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AVAHO Connect Privacy Policy

1. Introduction

The Association of VA Hematology/Oncology ("AVAHO," "we," "us," or "our") respects your privacy and upholds our members’ right to maintain communication in private spaces. This Privacy Policy explains what information we collect through the AVAHOConnect mobile application (the "App"), how we use and share it, and the choices available to you.

This Policy applies only to the App. It does not apply to AVAHO's public website, in-person events, or any third-party service you may access through the App, each of which may have separate privacy practices.

By using the App, you acknowledge that you have read and understood this Policy. If you do not agree with it, please do not use the App.

2. A Note About Health Information

AVAHOConnect is not a clinical system and is not designed or authorized to receive Protected Health Information ("PHI"). AVAHO is not a HIPAA covered entity or business associate with respect to the App. Members are prohibited from posting patient-identifiable information, veteran records protected under 38 U.S.C. §§ 5701, 5705, or 7332, or any other individually identifiable health information. See Section 6 of the Terms of Use.

The App does collect professional information about you — such as your credentials, practice setting, and clinical interests — which is used to support membership services, not patient care. Any reference to identifying information regarding patients or their care will not be protected by AVAHO.

3. Information We Collect

3.1 Information you provide directly

Category Examples
Identity and contact Name, credentials and degrees, professional title, employing VA facility or institution, work address, email address, phone number that are standard items of collection via AVAHO membership
Profile Photograph, biography, areas of clinical or research interest, subspecialty, years in practice, languages, mentorship availability. This is for us only within the private AVAHOConnect app.
Account Username, password, security questions, authentication data
Membership Membership category and status, join date, dues history, chapter or committee affiliations, volunteer roles
Content you submit Forum posts, comments, direct messages to other members, uploaded documents, abstracts, poll and survey responses, event questions
Event and education Annual meeting registration, session attendance, continuing education credits earned, evaluations, certificates
Payment Billing name and address, and transaction records. Full payment card numbers are collected and processed by our payment processor, not stored by AVAHO
Support Messages you send to AVAHO staff, including any information you choose to include

3.2 Information collected automatically

  • Device information: device type and model, operating system and version, unique device identifiers, mobile network, browser type, language settings
  • Usage information: features accessed, screens viewed, session duration and timestamps, search terms, links clicked, content viewed or posted, referring pages
  • Log and diagnostic data: IP address, crash reports, error logs, performance metrics
  • Approximate location derived from IP address. Precise device location only if you grant permission (for example, for on-site annual meeting navigation), and you may revoke that permission at any time in your device settings
  • Cookies and similar technologies, including software development kits (SDKs) and pixels used within the App for authentication, session management, and analytics

3.3 Information from other sources

  • AVAHO membership records and association management system, which populate your App profile
  • Your device permissions, such as camera, photo library, and calendar, only if you grant access
  • Third-party sign-in providers, if you choose to log in through one
  • Event vendors, such as registration and badge-scanning providers
  • Employers or institutions that sponsor group memberships

4. How We Use Your Information

We use your information to:

  • Verify your membership eligibility and authenticate your account;
  • Provide, operate, maintain, and improve the App and its features;
  • Populate and maintain the member directory and enable member-to-member networking;
  • Deliver association communications, including newsletters, chapter and committee updates, and governance notices such as election and voting materials;
  • Administer the annual meeting, educational programming, continuing education credit, and certificates;
  • Process dues, registrations, and other transactions;
  • Send push notifications and in-app alerts you have not opted out of;
  • Respond to your inquiries and provide member support;
  • Conduct member surveys and analyze aggregate membership trends to guide programming and advocacy;
  • Monitor for and prevent fraud, abuse, security incidents, and violations of the Terms of Use;
  • Understand how the App is used so we can improve usability and reliability;
  • Comply with legal obligations, enforce our agreements, and protect the rights, safety, and property of AVAHO, our members, and others.

Legal bases (for members in the EEA/UK): we process personal data as necessary to perform our membership agreement with you, to pursue our legitimate interests in operating a professional association, to comply with legal obligations, and — where required — on the basis of your consent, which you may withdraw at any time.

5. How We Share Your Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

We share information in the following circumstances:

With other members. Your directory profile is visible to other AVAHO members who are signed in. You control which optional fields are displayed — see Section 6.

With service providers. We use vendors who process information on our behalf under contract and only per our instructions, including: app development and hosting, association management software, cloud storage, email delivery, payment processing, analytics, customer support, and event registration and badge scanning. They are prohibited from using your information for their own purposes.

With AVAHO's management company and volunteer leadership, as needed to administer membership, committees, and programs, subject to confidentiality obligations.

With sponsors and exhibitors — only with your affirmative action. If you allow an exhibitor to scan your badge or you opt into a sponsor's offering, the information associated with that action (typically name, credentials, institution, and business contact information) is shared with that company, which will use it under its own privacy policy. We do not otherwise provide member contact information to sponsors, exhibitors, or advertisers.

With continuing education accreditors and boards, as required to award, report, and verify credit.

For legal and safety reasons. We may disclose information if required by law, subpoena, court order, or governmental request; to enforce our Terms of Use; to investigate suspected fraud or security incidents; or to protect the rights, property, or safety of AVAHO, our members, or the public.

In connection with an organizational change, such as a merger, affiliation, or transfer of AVAHO's assets, in which case we will notify you and the successor will be bound by this Policy or provide notice of any changes.

In aggregated or de-identified form that cannot reasonably be used to identify you — for example, membership demographics or program participation statistics reported to the board or published in AVAHO reports.

6. Your Directory Visibility and Communication Choices

Directory settings. Within the App you can:

  • Choose which profile fields are visible to other members (for example, hide your phone number or personal email);
  • Opt out of the member directory entirely, which will limit some networking features;
  • Enable or disable direct messaging from other members;
  • Update or correct your profile at any time.

Certain baseline information — your name, credentials, and membership status — may remain visible to other members as an inherent part of association membership.

Email communications. You may unsubscribe from non-essential emails using the link in any message or by adjusting your preferences in the App. We will still send transactional and governance communications related to your membership, such as dues renewal notices, election materials, and required legal notices.

Push notifications. Manage or disable these in your device settings or in the App's notification preferences.

Location. Revoke location permission at any time in your device settings.

Analytics. [Describe any in-app analytics opt-out, or state that analytics are limited to first-party, essential measurement.]

7. Data Retention

We retain your information for as long as your membership is active and for a reasonable period afterward, in order to:

  • Facilitate reinstatement if you rejoin;
  • Maintain records of continuing education credit and event attendance, which are typically retained for [6] years or as required by accrediting bodies;
  • Satisfy financial, tax, and nonprofit recordkeeping obligations, typically [7] years;
  • Preserve the integrity of forum discussions and association history;
  • Resolve disputes and enforce our agreements.

Inactive accounts are generally deactivated [12] months after membership lapses and personal data is deleted or de-identified within [24–36] months, unless a longer retention period is required. Content you posted in shared areas may remain visible after your account is closed, though we will disassociate it from your profile on request where feasible.

8. Security

We maintain administrative, technical, and physical safeguards designed to protect your information, including encryption of data in transit and at rest, access controls and role-based permissions, multi-factor authentication for administrative accounts, vendor security assessments, logging and monitoring, and periodic security reviews.

No system is completely secure. We cannot guarantee the absolute security of your information, and you transmit information at your own risk. If we become aware of a breach affecting your personal information, we will notify you as required by applicable law. Please report any suspected security issue to admin@avaho.org.

9. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights:

  • Access — request confirmation of whether we process your personal information and obtain a copy;
  • Correction — request that we correct inaccurate or incomplete information;
  • Deletion — request deletion of your personal information, subject to exceptions such as legal recordkeeping and CE credit records;
  • Portability — receive your information in a portable format;
  • Opt out of sale or targeted advertising — note that we do not sell personal information or use it for targeted advertising;
  • Limit use of sensitive personal information;
  • Non-discrimination — we will not retaliate against you for exercising these rights;
  • Withdraw consent where processing is based on consent;

How to exercise your rights. Contact us at admin@avaho.org. We will verify your identity, typically through your registered account credentials, before responding. We respond within the timeframe required by applicable law, generally 45 days for U.S. state privacy laws (extendable by 45 days) and one month under GDPR. An authorized agent may submit a request on your behalf with proof of authorization.

California residents. Under the CCPA/CPRA, the categories of personal information we collect are described in Section 3, our purposes in Section 4, and our disclosures in Section 5. In the preceding 12 months we have disclosed identifiers, professional information, and internet activity to service providers for business purposes. We have not sold or shared personal information as those terms are defined by the CCPA.

Members in other states — including Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and Montana — have comparable rights, including the right to appeal a denial of a request. To appeal, reply to our response or contact admin@avaho.org with "Privacy Appeal" in the subject line.

10. Federal Employees and Veterans Affairs Considerations

Many AVAHO members are employees of the U.S. Department of Veterans Affairs or other federal agencies. Please note:

  • AVAHO is an independent professional association and is not a federal agency. The App is not a government system, and information you provide to AVAHO is not subject to the Privacy Act of 1974 or the Freedom of Information Act by virtue of your federal employment.
  • Your use of the App from a government device or network may be subject to your agency's monitoring, ethics, and information-security policies. You are responsible for compliance with those policies.
  • We recommend using a personal email address for your AVAHO account where your agency's policies permit.

11. Children's Privacy

The App is intended for healthcare professionals aged 18 and older. We do not knowingly collect personal information from anyone under 18. If we learn we have done so, we will delete it. Contact admin@avaho.org if you believe a minor has provided us information.

12. International Members and Data Transfers

The App is operated in the United States, and your information is stored and processed there. If you access the App from outside the U.S., you understand that U.S. data protection laws may differ from those in your country. Where required, we use appropriate safeguards such as the European Commission's Standard Contractual Clauses for transfers of personal data from the EEA or UK. Contact us for more information about those safeguards.

13. Third-Party Links and Services

The App may link to or integrate with third-party sites and services, including journals, sponsor pages, and payment providers. This Policy does not cover their practices. We encourage you to review the privacy policies of any third-party service you use.

14. Changes to This Policy

We may update this Policy from time to time. When we make material changes, we will revise the "Last Updated" date and notify you through the App, by email, or both before the changes take effect. Your continued use of the App after the effective date constitutes acceptance of the updated Policy. We encourage you to review this Policy periodically.

15. Contact Us

Questions, concerns, or privacy requests may be directed to:

Association of VA Hematology/Oncology (AVAHO) Attn: Privacy Officer Email: admin@avaho.org

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