Privacy Policy

Privacy at a glance

We care about your privacy. Here’s a quick summary of how SpeedofLightFoundation.org handles your information:

• Non-personal data (pages visited, clicks, browser/device type)
• Personal data you provide (name, email, donations, and sign-up forms)

• To process donations and send receipts
• To connect you with resources and updates
• To improve our website and digital tools
• To keep our systems secure

We work with trusted partners who help us run SpeedofLightFoundation.org. For example:

• Analytics: Google Analytics, Microsoft Clarity
• Donations & Forms: Stripe, PayPal, AffiniPay
• Hosting: Aptify Technologies
• Videos & Social Media: YouTube, Facebook, Instagram, Threads, LinkedIn, X (Twitter)

Each partner has its own privacy policy.

We keep information only as long as needed to provide services or meet legal requirements (for example, donation records for tax reporting).

Your information may be stored in secure cloud servers, mainly in the United States.

Depending on where you live, you may have the right to:

• Access your personal data
• Ask us to correct or delete it
• Opt out of certain sharing
• Request a portable copy of your data

To use these rights, email us at [email protected] (Privacy Policy)

SpeedofLightFoundation.org is not directed to children under 16, and we don’t knowingly collect data from them.

Introduction

The Speed of Light – The ASTRO Foundation (“Foundation”, “we” or “us”), created this Privacy Policy in support of our commitment to protecting your online privacy. This Privacy Policy co-exists with our Terms of Service and together both policies govern your use of www.SpeedofLightFoundation.org (the “Website”). By accessing, browsing, or using the Website, you acknowledge that you have read, understand, and agree to this Privacy Policy and our Terms of Service. We encourage you to familiarize yourself with both this Privacy Policy and our Terms of Service. If you do not agree with these terms (including any revisions to them), do not use the Website.

This Privacy Policy informs you about information we collect and how we use it. We will inform you of:

• What information we collect;
• How the information is used;
• With whom the information may be shared;
• Your choices regarding collection and use of the information;
• Security measures in place; and
• How to update your information or request deletion.

The purpose of the Website is to provide information, resources and education regarding radiation medicine to ASTRO members and the public at large in the United States and abroad. Information on the Website is provided for educational purposes and is not a substitute for financial, legal, medical, or other professional advice.

Non-personal / technical data (analytics)

When you visit the Website, we and our analytics partners collect non-personal information using cookies, pixels, and similar technologies. This may include pages visited, time on page, referring/exit pages, links clicked, approximate location (city/country), device and browser type, operating system, and clickstream data.

• Google Analytics 4 (GA4), including Google Signals; and
• Microsoft Clarity.

We partner with Microsoft Clarity and Microsoft Advertising to capture how You use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our website and tools/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses Your data, visit the Microsoft Privacy Statement.

You can control or disable cookies in your browser settings, and you may opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

• Measure and improve Website performance and content;
• Understand how visitors navigate the Website;
• Diagnose technical issues and maintain security; and
• Develop new features and services.

We may also use aggregate analytics to assess the effectiveness of outreach or public-interest campaigns.

We collect personal information you voluntarily provide, such as name, email address, mailing address, phone number, and information you enter into forms, questionnaires, or tools. If you make a donation, limited billing details are collected securely by our payment provider; we do not store full payment card numbers.

We use personal information to:

• Respond to inquiries and provide tailored resources;
• Process donations and send receipts;
• Communicate program updates and events;
• Improve Website features and services; and
• Protect the Website and comply with legal obligations

We do not disclose personal information except as described here:

• With service providers/contractors under obligations to protect information;
• With advocacy partners or program partners in aggregate or de-identified form;
• With your consent;
• For legal reasons (law, regulation, subpoena, court order); and
• In connection with organizational needs, such as restructuring or transfer of operations.

Together with our use of non-personal information, these purposes reflect the full set of ways we use data collected through SpeedofLightFoundation.org.

Our legal bases for processing personal information include your consent, compliance with legal obligations, performance of a contract, and The Foundation’s legitimate interests in improving services and advancing our mission.

We do not sell your personal information. We may share it only as described here:

• With service providers/contractors who help us run SpeedofLightFoundation.org (e.g., analytics, hosting, payment processing, forms, secure file transfer);
• With partners in aggregate or de-identified form to support advocacy and research;
• With your consent when you ask us to share information;
• For legal reasons when required by law, subpoena, or court order; and
• For organizational changes, such as transfer of program operations or restructuring, consistent with nonprofit obligations.

We also do not share personal information for cross-context behavioral advertising.

Third-party services

We rely on trusted third-party providers to operate SpeedofLightFoundation.org and deliver services. These providers may collect or process information as part of their services. Each provider has its own privacy policy, which we encourage you to review.

• Google Analytics 4 (GA4) and Google Signals: Google Privacy Policy
• Microsoft Clarity: Microsoft Privacy Statement

• Stripe for donation/payment processing: Stripe Privacy Policy
• PayPal for donation/payment processing: PayPal Privacy Statement
• AffiniPay for donation/payment processing: Privacy Policy | AffiniPay for Associations

• Aptify for website hosting and data storage: Aptify Privacy Policy

• YouTube (Google): YouTube Privacy and Google Privacy Principles

• Facebook (Meta): Facebook Privacy Policy
• Instagram (Meta): Instagram Privacy Policy
• LinkedIn: LinkedIn Privacy Policy
• X (formerly Twitter): X Privacy Policy

Data retention

We retain personal information only as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Donation records may be retained for financial reporting and tax purposes. For example, donation and transaction records are generally retained for at least seven years to comply with tax and accounting requirements.

Applicability of this privacy policy

This Privacy Policy applies to information (both personal and non-personal) that The Foundation collects through the Website and related services. It does not apply to:

• Content, business information, ideas, concepts, or inventions that you send to Speed of Light – The ASTRO Foundation by email, through the Website contact function, or by posting in public forums; or
• Information that is already publicly available.

If you want to keep content, business information, ideas, concepts, or inventions private or proprietary, do not submit them through the Website or by email.

How The Foundation handles privacy and security

We use administrative, technical, and physical safeguards to protect your information, including Secure Socket Layer (SSL) encryption. However, no method of transmission or storage is 100% secure.

Changes to this privacy policy

We may change this Privacy Policy at any time by posting revisions to our Website. Your use of this Website means that you accept the terms of this Privacy Policy and your continued use after such changes are posted means that you accept the revised Privacy Policy.

Your privacy rights

Depending on your location, you may have rights under laws such as GDPR (European Union) or CCPA/CPRA (California). These may include:

• Accessing the personal data we hold about you;
• Requesting corrections or deletions;
• Opting out of certain types of data sharing;
• Restrict the processing of your personal data in certain circumstances;
• Object to the processing of your personal data for specific purposes; and
• Receiving a copy of your data in portable format.

To exercise these rights, please contact us (see “How to Contact Us” below).

Children’s privacy

The Website is not designed to attract or be used by children under the age of 16. The Foundation does not knowingly collect personal data from anyone under the age of 16, unless we first obtain permission from that child’s parent or legal guardian.

How to contact us

For more information about our privacy practices, or to exercise your rights:

By Email:

• Privacy Questions: [email protected] (Subject: Privacy Policy)

By Mail:

• Speed of Light – The ASTRO Foundation
  251 18th Street South, Suite 800
  Arlington, VA 22202
  Attn: Ashlee Droscher