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.
TABLE OF CONTENTS
- Data We Collect
- How We Use Your Data
- How We Share Information
- Your Choices & Obligations
- Other Important Information
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").
DATA CONTROLLERS AND CONTRACTING PARTIES
Your personal data is stored on and controlled by our ApplyTMI server.
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.
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
We may receive personal data (including contact information) about you when you complete the Application form or Contact Us form.
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.
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.
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.
We are often improving the ApplyTMI website system, which means we get new data and create new ways to use data.
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.
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.
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.
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.
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.
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.
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.
5. OTHER IMPORTANT INFORMATION
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).