Privacy policy

1. Overview

The North Carolina Perinatal Association (“NCPA,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at [website URL] (the “Site”).

By using the Site, you consent to the practices described in this Privacy Policy. If you do not agree with the terms of this Policy, please do not use the Site.

2. Information We Collect

We may collect the following types of information:

a. Information You Provide Directly

You may choose to provide personal information when you:

• Fill out a contact form
• Sign up for a newsletter or email updates
• Register for events, conferences, or trainings
• Apply for membership
• Participate in a survey, spotlight, or awards nomination
• Communicate with us by email or other channels

The information you provide may include:

• Name and professional credentials
• Email address, phone number, and mailing address
• Employer/organization and professional role
• Membership status or interests (e.g., student, nurse, social worker, doula)
• Areas of professional focus or practice
• Any other information you choose to provide in text fields or attachments

We ask that you do not submit protected health information (PHI), personal medical details of patients, or other sensitive information about individuals through the Site.

b. Information Collected Automatically

When you visit the Site, we and our third-party service providers may automatically collect certain information using cookies, log files, and similar technologies, such as:

• IP address
• Browser type and version
• Device type and operating system
• Pages you visit and the date/time of your visit
• Referring website or link

We use this information primarily in aggregated form to understand how the Site is used and to improve performance, content, and usability.

c. Cookies and Similar Technologies

Cookies are small data files stored on your device when you visit a website. We may use:

• Essential cookies to enable core functionality (e.g., security, session management)
• Analytics cookies to understand how visitors use the Site (e.g., via Google Analytics or similar tools)

You can control or disable cookies through your browser settings. However, some features of the Site may not function properly if certain cookies are disabled.

3. How We Use Your Information

We may use the information we collect for purposes including:

• Responding to your inquiries and requests
• Processing membership applications and maintaining membership records
• Sending newsletters, educational materials, and event announcements
• Administering conferences, trainings, and other events
• Managing award nominations and recognition programs
• Communicating about NCPA initiatives, advocacy efforts, and organizational updates
• Analyzing Site usage and improving our content, services, and user experience
• Complying with legal obligations or protecting our legal rights

We do not sell your personal information.

4. How We Share Your Information

We may share your information in the following ways:

a. Service Providers

We may share information with trusted third-party service providers who assist us in operating the Site or delivering NCPA services, such as:

• Email marketing platforms
• Event registration and payment providers
• Website hosting and analytics services

These providers are authorized to use your information only as necessary to perform services on our behalf and are expected to follow appropriate privacy and security practices.

b. Organizational Activities and Recognition

In some cases, we may publish or share limited information (such as your name, credentials, organization, and role) in connection with:

• Member or student spotlights
• Awards and recognitions
• Committee listings or organizational leadership roles

We aim to do this in a respectful and appropriate way; if you have concerns about such use, please contact us.

c. Legal Requirements and Protection of Rights

We may disclose information if required to do so by law or in the good-faith belief that such action is necessary to:

• Comply with legal obligations, court orders, or government requests
• Protect the rights, property, or safety of NCPA, our members, partners, or the public
• Detect, prevent, or address security or technical issues

5. Email Communications and Opt-Out

If you provide your email address, we may send you communications about NCPA activities, events, resources, and membership information.

You can opt out of nonessential email communications at any time by:

• Clicking the “unsubscribe” link in the email (if available); or
• Contacting us at [Email Address] with your request.

We may still send you certain administrative or transactional emails (for example, membership confirmations, event details, or important updates related to services you have requested).

6. Data Security

We take reasonable administrative, technical, and physical measures to help protect your personal information from unauthorized access, disclosure, alteration, or destruction.

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security of your information.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law (for example, for financial recordkeeping, grant reporting, or compliance purposes).

When information is no longer needed, we will dispose of it in a reasonable manner.

8. Your Privacy Choices and Rights

Depending on where you reside, you may have certain rights regarding your personal information, such as the right to:

• Request access to the personal information we hold about you
• Request corrections to inaccurate or incomplete information
• Request deletion of certain information, subject to legal or organizational requirements
• Opt out of certain types of communications

To exercise these rights, please contact us at [Email Address]. We may need to verify your identity before responding to your request.

If you are a resident of a state with specific privacy laws (such as California or others that adopt comprehensive privacy statutes), additional rights may apply. We will make good-faith efforts to honor applicable requests consistent with those laws.

9. Children’s Privacy

The Site is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13 through the Site.

If you believe we have collected personal information from a child under 13, please contact us at [Email Address], and we will take steps to delete such information.

10. External Links

The Site may contain links to external websites or resources. This Privacy Policy does not apply to those external sites, and we are not responsible for the privacy practices or content of third-party websites. We encourage you to review the privacy policies of any site you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or technology. When we do, we will revise the “Last updated” date at the top of this page.

Your continued use of the Site after any changes have been posted indicates your acceptance of the updated Policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact:

North Carolina Perinatal Association
PO Box 99631
Raleigh, NC 27624
[Email Address]