This Privacy Policy governs the manner in which The Mind & Life Institute (“Mind & Life,” “we”) collects, uses, maintains and discloses information collected from users (each, a “User”) of the Mind & Life website, www.mindandlife.org, and other websites (“Sites”) and services (“Services”) operated by Mind & Life Institute. This privacy policy applies to Sites and Services offered by The Mind & Life Institute; Please note that some websites managed by Mind & Life Institute, such as mli.fluidreivew.com (program and grant applications), mindrxiv.org (research paper preprint services), and iscr2018.org (event registration) are hosted by third parties such as SurveyMonkey, the Open Science Foundation, and Cvent, which additionally have their own Privacy Policies, available on their respective websites.

Non-personal identification information

We may collect non-personal identification information about Users whenever they interact with our Sites. Non-personal identification information is collected in web server logs, and may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system, the internet service providers utilized, and other similar information. We use this information solely for diagnostic purposes in the event of problems with website operation.

Web browser cookies

Our Sites use “cookies” to provide functionality and enhance User experience. Cookies are small text files that a User’s web browser places on their device for record-keeping purposes. Users may choose to set their web browser to refuse cookies, or to alert them when cookies are being sent. If they do so, note that some parts of the Sites may not function as intended. This Site uses the following cookies: 1.) WordPress cookies – these session cookies are set and used directly by the Site, and are required to support site functionalities such as login and access to protected resources. These cookies are required if the User wishes to access protected content. 2.) Google Analytics cookies – these analytics cookies help Mind & Life Institute analyze how users use the site. The information generated by the cookie about Users’ use of the website will be transmitted to and stored by Google, Inc. (“Google”) on servers in the United States. Google will use this information for the purpose of evaluating Users’ use of the website, compiling reports on Site activity for Mind & Life Institute, and providing other services relating to Site activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate the User’s IP address with any other data held by Google. These cookies are not required, and may be blocked by the User without affecting Site functionality. Other Mind & Life Institute Sites operated by third parties, such as Cvent, FluidReview, and the Open Science Foundation, may set their own cookies and have their own cookie policies.

Personal identification information

We collect personal identification information from Users in a variety of ways, including, but not limited to, when Users fill out a form, subscribe to our newsletter, make a donation, or submit and application or registration in connection with other activities, services, features or resources we make available through our Sites and Services. Users may be asked for, as appropriate, their name, email address, mailing address, phone number, demographic information, and financial information such as credit card number and billing address. Users may, however, visit our Sites anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site- and Service-related activities.

How we use collected information

The Mind & Life Institute may collect and use Users’ personal information for the following purposes:

  • To administer Mind & Life programs, events, and services
  • To process donation and registration payments
  • To send periodic communications with information about Mind & Life-related activities
  • To fundraise and promote the interests of The Mind & Life Institute
  • To manage our employees and volunteers
  • To improve our Sites
  • To solicit User feedback in order to improve our programs, events, and services

We may use User email addresses to send information and updates. They may also be used to respond to User inquiries, questions, and/or other requests. If User decides to opt-in to our mailing list, they will receive emails or postal mailings that may include Mind & Life news, updates, fundraising information. If at any time the User would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.

How we protect Users’ information

We adopt appropriate data collection, storage, processing practices, and security measures to protect against unauthorized access, alteration, disclosure or destruction of Users’ personal information, usernames, passwords, transaction information and data stored on and collected by our Sites. Sensitive and private data exchange between the Sites and its Users happens over a TLS secured communication channel and is encrypted and protected with digital signatures. Mind & Life adheres to an internal Technology & Information Acceptable Use and Security Policy, a policy document signed by all Mind & Life employees, which is reviewed and updated annually by our IT Manager and Director of Administration, which functions as our Written Information Security Policy and Data Protection Policy.

Sharing Users’ personal information

We do not sell, trade, or rent Users’ personal identification information to others. We may use third-party service providers to help us operate our business and the Sites, or administer activities on our behalf, such as sending out email newsletters or online surveys. We may share User information with these third parties for those limited purposes. Mind & Life will never knowingly provide User information to a third-party service provider that sells, trades, or rents Users’ personal information.

Third party websites

Users may find content on our Site that link to the sites and services of our partners, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Sites. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies. Browsing and interaction on any other website, including websites which have links to our Sites, is subject to that website’s own terms and policies.

Compliance with Children’s Online Privacy Protection Act (“COPPA”)

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information on our Sites from those we actually know are under the age of 13, and no part of our website is structured to attract anyone under the age of 13.

Compliance with EU General Data Protection Regulation (“GDPR”) Privacy Notice

This sections deals with GDPR-specific issues not addressed elsewhere in our Privacy Policy.

For the purposes outlined in the GDPR, The Mind & Life Institute (“Mind & Life”) is the data controller. This means that Mind & Life decides how your personal data is processed, and for what purposes. Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

Mind & Life complies with its obligations under the GDPR by keeping Users’ personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorized access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. Mind & Life processes personal data using the Consent model; you have given clear consent for Mind & Life Institute to process your personal data for a specific purpose for which it was submitted.

Mind & Life keeps your personal data for no longer than reasonably necessary, and uses the following criteria to determine how long to retain your personal data: Expectation of future Mind & Life programs, grants, and events related to previous User participation.

For application and/or registration in certain programs, grants, and events, Mind & Life collects what is defined by the GDPR as “Sensitive Personal Data,” related to demographic information around ethnicity, gender, sexuality, and underrepresented group status. Mind & Life processes this data under the Consent model as defined by Article 9 of the GDPR; submission of demographic information is optional and must be voluntarily provided by the User. This demographic data is evaluated on a case-by-case basis by Mind & Life’s Senior Manager for Diversity, Inclusion & Global Outreach to aid in our internal efforts to enhance diversity in Mind & Life activities. Anonymized data sets may be created for internal analysis, but Sensitive Personal Data is not attached to User records in the Mind & Life User database, or viewable outside the context of the program, event, or grant for which is was submitted.

You have the following rights with respect to your personal data held by Mind & Life: –

  • The right to request a copy of the personal data which Mind & Life holds about you
  • The right to request that Mind & Life corrects any personal data if it is found to be inaccurate or out of date
  • The right to request your personal data is erased or anonymized where it is no longer necessary for Mind & Life to retain such data
  • The right to withdraw your consent to the processing at any time
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to lodge a complaint with the Information Commissioners Office

Requests for User data and questions about GDPR compliance should be submitted via email to privacy@mindandlife.org.

Changes to this privacy policy

The Mind & Life Institute has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications, unless policy is changed in such a way as to require Mind & Life to notify Users as is required by statute or law.

Your acceptance of these terms

If you do not agree to this policy, please do not use our Sites. This policy should be reviewed by Users before submitting any new data to Mind & Life. Continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes, unless otherwise indicated by statute or law.

Contacting us

If you have any questions about this Privacy Policy, the practices of the Mind & Life Institute, or your dealings with this site, please contact us at:

webmaster@mindandlife.org

or

The Mind & Life Institute
210 Ridge McIntire Rd. Suite 325
Carlottesville, VA 22903
(434) 338-7380

This document was last updated on June 4, 2018