Effective October 1, 2026
The National Association of Epilepsy Centers (NAEC) respects the privacy of members, registered users, applicants, program participants, and visitors to its online services. This Privacy Policy explains the types of information NAEC collects, how it uses and discloses that information, and the choices available to users.
Scope
This Policy applies to www.naec-epilepsy.org and NAEC online services that link to this website, including member, accreditation, reporting, registration, and program functions. It does not apply to independently operated websites or services linked from NAEC’s website. Separate agreements or notices may govern information submitted by member organizations in connection with accreditation, reporting, research, or other NAEC programs.
Information We Collect
Information You Provide
NAEC may collect information that you or your organization provide when you create or maintain an account, register for a meeting or activity, apply for or renew membership, participate in professional programs, complete accreditation or reporting activities, respond to a survey, request support, or otherwise communicate with NAEC. Depending on the activity, this may include:
- Contact information, such as name, email address, telephone number, and mailing address
- Account information, including username, authentication information, account role, and permissions
- Professional and organizational information, such as employer, title, credentials, and affiliated center
- Membership, accreditation, reporting, and program participation information
- Registration, transaction, and billing information, when applicable
- Information included in forms, applications, surveys, reports, support requests, emails, and other communications
When an organization or authorized user submits information about another person, the submitting party is responsible for having appropriate authority to provide that information to NAEC.
Information Collected Automatically
When you use the site, NAEC and its service providers may automatically receive technical information such as your Internet Protocol address, browser and device type, operating system, referring page, pages requested, date and time of access, and security or diagnostic information. Web servers use this information to operate, secure, maintain, and troubleshoot the site. Google Analytics collects the limited usage information described below.
How We Use Information
NAEC may use information to:
- Create and administer user accounts and authenticate users
- Process membership, accreditation, reporting, program, meeting, and activity participation
- Provide requested services, support, information, and continuing education opportunities
- Communicate about professional programs, research, continuing education, networking opportunities, and matters related to a user’s relationship with NAEC
- Maintain records, analyze program participation, and improve NAEC services
- Operate, secure, monitor, troubleshoot, and protect the website and online services
- Comply with applicable legal, regulatory, contractual, and organizational requirements
Email Communications
NAEC uses contact information provided through user registration, membership, accreditation, program participation, or direct communications to send relevant information concerning professional programs, research, continuing education, networking opportunities, and related NAEC activities. NAEC does not obtain email addresses from Google Analytics or analytics cookies and does not use analytics data to build its email distribution lists.
You may unsubscribe from optional promotional or informational emails by using the unsubscribe instructions in the message or by contacting NAEC. Even after opting out of optional communications, you may continue to receive account, security, membership, accreditation, registration, transactional, or other service-related messages that are necessary to administer your relationship with NAEC.
Cookies and Google Analytics
The site may use cookies that are necessary for functions such as sign-in, session management, security, and user preferences. The only analytics technology currently used by NAEC is Google Analytics, a service provided by Google LLC. NAEC does not use remarketing, behavioral advertising, or targeted advertising features.
Google Analytics may use first-party cookies or similar identifiers to measure website usage over time. Information may include pages visited, actions taken, visit date and duration, referring pages, approximate geographic location, and browser, device, operating-system, interaction, and performance information. Google receives an IP address when analytics data is transmitted and states that Google Analytics uses it to derive general location information before discarding it rather than logging or storing the individual IP address.
NAEC uses Google Analytics reports to understand aggregate site usage and improve the site’s content, performance, and usability. NAEC does not use Google Analytics to directly identify individual visitors, to collect contact information, or to send targeted advertising.
Google processes analytics information in accordance with the Google Privacy Policy and Google’s description of how it uses information from sites and apps that use its services.
You can manage cookies through your browser settings. You may also use the Google Analytics Opt-out Browser Add-on to prevent your browser from providing site-activity information to Google Analytics.
How We Disclose Information
NAEC may disclose information in the following circumstances:
- Service providers. To vendors that support hosting, data storage, website forms, database management, email delivery, event registration, payment processing, analytics, technical support, security, and related operations. These providers are authorized to process information for the services they provide to NAEC.
- Program administration. To authorized NAEC personnel, committees, reviewers, consultants, or participating organizations when reasonably necessary to administer membership, accreditation, meetings, research, reporting, continuing education, or other professional programs.
- Legal and safety purposes. When NAEC believes disclosure is required by law or reasonably necessary to protect the rights, safety, security, or integrity of NAEC, its users, or others; investigate fraud or misuse; or respond to lawful requests.
- Organizational changes. In connection with a merger, restructuring, transfer of assets, or similar organizational transaction, subject to appropriate safeguards.
- With authorization. At your direction or with your consent.
NAEC does not sell personal information and does not share personal information for cross-context behavioral advertising or use it for targeted advertising.
Dissemination of any data beyond NAEC staff and consultants is governed by NAEC’s Data and Survey Policy and De-Identified Data Governance Guardrails documents.
Data Retention
NAEC retains personal information for as long as reasonably necessary for the purposes described in this Policy, including to administer accounts, membership, accreditation, programs, transactions, and communications; maintain appropriate business and organizational records; protect security; resolve disputes; enforce agreements; and meet legal, regulatory, contractual, or audit requirements. Retention periods vary according to the type of information, its sensitivity, the purpose for which it was collected, and applicable requirements. Information may remain in backups for a limited period after deletion from active systems.
Information Security
NAEC uses administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, disclosure, or destruction. No method of transmission or storage is completely secure, however, and NAEC cannot guarantee absolute security. Users are responsible for protecting their account credentials and should notify NAEC if they believe an account has been compromised.
Your Choices and Privacy Requests
You may update certain account information through available account tools or request correction by contacting NAEC. Depending on where you live and subject to applicable exceptions, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information. NAEC may need to verify your identity and authority before completing a request and may retain information when required or permitted by law.
NAEC does not use personal information for targeted advertising and does not sell personal information. Because browsers do not currently communicate a universally accepted Do Not Track standard, the site does not respond to browser Do Not Track signals. Google Analytics may collect information over time as described in this Policy, but NAEC does not use that information for cross-site targeted advertising.
Children’s Privacy
NAEC’s online services are intended for adults and professional users and are not directed to children under 13. NAEC does not knowingly collect personal information directly from children under 13 through the site. If NAEC learns that it collected such information in a manner not permitted by law, it will take appropriate steps to delete it. A parent or guardian who believes a child has provided personal information may contact NAEC.
External Links
The site may contain links to websites or services operated by other organizations. NAEC is not responsible for the content, security, or privacy practices of those independent services. Users should review the privacy notices of any third-party services they visit.
Changes to This Policy
NAEC may update this Policy periodically. The revised version will be posted with an updated effective date. When required by law or when a change materially affects how NAEC uses personal information, NAEC will provide additional notice through the site, by email, or through another appropriate method.
Contact NAEC
Questions, privacy requests, and requests to correct information may be directed to:
National Association of Epilepsy Centers at info@naec-epilepsy.org.
