Privacy Policy

Privacy Policy

Effective June 4, 2018

CUPA-HR is committed to protecting the privacy of its members, program participants and website visitors. The information we collect is used solely to fulfil our obligations to you, improve your experience and share resources you may find valuable. This privacy notice details the information we collect and how we use that information. Please read the policy carefully and contact CUPA-HR with any questions or concerns.

1811 Commons Point Drive
Knoxville, TN 37803

Who We Are

For the purposes of the General Data Protection Regulation 2016/679 (the GDPR), the Data Controller is the College and University Professional Association for Human Resources, located at 1811 Commons Point Drive, Knoxville, TN 37932.

What Information Do We Collect?

Personal Data We Collect From You
When you interact with CUPA-HR, we may collect and process the following Personal Data:

  • Contact information, which you provide when corresponding with us by phone, email or otherwise. This includes information you provide when you participate in discussion boards or other social media functions on our site and when you report a problem with our site. The information you give us may include your name, address, email address, phone number, financial information and/or credit card information.
  • Membership information, including your name, contact details such as address, phone number and email address (business or personal), job title, and any other information related to your membership. Membership information may be provided by you during the registration process, or by your employer on your behalf.
  • Personal Information, which you choose to provide in your account profile or your event registration, including HR certifications, gender, age, years in higher ed, years in HR, years in higher ed HR and racial/ethnic origin. 
  • Purchase information, relating to purchases made by members and non-members of event participation, data subscription services, reports, course access, and membership, either in person or via our site. Purchase information will include content and time of the purchase.

When you visit the website, we will automatically collect the following Personal Data:

  • Technical information, including the Internet protocol (IP) address used to connect your computer or device to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • Information about your visit, including pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number; and
  • Location information

Personal Data We Collect From Others
We may receive information about you from publicly available and third-party databases or services that provide information about business people that we believe will help us identify provide products and services that may be of interest to you. We will not contact you without your consent if consent is required by the law of the country in which you are located.

Non-Personal Data
We also collect information that is sent to us automatically by your web browser, and we may use this information to generate aggregate statistics about visitors to our site, including, without limitation:

  • IP addresses
  • Browser type and plug-in details
  • Device type (e.g., desktop, laptop, tablet, phone, etc.)
  • Operating system
  • Local time zone

We may use non-Personal Data for various business purposes such as providing customer service, market research, and improving our site. Please check your web browser if you want to learn what information your browser sends or how to change your settings.

How Do We Use Personal Information?

We will only process your Personal Data, including sharing it with third parties, where (1) you have provided your consent, which can be withdrawn at any time, (2) the processing is necessary for the performance of a transaction to which you are a party, or (3) we are required by law. 

Personal Data That You Give Us
We may use Personal Data that you provide directly to us for the following purposes:

  • to carry out our obligations arising from your membership, or any other transaction you have entered with us, and to provide you with the information, products and membership services that you request from us;
  • to organize events you have registered for, and to provide you with information, and other materials, relating to the content of the event, the speakers, sponsors and other attendees;
  • to provide our newsletter and other publications, provided you have not opted out;
  • to respond to your questions and provide related membership services;
  • to provide you with information about other events, products and services we offer that are similar to those that you have already purchased, provided you have not opted-out of receiving that information;
  • to provide you, or permit selected third parties to provide you, with information about events, products or services we feel may interest you, provided you have given your consent;
  • to notify you about changes to our membership service; and
  • to ensure that content from our site is presented most effectively for you and your computer. 

Information We Collect About You
We will use Personal Data that we have collected about your use of our site:

  • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes; and
  • to improve our site to ensure that content is presented most effectively for you and your computer. 

Personal Data We Receive From Other Sources
We will combine this information with information you give to us and information we collect about you. We will use this information and the combined Personal Data for the purposes set out above (depending on the types of information we receive).

Use of Cookies

CUPA-HR uses cookies to enhance your experience on our site. Cookies are files with small amounts of data that are sent from a website and stored on your computer’s hard drive. Cookies, by themselves, do not tell us your e-mail address or other personal information unless you choose to provide this information to us by, for example, creating an account. Once you choose to provide us with your personal information, this information may be linked to the data stored in the cookie.

You can modify your cookie preferences via your browser if you wish to change how your computer accepts cookies. You also can disable cookies altogether. However, if you disable browser cookies, you may not be able to use some portions of our service.

Collection and Use of Information From Children

The site is not intended for use by persons under the age of 13, or 16 in the European Union (EU). CUPA-HR does not knowingly collect information from visitors under the age of 13, or 16 in the EU, and, in the event that we learn that a person under the age of 13, or 16 in the EU, has provided us with personal information, we will delete such personal information.

When Do We Share Personal Data?

We may share your Personal Data for the purposes described in this notice with:

  • a CUPA-HR member
  • attendees at a CUPA-HR conference you are attending
  • partners, suppliers and sub-contractors, for the performance of obligations arising from your membership, or any other contract we enter into with them or you or to provide you with the information, products and membership services that you request from us
  • trusted third-party companies and individuals to help us provide, analyze, and improve the site and our membership services (including but not limited to data storage, maintenance services, database management, web analytics and payment processing)
  • corporate partners who are offering products or services that we believe may be of interest to you

We will only transfer your Personal Data to trusted third-parties who provide sufficient guarantees in respect of the technical and organizational security measures governing the processing to be carried out and who can demonstrate a commitment to compliance with those measures.

Except as described in this Privacy Policy or at the time we request the information, we do not disclose your personal information to any third parties.

Where Do We Store and Process Personal Data?

Although we use security measures to help protect your Personal Data against loss, misuse or unauthorized disclosure, we cannot guarantee the security of information transmitted to us over the internet. All information you provide to us is stored on secure servers. Any payment transactions are encrypted using SSL technology.

Transfer of Personal Data Outside of the European Economic Area (EEA) and International Users
We are headquartered in the United States. Your Personal Data may be accessed by us or transferred to us in the United States or to our affiliates, partners, merchants, or service providers who are located worldwide. If you are visiting our site from outside the United States, be aware that your information may be transferred to, stored, and processed in the United States where our servers are located, and our central database is operated. By using our Service, you consent to any transfer of this information.

How Long Do We Keep Your Personal Data?

We will store your Personal Data, in a form which permits us to identify you, for no longer than is necessary for the purpose for which the Personal Data is processed. We may retain and use your Personal Data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements and rights, or if it is not technically reasonably feasible to remove it. Consistent with these requirements, we will try to delete your Personal Data quickly upon request. 

We will retain your information for as long as your account is active or as needed to provide you with access to our site. If you wish to cancel your account or request that we no longer use your information to provide you service, contact us at We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. We maintain one or more databases to store your Personal Data and may keep such information indefinitely.

Storage Location
The Personal Data that you provide to us is generally stored on servers located in the United States. If you are located in another jurisdiction, you should be aware that once your Personal Data is submitted through our site, it will be transferred to our servers in the United States and that the United States currently does not have uniform data protection laws in place.

Your Rights

Correction and Removal
If any of the information that we have about you is incorrect, or you wish to have information (including Personal Data) removed from our records, you may do so by visiting your CUPA-HR Profile, or contacting us at

Opting Out
Additionally, if you prefer not to receive marketing messages from us, please let us know by clicking on the unsubscribe link within any marketing message that you receive, by updating your communication preferences on your CUPA-HR Profile, or by sending a message to us at

For European Residents Only
You have the right to ask us not to process your Personal Data for marketing purposes. We will usually inform you (before collecting your Personal Data) if we intend to use your Personal Data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your Personal Data. You can also exercise the right by contacting CUPA-HR at

Under European data protection law, in certain circumstances, you have the right to:

  • Request access to your Personal Data. You may have the right to request access to any Personal Data we hold about you as well as related information, including the purposes for processing the Personal Data, the recipients or categories of recipients with whom the Personal Data has been shared, where possible, the period for which the Personal Data will be stored, the source of the Personal Data, and the existence of any automated decision making.
  • Request correction of your Personal Data. You may have the right to obtain without undue delay the rectification of any inaccurate Personal Data we hold about you.
  • Request erasure of your Personal Data.You may have the right to request that Personal Data held about you is deleted.
  • Object to processing of your Personal Data.You may have the right to prevent or restrict processing of your Personal Data.
  • Request restriction of processing your Personal Data Request transfer of your Personal Data. You may have the right to request transfer of Personal Data directly to a third party where this is technically feasible.
  • Withdraw your consent

In addition, where you believe that CUPA-HR has not complied with its obligations under this notice or European law, you have the right to make a complaint to an EU Data Protection Authority.

You can exercise any of these rights by contacting us at memberservice@cupahr.,org.

Online Discussion Forums

Please note that any information you include in a message you post to any of CUPA-HR’s online discussion forums is available to anyone with access. If you do not want people to know your email address, for example, do not include it in any message you post publicly. We advise you to be careful when disclosing information in the forums. CUPA-HR is not responsible for the use by other of the information that you disclose in our forums and other public posting areas. 

Links to Other Websites

Our sites may contain links to third party websites, applications and services not operated by us. These links are provided as a service and do not imply any endorsement by us of the activities or content of these sites, applications or services nor any association with their operators. CUPA-HR is not responsible for the privacy policies or practices of any third party, including websites or services directly linked to our site. We encourage you to review the privacy policies of any third-party site that your visit through a link from our site.

Changes to This Privacy Policy

We reserve the right to change this Privacy Policy from time to time. When we do, we will also revise the “Effective” date at the top of this Privacy Policy.

General Disclaimers


Opinions expressed by contributors through discussion on the various forums sponsored by CUPA-HR are not necessarily those of CUPA-HR. 

Legal Advice/Opinions

No information contained on the CUPA-HR website is intended to provide legal advice and should not be relied upon as such. No legal decisions should be made, based on information included on the CUPA-HR website, without first conferring with your legal counsel.

Chapter Websites

CUPA-HR has given its affiliate state chapters the use of its Internet server for the purpose of making chapter websites available to CUPA-HR national and chapter members. CUPA-HR is not responsible for the accuracy of the content posted on the individual chapter websites, and it does not monitor or otherwise control the information contained in these sites or contained in links to other external websites.

Knowledge Center

The materials in the Knowledge Center are owned by the authors and/or entities that created them. Unless otherwise noted, and in accordance with copyright law, materials should not be duplicated or redistributed without permission from the authors and/or appropriate attribution.

CUPA-HR has obtained permission for members to replicate material in its HR Toolkits so long as it is customized for the end-user institution and is not replicated for financial gain. If you have questions regarding copyright law and usage of materials, please consult your legal counsel.