SCC/MLA Privacy Policy

Last updated: September 14, 2026

Who We Are

The South Central Chapter of the Medical Library Association, Inc. (SCC/MLA) is a not-for-profit 501(c)3 educational organization.This privacy policy explains how SCC/MLA collects, uses, and safeguards information provided to us by our members and contacts.

Scope of the SCC/MLA Privacy Policy

This policy applies to your use of the SCC/MLA website (sccmla.org), conference registration websites (SCC/MLA Sites), or their paper equivalents (e.g., forms, ballots), which are operated by or on behalf of SCC/MLA. This policy does not apply to your use of other websites to which SCC/MLA Sites may link.

Any Personal Information that is collected by SCC/MLA is used to help us better serve our members and the health science library community and to improve your user experience. We collect or store only Personal Information that our members and visitors provide. SCC/MLA does not collect Personal Information from casual public users browsing SCC/MLA Sites.

In the event of a security incident or breach, SCC/MLA will notify you without delay after becoming aware of the incident and will provide you with our next steps to protect your Personal Information.

Personal Information We Actively Collect

• Profile: When you create an account or log in to SCC/MLA sites, we ask you to provide us with your name and email address. We use this information to provide you with the service(s) from us that you choose to use. Information about your organization, address, communication preferences, picture, biographical information, and social media identifiers may also be provided by you, but most of this information is optional. You may update your profile information at any time by logging in to sccmla.org.
• Email: We collect and store email that is sent to you automatically by our system, and this information is visible to you from your profile. Your email address will also be shared with partners who manage and moderate the SCC/MLA email lists that are hosted externally; these lists are not visible to the public, and users may log in to the external system to view the email archives.
• Purchases: We collect information on products and services that you purchase, including memberships, merchandise, education courses and webinars, and SCC/MLA meeting attendance.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Information Our Systems and Websites Collect

• Log data: When you access sccmla.org or SCC/MLA Sites, the servers log information (“log data”), including information that your browser automatically sends whenever you visit a website or that your mobile app automatically sends when you’re using it. This log data includes your Internet Protocol (IP) address, the address of and activity on the accessed websites, searches, browser type and settings, the date and time of your request, how you used the websites, cookie data, and device data. This data provides aggregate and anonymized information about pages you access on the websites and other details about your visit.
• Device information: In addition to log data, we collect information about the device you’re using to access sccmla.org or SCC/MLA Sites, including the type of device, operating system, and device identifiers. Whether we collect some or all of this information often depends on what type of device you’re using and its settings. For example, different types of information are available depending on whether you’re using a Mac or a PC, or an iPhone or Android phone. You can find out more about what information your device makes available to us by checking the policies and settings of your device manufacturer, software provider, or your preferred browser.
• Other data: We collect additional website data from logged-in SCC/MLA members, SCC/MLA meeting registrants, and guests to improve or provide services and support. Such information remains confidential to SCC/MLA website administrators and will not be released except as aggregate data. For some email sent in HTML format by SCC/MLA to its members through sccmla.org, SCC/MLA may identify whether a recipient opens a message or clicks through to links provided in the message.

Cookies

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How We Use Your Information

• Activity history: When you provide Personal Information to SCC/MLA, join SCC/MLA, receive email from SCC/MLA discussion lists, volunteer for SCC/MLA committees, take surveys, apply for awards or grants, or purchase other SCC/MLA products or services, your transactions may be recorded in your personal profile. You may access and view this information at any time.
• Website traffic and analysis: SCC/MLA uses outside third-party services (Google, RegFox) and internal cookies to analyze web traffic and to make changes and improvements to SCC/MLA Sites. For information on how these services protect your website use information, please refer to their privacy policies (see web links below). By using SCC/MLA Sites and accepting cookies, you consent to the processing of data by these parties in accordance with their privacy policies.(Note: Aggregate data provided by these third parties are only used for internal and marketing purposes and do not provide any information that would identify you.)
• Email notices and e-marketing: We may use Personal Information you provide in your profile to contact you about our own and third-parties’ goods and services that may be of interest to you. If you do not want us to use your Personal Information in this way, please check the relevant box(s) located in your email preferences area profile or the link included with each of these email messages. If you do not want to receive SCC/MLA announcements about changes to our websites but continue to use SCC/MLA Sites after any changes to our Privacy Policy have been posted, that means you agree to all of the changes. Use of information we collect now is subject to the Privacy Policy in effect at the time such information is collected.
• Mailing lists: You may choose to allow us to provide Personal Information to exhibitors or vendors by selecting the appropriate box in your profile or at time of meeting registration. At SCC/MLA annual meetings, you may also decide to provide certain Personal Information, including your name, physical address, and telephone, by allowing meeting exhibitors to scan your annual meeting badge or by providing your business card.
• Completing SCC/MLA purchases: We use financial information you provide to SCC/MLA, such as credit card numbers, for billing purposes, to fill orders, to provide services, or for meeting registration. This information is not stored on our servers or accessible to us after the completion of a transaction. Any physical transmission of credit card information is destroyed after we complete your authorized transaction. For SCC/MLA purchases and for annual meeting registration, you provide your credit card number securely through our designated business partners: 8am Affinipay, Stripe, and Square. Credit card numbers are only used to process the transactions you request.

How Long SCC/MLA Retains Personal Information

The SCC/MLA retains Personal Information regarding members indefinitely and guest data for at least seven years as dictated by business, use, and legal requirements. You may access, update, or correct your Personal Information or remove it from SCC/MLA Sites by making a request to us at the contact information provided below.

For users that register on our website, we also store the personal information you provide in your user profile. All users can see, edit, or delete their personal information at any time. SCC/MLA website administrators can also see and edit that information.

Requests typically receive a response within thirty (30) days. If access or removal cannot be provided within that time frame, we will provide the requesting party with an estimated date by which the information will be provided. If for some reason access is denied, we will provide an explanation of why access has been denied.

If you are in a country subject to the General Data Protection Regulation (GDPR), please see the section below for information on your specific rights in relation to the Personal Information we hold about you.

What Rights You Have Over Your Data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

EU Members and Guests

Scope. This section applies if you are an individual located in the European Union (“EU”). For these purposes, our reference to the EU also includes the European Economic Area countries of Iceland, Liechtenstein and Norway and, where applicable, Switzerland.

Data Controllers

Wild Apricot acts as data processor on behalf of SCC/MLA for personal information that resides on SCC/MLA Sites.

RegFox acts as data processor on behalf of SCC/MLA for personal information that resides on annual conference websites.

8am Affinipay, Stripe, and Square acts as data processor on behalf of SCC/MLA for financial transactions for SCC/MLA sites, for meeting registration, and for meeting exhibit fees.

Links to data processor privacy agreements above open in a new tab or window.

Your Rights

Subject to applicable law, you have the following rights in relation to your Personal Information:

• Right of access: If you ask us, we will confirm whether we have your Personal Data and, if so, provide you with a copy of that Personal Information (along with certain other details). If you require all data to be provided to you in the same format, we may need to charge a reasonable fee.
• Right to rectification: If your Personal Information is inaccurate or incomplete, you are entitled to have it rectified or completed. If we have shared your Personal Information with others, we will tell them about the rectification where possible. If you ask us, where possible and lawful to do so, we will also tell you with whom we shared your Personal Information so that you can contact them directly.
• Right to erasure: You may ask us to delete or remove your Personal Information and we will do so in some circumstances, such as where we no longer need it (we may not delete your data when other interests outweigh your right to deletion). If we have shared your data with others, we will tell them about the erasure where possible. If you ask us, where possible and lawful to do so, we will also tell you with whom we shared your Personal Data so that you can contact them directly.
• Right to restrict processing: You may ask us to restrict or ‘block’ the processing of your Personal Information in certain circumstances, such as when you contest the accuracy of that Personal Information or object to us processing it. We will tell you before we lift any restriction on processing. If we have shared your Personal Information with others, we will tell them about the restriction where possible. If you ask us, where possible and lawful to do so, we will also tell you with whom we shared your Personal Information so that you can contact them directly.
• Right to data portability: Effective 25 May 2018, you have the right to obtain your Personal Information from us that you consented to give us or that is necessary to perform a contract with you. We will give you your Personal Information in a structured, commonly used and machine-readable format. You may reuse it elsewhere.
• Right to object: You may ask us at any time to stop processing your Personal Information, and we will do so: If we are relying on a legitimate interest to process your Personal Data — unless we demonstrate compelling legitimate grounds for the processing; or if we are processing your Personal Data for direct marketing.
• Rights in relation to automated decision-making and profiling: You have the right to be free from decisions based solely on automated processing of your Personal Information, unless such processing is necessary for entering into, or the performance of, a contract between you and us or you provide your explicit consent to such processing.
• Right to withdraw consent: If we rely on your consent to process your Personal Information, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on your prior consent.
• Right to lodge a complaint with the data protection authority: If you have a concern about our privacy practices, including the way we have handled your Personal Information, you can report it to the data protection authority that is authorized to hear those concerns.

You may exercise your rights by contacting us as indicated under “Contact Us” section below.

Terms

• Legitimate Interest. “Legitimate interests” means the interests of the South Central Chapter of the Medical Library Association in conducting and managing our organization. For example, we have a legitimate interest in processing your Personal Information to analyze how our websites, apps, and products and services are being used by you, and to ensure network and information security, as described in this Privacy Policy. When we process your Personal Information for our legitimate interests, we make sure to consider and balance any potential impact on you, and your rights under data protection laws. Our legitimate interests do not automatically override your interests. We will not use your Personal Information for activities where our interests are overridden by the impact on you, unless we have your consent or those activities are otherwise required or permitted to by law. You have the right to object to processing that is based on our legitimate interests. For more information on your rights, please see “Your Rights” section above.

Changes to Privacy Policy

As our organization, membership benefits, and data collection may change from time to time, this Privacy Policy is expected to change as well. We reserve the right to amend the online Privacy Statement at any time, for any reason. SCC/MLA will provide notice of Privacy Policy changes on the SCC/MLA homepage and in email messages to users.

Contact Us

For questions or assistance with any portion of this policy, please email the SCC/MLA Webmaster. Official legal requests should be submitted in writing to South Central Chapter/MLA, c/o UTSW Library 5323 Harry Hines Blvd, Dallas, TX 75390-9049.