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Privacy Policy

Effective Date: October 6, 2026

The California Academy of Eye Physicians & Surgeons (CAEPS) is a non-profit organization dedicated to protecting the privacy and security of our members, website users, and visitors. This Privacy Policy outlines how we collect, use, maintain, and share Personally Identifiable Information (PII) when you interact with our website or apply for membership.

This policy is designed to comply with the California Online Privacy Protection Act (CalOPPA) and California data security laws.

1. Information We Collect

We collect information directly from you when you submit forms on our website, pay membership dues, or register for an account, as well as automatically through website analytics tools.

A. Member Registration & Profile Data

When you sign up for or manage a membership account, we collect the following PII and professional details:

  • Personal & Contact Details: First name, last name, primary communications email address, office phone number, and fax number.
  • Addresses: Office address (if different from billing address), billing address, and shipping address.
  • Professional & Employment Details: Organization affiliation (where you currently work or train), referral source (“referred by”), and professional declarations (physician status, self-employed, or state-employed details).
  • Account Preferences & Selections: Member choices regarding the receipt of electronic publications, and political action committee (PAC) reassignments. (Note: The option to refuse public directories is also collected, but not used for public directory displays per your policy).

B. Contact Form Inquiries

When you reach out to us via the contact form on our website, we collect:

  • Name
  • Email address
  • Message content and inquiry details submitted in the form

C. Payment Information

If you pay membership dues or make a donation online, payment information (such as credit card details) is collected directly by our third-party payment processors. CAEPS does not directly store your full credit card number on our servers.

D. Automatically Collected Information & Third-Party Tracking

We use Google Analytics to gather non-personally identifiable usage data when you visit our website. This includes your IP address, browser type, referring web page, and click paths.

  • Third-Party Collection: Please note that third-party service providers, such as Google Analytics, may collect personally identifiable information about your online activities over time and across different websites when you use our site.

2. How We Use Your Information

We use the collected information for the following organizational purposes:

  • Account & Membership Management: Processing membership applications, collecting dues, managing user accounts, fulfilling orders, and maintaining accurate billing/shipping records.
  • Communications: Sending essential organizational updates, administrative notices, responses to contact form inquiries, and electronic publications (unless opted out).
  • PAC & Declaration Administration: Properly recording member declarations and reassigning political action committee (PAC) funds according to your preferences.
  • Website Optimization: Analyzing website performance, user behavior, and traffic trends to improve functionality and navigation.

3. Disclosure & Sharing of Information

CAEPS does not sell, trade, or rent your PII to third parties. Information may be shared only under the following conditions:

  • Service Providers: We share information with trusted third-party service providers (such as web hosting, payment processing, database management, and analytics providers) who assist us in operating our website and servicing members.
  • Legal Requirements: When required by law, regulation, legal process, or governmental request to safeguard the legal rights, privacy, or safety of CAEPS and its members.

4. How to Review and Request Changes to Your Information

Under CalOPPA, California residents have the right to review and request changes to their stored Personally Identifiable Information.

  • Members can review and update their personal information, addresses, and communication preferences at any time by logging into their member dashboard on the CAEPS website.
  • Alternatively, you may contact us using the information in Section 8 to request changes to your information.

5. “Do Not Track” Disclosures (CalOPPA Requirement)

CalOPPA requires us to disclose how we respond to web browser “Do Not Track” (DNT) signals.

  • Our Response to DNT: Currently, our website does not recognize or respond to “Do Not Track” requests initiated by your browser.
  • As noted in Section 1, third parties (such as Google Analytics) may collect information about your online activities over time and across different websites. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

6. Data Security and Data Breach Notification

We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, loss, misuse, or alteration. Access to member data is restricted to authorized personnel and service providers bound by confidentiality obligations.

California Data Breach Notification Policy:

In the event that unencrypted personal information (as defined by California Civil Code § 1798.29 and § 1798.82, such as a name in combination with a medical or health insurance information, or financial account number) is acquired, or reasonably believed to have been acquired, by an unauthorized person, CAEPS will comply with California law by:

  1. Notifying affected California residents in the most expedient time possible and without unreasonable delay, written in plain language.
  2. Including required information in the notice, such as a description of the incident, the types of information compromised, the dates of the breach, and our contact information.
  3. Notifying the California Attorney General if the breach affects more than 500 California residents.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Effective Date” at the top of this page. We will notify members of significant material changes by posting a conspicuous notice on our website homepage or by sending an email to the primary email address associated with your member account.

8. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact CAEPS at:

  • Organization: California Academy of Eye Physicians & Surgeons
  • Email: exec@caeps.org
  • Phone: (888) 81-CAEPS (888-812-2377)
  • Mailing Address: 1121 L Street, Sacramento, CA 95814