content on hospitality finance and/or content that we find relevant and useful to you. At these times, you will be leaving the HFTP website. HFTP is not responsible or liable for content provided by these third-party websites or personal information they may happen to gather from you.
You may wish to subscribe to HFTP’s online news (HFTP News, HFTP Connect (Blog), HITEC BYTES, CLUB BYTES, FINANCE BYTES, GDPR BYTES, F&B BYTES) without becoming a member of the HFTP. HFTP does not sell information to anyone and only shares it with third parties who are facilitating the delivery of these benefits and services.
You may manage your HFTP subscriptions and you may opt-in or opt-out of receiving marketing communication at any time. Click here to update your HFTP email preferences page. Please note that if you have set your browser to block cookies, this may have an impact on your ability to unsubscribe. If you have any difficulties managing your email or other communication preferences with the HFTP, please contact us at firstname.lastname@example.org.
HFTP uses Google Analytics to track how often people gain access to or read our content. We use this information in the aggregate to understand what content our members find useful or interesting, so we can produce the most valuable content to meet your needs.
We also conduct surveys that we use to produce original research on the hospitality profession. We do not track individuals but look at information in the aggregate only. Participation in surveys is voluntary.
When you apply to take one of the HFTP’s certification exams (CHAE, CHTP), we will collect your name, contact information, and education records. We will also collect and store information you provide to us about your need for special accommodations. This information may be shared with our computer-based exam hosting service. The computer-based exam hosting service may also share with us information you provide to them to verify your identity in taking the exam. HFTP will collect your exam results and, in conjunction with maintaining your certification(s), your record of participation in continuing education. Only authorized employees within HFTP have access to your certification exam scores and personal information pertaining to any special accommodations you may request.
Your Correspondence with HFTP
If you correspond with us by email, the postal service, or other form of communication, we may retain such correspondence and the information contained in it and use it to respond to your inquiry; to notify you of HFTP conferences, publications, or other services; or to keep a record of your complaint, accommodation request, and the like. As always, if you wish to have HFTP “erase” your personal information or otherwise refrain from communicating with you, please contact us at email@example.com.
Note: if you ask the HFTP not to contact you by email at a certain email address, HFTP will retain a copy of that email address on its “master do not send” list in order to comply with your no-contact request.
Purposes For Processing Your Data
As explained above, HFTP processes your data to provide you with the goods or services you have requested or purchased from us, including membership services, events, publications, newsletters, and other content, and certification. We use this information to refine our goods and services to better tailor them to your needs and to communicate with you about other services the HFTP offers that may assist you in your career or otherwise help you do your job as a hospitality financial or hospitality technology professional.
Payment card information
You may choose to purchase goods or services from HFTP using a payment card. Typically, payment card information is provided directly by users, via the HFTP website, into the PCI/DSS-compliant payment processing service to which HFTP subscribes, and HFTP does not, itself, process or store the card information. Occasionally, members or customers ask HFTP employees to, on their behalf, enter payment card information into the PCI/DSS-compliant payment processing service to which HFTP subscribes. We strongly encourage you not to submit this information by email. When HFTP employees receive payment card information from customers or members by email, fax, phone, or mail, it is entered as instructed and then deleted or destroyed. HFTP accepts faxed and emailed payment information through Shield-Q’s accredited, secure platform. Secure faxes and emails can be sent to: fax: +1 (512) 599-9126 and email: firstname.lastname@example.org.
Personal Information from Third Parties
From time to time, HFTP receives personal information about individuals from third parties. This may happen if your employer is a corporate stakeholder of HFTP and signs you up for certification, membership, conference registrations, or exhibitor/sponsor. One of our third-party partners may also share your personal information with HFTP when you sign up for certification, membership, conference registrations through that associated partner.
Not Providing Your Data
If you do not want to provide your data, you may enjoy many of HFTP’s services without giving us your personal data. Much of the information on our website is available even to those who are not HFTP members. You can even enter only the minimal amount of information (name and contact information) to your HFTP member profile if you wish, and you can edit your profile at any time. Some personal information is necessary so that HFTP can supply you with the services you have purchased or requested, and to authenticate you so that we know it is you and not someone else. You may manage your HFTP subscriptions and you may opt-in or opt-out of receiving marketing communication at any time.
USE OF HFTP WEBSITES
Cookies are pieces of data that a website transfers to a user's hard drive for record-keeping purposes. Web beacons are transparent pixel images that are used in collecting information about website usage, e-mail response and tracking.
HFTP also uses a marketing database management program that deploys a cookie when a user interacts with a marketing communication, such as a marketing email or a marketing-based landing page on our website. This cookie collects personal information such as your name, which pages you visit on HFTP websites, your history arriving at the HFTP websites, your purchases from HFTP and the like. We use this information to evaluate the effectiveness of our marketing campaigns. You may set your browser to block these cookies.
Links to other websites
HFTP’s websites may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
TRANSFERRING PERSONAL DATA FROM THE EU TO THE US
HFTP is headquarters in the United States. Information we collect from you will be processed in the United States. The United States has not sought nor received a finding of “adequacy” from the European Union under Article 45 of the GDPR. HFTP relies on derogations for specific situations as set forth in Article 49 of the GDPR. In particular, HFTP collects and transfers to the U.S. personal data only: with your consent; to perform a contract with you; or to fulfill a compelling legitimate interest of HFTP in a manner that does not outweigh your rights and freedoms. HFTP endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with HFTP and the practices described in this Privacy Notice. HFTP also minimizes the risk to your rights and freedoms by not collecting or storing sensitive information about you.
DATA SUBJECT RIGHTS
The European Union’s General Data Protection Regulation and other countries’ privacy laws provide certain rights for data subjects. This Privacy Notice is intended to provide you with information about what personal data HFTP collects about you and how it is used.
If you have questions or wish to confirm that HFTP is processing your personal data, or to have access to the personal data HFTP may have about you, please contact HFTP’s DPO at email@example.com.
You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside HFTP might have received the data from the HFTP; what the source of the information was (if you did not provide it directly to the HFTP); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by HFTP if it is inaccurate. You may request that HFTP erase that data or cease processing it, subject to certain exceptions. You may also request that HFTP cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how HFTP processes your personal data. When technically feasible, HFTP will—at your request—provide your personal data to you or transmit it directly to another controller.
Reasonable access to your personal data will be provided at no cost to HFTP members, conference attendees and others upon request made to the HFTP at firstname.lastname@example.org. If access cannot be provided within a reasonable time frame, HFTP will provide you with a date when the information will be provided. If for some reason access is denied, HFTP will provide an explanation as to why access has been denied.
SECURITY OF YOUR INFORMATION
To help protect the privacy of data and personally identifiable information you transmit through use of our websites, HFTP maintains physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information.
DATA STORAGE AND RETENTION
Your personal data is stored by HFTP on its servers, and on the servers of the cloud-based database management services HFTP engages, located in the United States. HFTP retains data for the duration of the customer’s or member’s business relationship with HFTP. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact the HFTP’s DPO at email@example.com.
CHANGES AND UPDATES TO THE PRIVACY NOTICE
As our organization, membership and stakeholder benefits change from time to time, this Privacy Notice and Conditions of Use is expected to change as well. HFTP reserves the right to amend the Privacy Notice and Conditions of Use at any time, for any reason, without notice to you, other than the posting of the amended Privacy Notice and Conditions of Use of HFTP’s websites. We may e-mail periodic reminders of our notices and terms and conditions and will e-mail HFTP members of material changes thereto, but you should check our websites frequently to see the current Privacy Notice and Conditions of Use that is in effect and any changes that may have been made to it.
CONTROLLING YOUR PERSONAL INFORMATION
You may choose to restrict the collection or use of your personal information in the following ways:
• whenever you register for membership, an event, or publications on the website you will have the opportunity to express your consents and opt-in options.
• You may update your opt-in preferences at any time by contacting HFTP’s DPO at firstname.lastname@example.org.
HFTP BRANDS AND SERVICES
HFTP - https://www.hftp.org/
HITEC North America – https://www.hitec.org
HITEC Europe – https://www.hftp.org/hitec/europe/
HITEC Dubai – link to https://www.hftp.org/hitec/dubai/
Community@HFTP - http://community.hftp.org/home
Pineapplesearch - https://www.pineapplesearch.com/index.html
QUESTIONS, CONCERNS OR COMPLAINTS
Please contact the HFTP’s data protection officer:
11709 Boulder Lane, Suite 110
Austin, Texas 78726 USA
Toll Free: (800) 646-HFTP (4387) US
Ph: +1 (512) 220-4019
The contents of all material available on this Internet web site are copyrighted by Hospitality Financial and Technology Professionals (HFTP) unless otherwise indicated. Copyright is not claimed as to any part of an original work prepared by a U.S. or state government employee as part of that person's official duties.
All rights are reserved by HFTP, and the content may not be reproduced, downloaded, disseminated, published, or transferred in any form or by any means, except with the prior written permission of HFTP, or as indicated below. Members of the association may download pages or other content for their own use, consistent with the mission and purpose of the association. However, no part of such content may be otherwise or subsequently reproduced, downloaded, disseminated, published, or transferred, in form or by any means, except with the prior written permission of, and with express attribution to HFTP. Copyright infringement is a violation of federal law subject to criminal and civil penalties. HFTP is a service mark of Hospitality Financial and Technology Professionals.
Legal Disclaimer and Notices Regarding Content
The information contained herein is provided to HFTP by HFTP members, HFTP staff, and non-members. While HFTP makes every effort to present accurate and reliable information on this Internet site, HFTP does not endorse, approve, or certify such information, nor does it guarantee the accuracy, completeness, efficacy, timeliness, or correct sequencing of such information. Use of such information is voluntary, and reliance on it should only be undertaken after an independent review of its accuracy, completeness, efficacy, and timeliness. Reference herein to any specific commercial product, process, or service by trade name, trademark, service mark, manufacturer, or otherwise does not constitute or imply endorsement, recommendation, or favoring by HFTP.
HFTP (including its employees and agents) assumes no responsibility for consequences resulting from the use of the information herein, or from the use of the information obtained at linked Internet addresses, or in any respect for the content of such information, including (but not limited to) errors, omissions, the accuracy or reasonableness of factual or scientific assumptions, studies or conclusions, the defamatory nature of statements, ownership of copyright or other intellectual property rights, and the violation of property, privacy, or personal rights of others. HFTP is not responsible for, and expressly disclaims all liability for, damages of any kind arising out of use, reference to, or reliance on such information. No guarantees or warranties, including (but not limited to) any express of implied warranties of merchandise or fitness for a particular use or purpose, are made by HFTP with respect to such information.
At certain places within this HFTP Internet site, live "links" or other Internet addresses can be accessed. Such external Internet addresses contain information created, published, maintained, or otherwise posted by institutions or organizations independent of HFTP. HFTP does not endorse, approve, certify, or control these external Internet addresses and does not guarantee the accuracy, completeness, efficacy, timeliness, or correct sequencing of information located at such addresses. Use of such information is voluntary, and reliance on it should only be undertaken after an independent review of its accuracy, completeness, efficacy, and timeliness. Reference herein to any specific commercial product, process, or service by trade name, trademark, service mark, manufacturer, or otherwise does not constitute or imply endorsement, recommendation, or favoring by HFTP.