Privacy Policy

YOUR PRIVACY MATTERS

ApplyTMI is a free membership application management system for the exclusive use of Toastmasters clubs in good standing in the United States. Use of this system is strictly for purposes of Toastmasters related activities and business. We take privacy very seriously and it is our intention to be transparent about the data we collect about you, how it is used and with whom it is shared.

This Privacy and Cookie Policy applies when you use our website system (described below).

TABLE OF CONTENTS

  • Introduction
  • Data We Collect
  • How We Use Your Data
  • How We Share Information
  • Your Choices & Obligations
  • Other Important Information

INTRODUCTION

We are a free application management system for the exclusive use of Toastmasters clubs in good standing based in the United States. Toastmasters clubs use our system and services to greatly simplify the process of collecting membership applications. Our Privacy and Cookie Policy applies to any Member or Visitor making use of our websites or other ApplyTMI provided services. Our system does not support Toastmasters clubs based outside of the United States.

Our registered users ("Members") share their contact information in order to receive application notifications and manage applications. Content and data on some of our Services is viewable to non-members ("Visitors").

SERVICES

This Privacy and Cookie Policy applies to your use of our Services.

This Privacy Policy applies to www.applytmi.org and all sub-domains of www.applytmi.org, ApplyTMI websites using a user-registered custom domain, and associated communications and services ("Services"), but excluding services that state that they are offered under a different privacy policy.

DATA CONTROLLERS AND CONTRACTING PARTIES

Your personal data is stored on and controlled by our ApplyTMI server.

As a Visitor or Member of our Services, the collection, use and sharing of your personal data is subject to this Privacy and Cookie Policy and updates.

CHANGE

Changes to the Privacy Policy apply to your use of our Services after the "effective date."

ApplyTMI ("we" or "us") can modify this Privacy and Cookie Policy, and if we make material changes to it, we will provide notice via email, or by other means, to provide you the opportunity to review the changes. If you object to any changes, you may request deletion of your ApplyTMI account.

You acknowledge that your continued use of our Services after we publish or send a notice about our changes to this Privacy and Cookie Policy means that the collection, use and sharing of your personal data is subject to the updated Privacy and Cookie Policy.

1. DATA WE COLLECT

1.1 DATA YOU PROVIDE TO US

You provide data to create an ApplyTMI website (account administrator's contact information) and Members provide data as part of being registered with the account. Visitors who choose to sign up through the application system provide data including name, address, phone number, and email address as part of submitting an application.

REGISTRATION

To create an ApplyTMI account you need to provide data including your name, email address, and the club you are requesting a website for as the new account’s administrator. Upon approval by recognized club "authorities" (e.g., email address on toastmasters.org), the administrator will receive an email via the provided email address approving their account. The account administrator is a "superuser" role recognized by the ApplyTMI system for administration of their club’s ApplyTMI account. The ApplyTMI administrator has the ability to delegate administrator privileges to other club officers.

To become a registered authorized user of an ApplyTMI website, you need to provide your name and email address, at a minimum to the club’s ApplyTMI administrator or their delegate to be entered into the website. When you are registered and a club administrator has designated you as an authorized user, you can gain access to your club’s ApplyTMI account.

Once you have obtained a Member account and password, you can access and edit your club’s ApplyTMI account.

Applying as a Prospective Member

When submitting an application through the ApplyTMI site you are required to provide data including your name, address, email address, and phone number. This information is sent to Club Officers for the purpose of applying for membership to Toastmasters International. ApplyTMI does not make use of this information for any reason other than to facilitate the club application process.

1.2 DATA FROM OTHERS
CONTACT INFORMATION

We may receive personal data (including contact information) about you when you complete the Application form or Contact Us form.

TOASTMASTERS INTERNATIONAL

We may receive publicly available contact information from Toastmasters International (e.g., information published on Find a Club pages).

1.3 SERVICE USE

We log your visits and use of our websites.

We use log-ins, cookies, device information and internet protocol ("IP") addresses to identify you and log your use.

1.4 COOKIES AND OTHER SIMILAR TECHNOLOGIES

We collect data through cookies and similar technologies.

As further described in our Cookie Policy, we use cookies and similar technologies (e.g., HTML5 local storage and device identifiers) to recognize you and/or your device(s) on, off and across different websites and devices. We also allow some others to use cookies as described in our Cookie Policy (e.g. Google Analytics). You can control cookies through your browser settings and other tools.

1.5 YOUR DEVICE AND LOCATION

We may receive data from your devices and networks, including location data.

When you visit our websites, we receive the URL of the site you came from. We also get information about your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier.

1.6 MESSAGES

If you communicate through our Contact Us form, those communications are logged for troubleshooting purposes. (All emails through the system are logged.)

We collect information about you when you send, receive, or engage with messages in connection with our websites and email services.

1.7 OTHER

We are often improving the ApplyTMI website system, which means we get new data and create new ways to use data.

Our system is dynamic, and we often introduce new features, which may require the collection of new information. If we collect materially different personal data or materially change how we use your data, we will notify you and may also modify this Privacy and Cookie Policy.

2. HOW WE USE YOUR DATA

We use your data to provide, support, and develop the ApplyTMI System.

How we use your personal data will depend on which features you use and how you use those site features.

2.1 SERVICES

Our services provide a free website for Toastmasters clubs in good standing to use to accept membership applications, as well as an ApplyTMI account to manage collected applications and customize the application.

We use your data to authorize access to our Services.

CUSTOM FUNCTIONALITY

ApplyTMI provides some custom functionality such as Advanced Workflow that is intended to simplify Toastmasters club operations. You are not obligated to use this custom functionality—it is disabled by default.

2.2 COMMUNICATIONS
EMAIL COMMUNICATIONS

ApplyTMI automatically sends emails to relevant parties when certain actions are triggered. These actions include an applicant submitting an application, the Vice President of Membership approving an application, the Treasurer marking an application as paid, and the Vice President of Education completing an application. These emails can be customized in the Emails tab of the ApplyTMI account by an Authorized User.

2.3 DEVELOPING SERVICES AND RESEARCH

We continue to develop our system and may collect usage data or conduct surveys to determine how to best use our limited resources for further development.

SERVICE DEVELOPMENT

We use information, including public feedback and any information submitted to us via the Contact Us form to inform our decisions about how to further develop the ApplyTMI system in order to provide you and others with a better, more intuitive and personalized experience and facilitate good communications.

SURVEYS

Polls and surveys may be conducted by us and others through email. You are not obligated to respond to polls or surveys, and you have choices about the information you provide.

2.4 CUSTOMER SUPPORT

We use data to help you and fix problems. We may collect debugging information in testing logs when troubleshooting a problem that could include personal information. This debugging information is flushed from the system regularly.

We use the data (which can include your communications) to investigate, respond to and resolve complaints and ApplyTMI system issues (e.g., bugs).

2.5 AGGREGATE INSIGHTS

We use data to generate aggregate insights. This is typically done via database queries to determine what settings have been changed from the default settings.

2.6 SECURITY AND INVESTIGATIONS

We use data for security, fraud prevention and investigations.

We use your data (including your communications) if we think it's necessary for security purposes or to investigate possible fraud or other violations of our Terms of Use Agreement or this Privacy and Cookie Policy and/or attempts to harm or mislead our Members, District Leaders or Visitors.

3. HOW WE SHARE INFORMATION

3.1 OUR SERVICES

Information such as authorized user email address and club officer role are provided in order to facilitate the ApplyTMI email notification system. The ApplyTMI system sends emails to the Vice President of Membership and Applicant during the course of the application process. If advanced workflow is enabled, emails may also be sent to the Vice President of Education and Treasurer. The content of these email alerts can be edited on the Emails tab of your ApplyTMI account.

3.2 COMMUNICATION ARCHIVAL

ApplyTMI does not provide email accounts. Communications submitted to us through our Contact Us form may be archived or stored for the purpose of improving our system and/or providing support and maintenance.

3.3 OTHERS' SERVICES

ApplyTMI does not provide any kind of links to your personal information to any outside services.

3.4 RELATED SERVICES

We may access your personal information as part of our overall troubleshooting and/or maintenance of the ApplyTMI system as a whole. This means that our system developer(s), support staff, and technical advisors may encounter your personal information when attempting to assist a club to resolve problems and our developer(s) may encounter it as part of making system improvements.

3.5 SERVICE PROVIDERS

At this time, ApplyTMI is not dependent on any external service providers that would have access to your personal information.

3.6 LEGAL DISCLOSURES

We may need to share your data when we believe it's required by law or to help protect the rights and safety of you, us or others.

It is possible that we will need to disclose information about you when required by law, subpoena, or other legal process or if we have a good faith belief that disclosure is reasonably necessary to (1) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (2) enforce our agreements with you, (3) investigate and defend ourselves against any third-party claims or allegations, (4) protect the security or integrity of our Service (such as by sharing with companies facing similar threats); or (5) exercise or protect the rights and safety of ApplyTMI, our Members, personnel, or others. We attempt to notify Members about legal demands for their personal data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not promise to challenge every demand.

3.7 CHANGE IN CONTROL OR SALE

We may share your personal data as part of a change in control of ApplyTMI or in preparation for that. In that event, this agreement would still be in force, unless you agree otherwise.

4. YOUR CHOICES AND OBLIGATIONS

4.1 DATA RETENTION

We keep most of your personal data for as long as your account is open.

We retain your personal data while your account is in existence or as needed to provide you Services. This includes data you or others provided to us and data generated or inferred from your use of our Services.

4.2 RIGHTS TO ACCESS AND CONTROL YOUR PERSONAL DATA

You can access or delete your personal data. You have many choices about how your data is collected and used.

We provide many choices about the collection, use and sharing of your data, from deleting or correcting data you include in your club’s ApplyTMI account.

For personal data that we have about you:

  • Delete Data: You can request that your personal data be deleted (e.g., if you are not longer a Member).
  • Change, Correct, or Limit Data: You can edit your personal data (Officer Role, Name, and Email Address) through the Edit tab of your club’s ApplyTMI account. You can also ask us to change, update or fix your data in certain cases, particularly if it's inaccurate or corrupted.
  • Right to Access and/or Take Your Data: You can request a copy of your personal data and can ask for a copy of personal data you provided in machine readable form. Your website administrator can provide your information in a CSV file format, which is very portable and machine readable.

4.3 ACCOUNT CLOSURE

We keep some of your data even after you stop being a member or request deletion of your website. This retention is just to allow for simple reactivation (un-deletion) in the event of mistakes. In general, deleted information for members is slated for purging after 30 days, and deleted websites are slated for purging after 90 days. Deleted information that is retained in this way is kept in a hidden state and is not accessible to anyone except the system administrators in the event that one of them chooses to un-delete the information.

We may also retain your personal data even after you have closed your account if reasonably necessary to comply with legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our Terms of Use Agreement, or fulfill your request to "unsubscribe" from further messages from us.

5. OTHER IMPORTANT INFORMATION

5.1 SECURITY

We monitor for and try to prevent security breaches.

We implement security safeguards designed to protect your data, such as HTTPS. We regularly monitor our systems for possible vulnerabilities and attacks. However, we cannot warrant the security of any information that you send us. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.

5.2 CROSS-BORDER DATA TRANSFERS

We process data both inside and outside of the United States and rely on legally-provided mechanisms to lawfully transfer data across borders. "Processing data" can include data processed by scripts both on our server and browser scripts run via your computer or device. Countries where we process data may have laws which are different, and potentially not as protective, as the laws of your own country.

5.3 LAWFUL BASES FOR PROCESSING

We have lawful bases to collect, use and share data about you. You have choices about our use of your data.

At any time, you can withdraw consent you have provide by requesting removal from the system.

We will only collect and process personal data about you where we have lawful bases. Lawful bases include consent (where you have given consent) and "legitimate interests".

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time and where we rely on legitimate interests, you have the right to object.

5.4 DIRECT MARKETING

We do not share personal data with third parties for their direct marketing purposes.

5.5 CONTACT INFORMATION

You can contact us or use other options to resolve any complaints.

If you have questions or complaints regarding this Policy, please contact our support team via our Contact Us form (https://manage.applytmi.org/form/contact).

The information on this website is for the sole use of Toastmasters’ members for Toastmasters business only. It is not to be used for solicitation and distribution of non‑Toastmasters material or information.

Privacy Policy