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Privacy & User Consent

Graduate Women in Science Privacy Policy

Effective Date:  March 6, 2019

Graduate Women in Science is committed to your privacy. This privacy policy discloses the privacy practices for GWIS and our website, This privacy policy applies to information collected by GWIS and its chapters and includes the following:

  • Personal data we collect

  • How personal data will be processed and the legal basis for processing

  • With whom personal data will be shared

  • Retention of your personal data

  • What safeguards are in place to protect your personal data

  • The transfer of your personal data outside the EEA

  • Your rights with regards to your personal data

  • Where to address your questions or complaints

Personal Data We Collect

Personal data means any information relating to a person who can be identified by reference to an identifier such as a name, an identification number, photograph, or location data. Password information is controlled only by you and is not accessible by any administrator.

There are four types of information you might provide to us:

Contact information

This is information you disclose upon registering for a GWIS membership or applying for a GWIS fellowship. It includes name, email address, personal address, personal phone number, workplace institution, job title, workplace address, workplace phone number.

Billing information

This is information you provide when you pay membership dues, make a purchase from our online store, register for the GWIS National Meeting, or pay fees associated with our fellowship applications. No credit card or other payment information is retained.

Demographic or other information about you

This is additional information you choose to share in order to enhance your networking experience within GWIS. This information also allows GWIS to develop services and activities that better serve your professional needs. It includes your personal or work website, workplace institution, job title, professional demographic, chapter affiliation, GWIS service interests, scientific discipline, and academic degrees achieved along with institutions, fields of study and years awarded. It also can be information you choose to share in a survey conducted by GWIS to seek input to improve our organization or information provided in posts in our forum.

For fellowship applications, GWIS collects relevant information from applicants and recommenders on your educational and professional background, research, and research institution. We also collect information that allows us to track the overall demographics of our fellowship recipients such as gender and ethnic origin.

Technical information collected by us as you interact with our website and electronic communications service

This information includes records of your activities within our website such as completion of dues payments, participation in committees, or chapter affiliation changes. It also includes activities within our electronic communication service such as clicks and opens for individual emails sent by GWIS, IP address, browser type, and access times. Activities within fellowships software include timing of application submission and accessing of email communication.


How personal data will be processed and the legal basis for processing

The information collected may be used by GWIS for the purpose of providing you with an environment to access and network with other professional women scientists, for developing and improving our activities and services, for facilitating registration and payment for our memberships and national conference, and for communication regarding the processing, review and award of fellowship applications.

We may use your contact information in order to send you email, postal mail, or other communications such as newsletters, professional and volunteer opportunities, survey invitations, registration confirmations, fellowship application submission confirmations and communications, and payment receipts.

If in the future we intend to process your personal data for a purpose other than that for which it was collected, we will provide you with information on that purpose and any other relevant information.

For EU-based visitors and subscribers, the following list provides information required by the GDPR relating to the legal basis of our use of your personal information:

Contact information - consent to provide you with information provided by GWIS for member activities, fellowship applications and awards, and professional development.

Billing information - necessary to provide you with membership privileges, fellowship application administration, and national meeting registration

Demographic information - necessary to provide optimal member experience.

Technical information - necessary to provide optimal member experience for our online administrative processes, website design, and electronic communications.

Retention of personal data

GWIS is a society that has promoted and honored women in science since its inception in 1921. We retain indefinitely all the personal information we gather about members and their activities within the organization as they serve as a historical record for GWIS. We also indefinitely retain fellowship application information. Retention of data helps us track changes in demographics of our member population and those of our fellowship applicants over time. Biographical information of notable scientists who have been members are included in our GWIS history publications that are issued periodically.

Sharing of personal data

We are the sole owners of the personal data we collect. We only have access to/collect information that you voluntarily give us by registering for membership to GWIS, subscribing to our email listserv, applying for a GWIS fellowship, rendering a billing transaction, registering for a meeting, or other direct contact from you. We will not sell or rent this information to anyone.

If you are a member of one of our chapters, your chapter leadership may access your personal data that you provided during registration for the purpose of their member services administration. Individual chapters are governed by this privacy policy.

You may choose within your user preferences to share your personal data with other GWIS members through the GWIS website directory. Preferences as to which data is shared is set upon registration and can be changed at any time. All data collected will be accessible by GWIS website administrators regardless of sharing preferences, but will not be shared with general members without your permission.

Certain personal and demographic data are uploaded to our electronic communication service site in order to better target our communications. This data includes name, email address, member registration and expiration dates, member type, chapter and committee affiliations, zip code, and home country.

Your personal information may be accessible by administrators of our web hosting service, our electronic communication service, our fellowship application service, and our national meeting registration service for the purpose of service management and support and are governed by the privacy policies of these organizations as shown below.


Provider and link to Privacy Policy

Web host


Electronic communication


Fellowship application


Meeting registration

Registration service varies by chapter. Links to a services privacy policy will be available at the time of registration.


Your credit card information will be shared with credit card processors for purposes of processing credit card transactions. No credit card information is retained by GWIS following any transaction.

We may disclose personal information if legally required to do so or if we believe in good faith that such action is necessary to: (a) conform to legal requirements or comply with legal process; (b) protect the rights or property of GWIS; (c) prevent a crime or protect national security; or (d) protect the personal safety of users or the public.

In the event GWIS becomes the subject of a bankruptcy proceeding, whether voluntary or involuntary, GWIS or its trustee in bankruptcy may sell, license, or otherwise dispose of such information in a transaction approved by the bankruptcy court as is legally required.
In the event GWIS is acquired in whole or part by a third party by way of merger, consolidation, or purchase, we will disclose and transfer such information to the third party.
GWIS may also share aggregated anonymous information about visitors to the GWIS website with clients, partners, and other third parties so that they may understand the kinds of visitors to the GWIS websites and how those visitors use the site.


General Data Protection Regulation (GDPR)

The GDPR2016/679 is a regulation in European Union (EU) law on data protection and privacy for all individuals within the EU. It addresses the export of personal data outside the EU. The GDPR applies to EU residents, and not to EU citizens living outside the European Economics Area (EEA). However, GWIS will strive to conform to the spirit of these regulations for all of its members.

Transfer of Personal Data Outside the EEA.

Personal Data captured on this website or communicated to GWIS from EEA locations may be transferred to, and stored or otherwise processed at, a destination outside the EEA, including destinations that are not subject to Data Privacy Provisions equivalent to those in the EEA countries in which you provided your Personal Data. We transfer your data to the US with your consent or where necessary to provide you with the services you have requested. We will take all steps reasonably necessary to ensure that your Personal Data is processed safely and in accordance with this Privacy Policy.

Your Rights under the GDPR with regard to your Personal Data

Under the GDPR, EU-based visitors and subscribers have the rights to request from us access to Personal Data we store about you, to amend (or rectify) this data, to restrict our processing of the Personal Data, to erase the data, and to receive a copy of the data in a structured, commonly used, and machine-readable format (data portability). If you wish to invoke a right under the GDPR, you may contact us at Your e-mail should include a sufficiently detailed description of the GDPR right with which you seek assistance. We may need to contact you for further information and reserve the right to charge a fee for certain requests. GWIS will notify you if your request has been granted or declined, or if exemptions apply.

If you have provided consent for the processing of your data, you have the right (in certain circumstances) to withdraw that consent at any time, which will not affect the lawfulness of the processing before your consent was withdrawn.

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe that we have not complied with the requirements of the GDPR with regard to your Personal Data.


Information You Post

If you post any personal information in public and/or social network areas of the GWIS website, e.g., in online forums or message boards, the information disclosed may be displayed to other site users and may be collected and used by others over whom we have no control. GWIS is not responsible for the use made by third parties of information you post or otherwise make available in public areas of the GWIS website. If you remove information that you have made public within the GWIS website, copies may remain viewable in cached and archived pages of GWIS website or if others have copied or saved that information.

Opt-In and Opt-Out Choices

The registration forms and other sections of the GWIS website and electronic communication service where we collect and keep your information provide you with relevant opt-in and opt-out choices regarding our communications with you. New members will automatically be subscribed to our electronic communications, including our newsletters, with the exception of EU residents who must opt-in to receive these communications.



GWIS email communications may be sent to you from various sources. Subscription preferences and unsubscribes can be updated by following the designated links at the bottom of each email communication. You will need to update each source separately to your preferences. Transactional emails, such as membership renewal notifications and payment receipts, are not subject to opt-out.

These sources include:


Types of mailings

Website service - YourMembership

Automatic replies, notifications, and transaction confirmations. Committee communications.

Electronic mailing service - MailChimp

General GWIS announcements and newsletters

Fellowship application service - WizeHive

Communications regarding fellowship applications

Chapter communications - services will vary by chapter. Contact your chapter leadership if sources are unclear.

Automatic replies, notifications, and transaction confirmations. Committee communications. Chapter announcements and newsletters.

Meeting registration

Automatic replies, notifications, and transaction confirmations.


Direct email communications with GWIS officers and representatives will mainly be through Google Gmail and will not be subject to subscription preferences. Members can provide specific data privacy instructions to us by contacting us at



A cookie is a text file that is placed on your hard drive by a webpage server. We use cookies to deliver faster and more accurate results and a more personalized site experience. We also use cookies to track clickstreams, for load balancing, and for analytic purposes.

We also use a Google-provided tool called reCAPTCHA, which, on some form submissions, is intended to distinguish humans from robots in order to prevent spam and abuse of those forms.



The GWIS website and GWIS mailings contain links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.



From time-to-time we request information via surveys. Participation in these surveys is completely voluntary and you may choose whether or not to participate and therefore disclose this information. Information requested may include contact information (such as name and email address), and demographic information (such as zip code or chapter affiliation). Survey information will be used for purposes of monitoring or improving the use and satisfaction with the GWIS organization or our website.



We have, or may have, an area on our websites where you can submit feedback. Any feedback you submit in this area becomes our property, and we may have a legitimate interest in contacting you for further information.

How We Protect Your Information

We are concerned with protecting your privacy and data, but we cannot ensure or warrant the security of any information you transmit to us and we cannot guarantee that your information on the GWIS website may not be accessed, disclosed, altered, or destroyed by breach of any of our industry-standard physical, technical, or managerial safeguards. We provide reasonable technical, administrative, and physical controls to secure the confidentiality, integrity, and availability of personal information. If you have any questions about security on the GWIS website, you may contact us at


Payment Processing

Membership transactions and donations take place within our website. Fellowship application transactions, national meeting transactions, and chapter transactions take place within separate, accredited web services. All credit transactions on our site occur in a secure area to protect you from any loss, misuse, or alteration of information collected. However, we cannot guarantee that unauthorized third parties will never be able to defeat those measures or use your personal information for improper purposes. When you place an order online within the GWIS website or any accredited web service we use, your credit card information is protected through the use of encryption of web content.



We give you the option of putting your resume or CV (collectively referred to as “resume”) in our GWIS website database. Access to our resume database (or copies thereof) is currently limited to GWIS members. We are not responsible for the use made of resumes by other GWIS members. You may remove your resume from our website at any time.

GWIS members who have accessed your resume might retain a copy in their own files or databases. We are not responsible for the retention, use, or privacy of resumes in these instances.

We reserve the right to remove from our database any resumes we consider to be illegal or offensive.


Updating Your Information

It is important to us that we have your correct contact information so that you don’t miss out on correspondence or experience problems with the delivery of publications and important information.

GWIS members can change their personal information or update their account information at any time by visiting our website, Other registrants or users may also update their personal information at any time by sending an e-mail to

Where to address your questions or complaints

If you have any concerns as to how your data is processed, you can contact:

Graduate Women in Science

PO Box 7, Mullica Hill, NJ 08062

Tel: 609-519-9689


Changes to Privacy Statement

If we change our Privacy Statement, we will post those changes here so that you will always know what information we gather, how we might use that information, and to whom we will disclose it.

We welcome your comments concerning this Privacy Statement. Members who believe that we have not adhered to this statement may contact us by emailing us at We will use commercially reasonable efforts to promptly determine and remedy the problem. Thank you for your participation in GWIS.


Legal Requests

GWIS reserves the right to share your information to respond to duly authorized information requests of governmental authorities or where required by law.


Acceptance of These Terms

Your GWIS membership and the use of the GWIS website shall indicate your understanding and acceptance of the terms of this Privacy Statement. If you do not agree with all the terms herein, you should not use the GWIS website or membership.

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