Terms of Service and Privacy Policy
The American Association of Collegiate Registrars and Admissions Officers (“AACRAO”, “we”, “our”) is committed to promoting and complying with business practices that help protect the privacy of our customers and member data. This Privacy Policy will explain how our organization collects, uses, and discloses your personal data in connection with your use of our website, registration and attendance at our events (such as Annual Meeting), through membership applications, and other services listed in this Privacy Policy.
Terms of Service
By accessing or using the American Association of Collegiate Registrars and Admissions Officers website, social media sites, discussion groups, and any other digital services and platforms officially operated by or for AACRAO (each, a "Site" and collectively, the "Sites"), you agree to comply with and be bound by this Terms of Service Agreement ("TOS"). AACRAO may revise this TOS at any time by posting a revised TOS to the Site(s), and without further notice directly to you. Your use of these Site(s) constitutes your acceptance of the TOS posted at the time of your use.
AACRAO Privacy Policy
These are the terms of the AACRAO Privacy Policy. This Privacy Notice describes the personal data we may collect about you and when you interact with us. It sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed. AACRAO operates a website, social media, and conducts events and programs. AACRAO processes your data to provide you with the goods or services you have requested or purchased from us, including membership services, events, publications, and other content. We usually need and use this information to process your personal data to fulfill an order for goods or services – including membership services. This is how we store and handle the resulting data.
AACRAO is committed to promoting and complying with business practices that help protect the privacy of our customer and member data. This privacy policy will explain how our organization uses the personal data we collect from you when you use our website.
Topics:
- Data Collection, Storage, and Usage
- Cookies
- Privacy policies of other websites
- Your Data Protection Rights
- Changes to our privacy policy
- How to contact us
Information Collected and Why
AACRAO collects various types of information to provide the best possible experience with our services based on the types of interactions with you.
Information Provided by You:
Type of Interaction | Examples of Data Collected | Use |
Membership | Name, title, institution, institution billing address, email, phone number, areas of responsibility, professional interest, gender, ethnicity/race, degree attainment, institutional profile data such as type and control. | To manage your membership, deliver member benefits and important association news, process payments. |
Professional Development and Event Registration | Contact information, institution, dietary restrictions, accessibility needs, presenter information, session selections, session feedback, information submitted in volunteer applications. | To communicate event information, health and safety of registrants/attendees, manage professional development and engagement opportunities. |
Purchases and Orders | Contact and billing information, items purchased. | Process orders, provide and deliver products or services |
Research and Surveys | Participation in surveys or research initiatives such as focus groups and interviews. | Conduct and publish research benefiting membership and the higher education community. |
Information Automatically Collected:
Type of Interaction | Examples of Data Collected | Use |
Device and Usage Data | Browser type, pages visited, time spent on site, geographic location. This information is collected via cookies. | To analyze website performance, improve user experience, and understand how you engage with digital resources. |
Social Media Engagement | Public profile information, usernames/handles, engagement activity (likes, shares, comments, follows), voluntary responses on social media polls or surveys. | To monitor audience reach, analyze engagement trends, improve content delivery, and gather insights for organizational improvement. |
Podcast Engagement | Listening platform, download activity, ratings, username/handle, written comments, subscription | To evaluate the audience, optimize content delivery, and distribute communication. |
AACRAO will keep your personal information as needed to fulfill the purposes for which it was collected. AACRAO will retain and use your personal information as necessary to comply with AACRAO’s business requirements, legal obligations, resolve disputes, protect our assets, and enforce our agreements.
Third-Party Vendors and AI:
We use others to help us provide our Services (e.g., maintenance, analysis, audit, payments, fraud detection, program improvement and development, marketing and development). They will have access to your information as reasonably necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.
AACRAO will share the mailing address, email, institution, title, and name of registrants for our meetings with participating exhibitors so that they may offer you their related products and services by physical and electronic mail.
Where you have provided consent, we may share your personal data with the third parties to whom you have consented, such as when you authorize a third party to contact you in relation to a service or product.
AACRAO may engage third-party service providers that utilize Artificial Intelligence (AI) tools, and we are committed to ensuring that any such use protects the security and confidentiality of your information.
How we protect your personal data
We seek to take reasonable, appropriate steps to protect your personal data. As you know though, no data transmission over the internet is guaranteed to be secure. So, any information you transmit to us or from our online products or services, you do so at your own risk. Once we receive your personally identifiable information, we employ security technology as safeguards. We restrict access to those employees who need to know that information to provide benefits or services to you.
How long will we keep your personal data?
We keep your personal data for as long as is necessary for the purpose for which it was collected unless required by law. Afterwards, we either delete or anonymize it so that it can be used in a non-identifiable way for statistical analysis and strategic planning. Your personal data is stored by AACRAO on its servers, and on the servers of the cloud-based database management services AACRAO engages.
Marketing/Research
AACRAO would like to send you information about products and services of ours that we think you might like or for research related to higher education academic/enrollment services and student success. If you have agreed to receive marketing or research, you may always opt out of either or both at a later date. You have the right at any time to stop AACRAO from contacting you for marketing or research purposes or giving your data to other members of AACRAO.
If you no longer wish to be contacted for marketing or research purposes, please visit
https://go.aacrao.org/preferences.
Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org.
How do we use cookies?
AACRAO uses cookies in a range of ways to improve your experience on our website, including:
- Keeping you signed in
- Understanding how you use our website
What types of cookies do we use?
There are a number of different types of cookies, however, our website uses two types: persistent cookies and session cookies. A persistent cookie helps us recognize you as an existing user, so it’s easier to return to AACRAO or interact with our services without signing in again. After you sign in, a persistent cookie stays in your browser and will be read by AACRAO when you return to one of our sites or a partner site that uses our services (for example, meeting registration or abstract submissions). Session cookies only last for as long as the session (usually the current visit to a website or a browser session).
How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
The AACRAO website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
What are your data protection rights?
AACRAO would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
- The right to access– You have the right to request AACRAO for copies of your personal data. We may charge you a small fee for this service.
- The right to rectification – You have the right to request that AACRAO correct any information you believe is inaccurate. You also have the right to request AACRAO to complete the information you believe is incomplete.
- The right to erasure – You have the right to request that AACRAO erase your personal data, under certain conditions.
- The right to restrict processing – You have the right to request that AACRAO restrict the processing of your personal data, under certain conditions.
- The right to object to processing – You have the right to object to AACRAO’s processing of your personal data, under certain conditions.
- The right to data portability – You have the right to request that AACRAO transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please refer to the “How to contact us” section at the end of the Privacy Policy.
Children
Our Site(s) are not directed at individuals under thirteen years of age, and AACRAO does not intend to collect any personally identifiable information from such individuals.
Changes to our privacy policy
AACRAO keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 31 October 2025.
How to contact us
If you have any questions about AACRAO’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email us at: impact@aacrao.org
Call us: (202) 293-9161
Or write to us at: AACRAO
1108 16th Street NW, Suite 400
Washington, DC 20036