Privacy Policy
New York Mental Health Counselors Association, Inc. (NYMHCA)
Effective Date: [INSERT DATE BEFORE PUBLISHING]
The New York Mental Health Counselors Association, Inc. (“NYMHCA,” “we,” “us,” or “our”) is committed to protecting the privacy of our members, website visitors, event registrants, and all others who interact with our organization. This Privacy Policy describes how we collect, use, and protect personal information in connection with our website at nymhca.org (the “Site”) and related services.
By using our Site or submitting information to us, you agree to the practices described in this policy.
1. Information We Collect
Information You Provide to Us
We collect personal information that you voluntarily provide when you:
- Create or update a member account
- Apply for or renew membership
- Register for conferences, workshops, or continuing education programs
- Submit a contact or inquiry form
- Sign up for our email newsletter or communications
- Submit a payment for dues, event registrations, or other services
Depending on your interaction with us, this may include your name, email address, mailing address, phone number, professional credentials or license number, employer or institution, and billing information. Payment transactions are processed by a third-party payment processor; we do not store full payment card details on our servers.
Information Collected Automatically
When you visit our Site, certain information may be collected automatically through cookies and similar tracking technologies, such as:
- Your IP address and approximate geographic location
- Browser type, version, and device type
- Pages visited, links clicked, and time spent on the Site
- The website that referred you to our Site
This information is used in aggregate to understand how visitors use our Site and to improve our online services. It is not used to identify you individually unless combined with other information you have provided.
2. How We Use Your Information
NYMHCA uses the personal information we collect to:
- Manage and maintain your membership account
- Process membership applications, renewals, and dues payments
- Register you for events, conferences, and continuing education programs
- Send administrative communications such as receipts, confirmations, and renewal reminders
- Deliver our email newsletter and other communications you have opted into
- Respond to your inquiries and provide member support
- Improve and maintain our website and digital services
- Comply with legal and regulatory obligations
We do not use your personal information for automated decision-making or profiling.
3. How We Share Your Information
NYMHCA does not sell, rent, or trade your personal information. We may share information in the following limited circumstances:
Service Providers: We work with trusted third-party vendors who assist us in operating our website, processing payments, sending email communications, and managing event registrations. These vendors are contractually obligated to keep your information confidential and to use it only for the purposes we specify.
Organizational Partners: As a state chapter of the American Mental Health Counselors Association (AMHCA), we may share certain membership information with AMHCA as required for chapter affiliation purposes.
Legal Requirements: We may disclose your information if required to do so by law or in response to a valid legal process such as a subpoena, court order, or government request.
Member Directory: If applicable, your profile information may appear in a member directory accessible to other NYMHCA members. You may contact us to update or limit what information is displayed.
4. Cookies and Tracking Technologies
Our Site uses cookies — small text files stored on your browser — to support site functionality and to analyze traffic patterns. You may configure your browser to refuse cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain areas of the Site, including member login features.
We do not currently respond to browser “Do Not Track” signals, as there is no uniform industry standard for doing so.
5. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this policy, to maintain your membership account, and to comply with applicable legal obligations. When information is no longer needed, we take reasonable steps to securely delete or de-identify it.
6. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.
If you believe your account or personal information has been compromised, please contact us immediately at the information provided below.
7. Children’s Privacy
Our Site and services are directed to professionals and are not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected such information, we will promptly delete it.
8. Your Rights and Choices
You have the right to:
- Access and review the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information, subject to applicable legal or contractual obligations
- Opt out of marketing and newsletter emails at any time by using the unsubscribe link in our emails or by contacting us directly
To exercise any of these rights, please contact us using the information in Section 10 below. We will respond to your request within a reasonable timeframe.
9. Third-Party Links
Our Site may contain links to external websites operated by third parties. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party site you visit.
10. Contact Us
If you have questions, concerns, or requests related to this Privacy Policy, please contact us:
New York Mental Health Counselors Association, Inc.
146 Barrett Street, Suite 2
Schenectady, NY 12305
Phone: 1-800-4-NYMHCA (800-469-6422)
Website: nymhca.org/contact
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically.
Note to web developer: This policy should be reviewed by legal counsel before publishing, particularly if the site collects payment information or if NYMHCA is subject to any state-specific privacy regulations (e.g., New York SHIELD Act).
