Privacy Policy
Effective Date: July 10, 2025
Previous Version: February 25, 2023
Introduction
At the Harvard Aerospace and Defense Alumni Organization (HADAO), we are committed to protecting your personal data. Our privacy practices reflect our organizational values: transparency, trust, accountability, and ethical data stewardship. This policy explains how we collect, use, store, and protect your information and outlines your rights as a user, donor, or member.
1. Scope of This Policy
This policy applies to all individuals who interact with HADAO, including members, donors, event attendees, website visitors, and volunteers. It covers data collected via:
HADAO’s website and member portal
Email or phone interactions
Event registrations and participation
Mobile applications (if applicable)
2. What Data We Collect
We may collect the following personal information:
Name, email address, phone number, mailing address
Harvard affiliation (alumnus, faculty, etc.)
Donation history (if applicable)
Communication preferences
Media (photographs, video/audio recordings from events)
Feedback and submitted content (surveys, forms)
Device/browser data and usage statistics (via cookies or analytics tools)
3. How We Collect Your Data
Direct input (e.g., registration forms, event sign-ups)
Automated tracking (e.g., cookies, Google Analytics)
Third-party processors (e.g., Givebutter for donations)
Publicly available sources (where applicable)
4. Legal Basis for Processing
We process personal data based on:
Your consent (e.g., to receive newsletters)
Our legitimate interests (e.g., to improve services)
Performance of a contract (e.g., processing your donation)
Legal obligations (e.g., tax recordkeeping)
4A. Identity Verification (KYC)
As part of our commitment to secure and transparent membership, HADAO may implement a Know Your Customer (KYC) process to verify the identity and eligibility of members and donors.
We may request:
Full name and contact information
Affiliation with Harvard (e.g., alumni year, degree)
Additional documentation if needed to confirm identity or alumni status
This information is used solely for verifying eligibility, safeguarding the organization, and complying with our membership policies. All KYC data is kept strictly confidential and accessible only to authorized personnel.
5. How We Use Your Data
Manage your membership and verify Harvard affiliation
Process donations and issue receipts
Communicate about news, events, and opportunities
Organize and administer programs and events
Ensure compliance with HADAO’s Code of Conduct and privacy obligations
6. Your Rights
Depending on your jurisdiction, you may have the following rights:
Right to access your data
Right to rectify incorrect data
Right to request deletion (“right to be forgotten”)
Right to restrict or object to processing
Right to data portability
Right to withdraw consent at any time
To exercise any of these rights, email us at: info@harvardaerodefense.orgÂ
7. Cookies and Tracking
We use cookies and similar technologies to:
Analyze website traffic and engagement
Personalize user experience
Ensure site security and functionality
View our full Cookies & Similar Technologies Policy.
8. Data Retention
We retain your data only as long as necessary for our operational, legal, and historical archiving purposes:
Membership and donation data: retained for up to 7 years
Event and media content: retained for historical and archival purposes unless requested otherwise
Financial data: retained according to IRS and legal standards
9. Data Security
HADAO uses industry-standard security measures to protect personal information:
SSL encryption on data transmissions
Secure servers and firewalls
Access limited to authorized personnel only
Regular security audits and vulnerability scans
In case of a data breach, we will notify affected individuals within 72 hours in accordance with applicable law.
10. Children’s Privacy
Our services are not intended for children under 13 (or under 16 in the EU). We do not knowingly collect data from minors without verified parental consent.
11. Data Sharing
We only share your personal data with:
Trusted service providers (e.g., Givebutter, analytics platforms)
Legal or regulatory bodies, if required
HADAO volunteers or staff for official activities
We do not sell or rent personal data.
12. International Compliance
HADAO complies with global data regulations including:
EU General Data Protection Regulation (GDPR)
UK GDPR
California Consumer Privacy Act (CCPA)
Children’s Online Privacy Protection Act (COPPA)
13. Oversight and Governance
Privacy compliance is jointly overseen by HADAO’s Board of Directors and Officers. Periodic reviews ensure ongoing alignment with Harvard Alumni Association policies and international standards.
14. Changes to This Policy
We may update this policy from time to time. When significant changes are made, we will:
Post the new version with the effective date
Notify you via email or banner (if applicable)
15. Contact Us
For questions, requests, or complaints, contact: 📧 info@harvardaerodefense.org
Version History
| Version | Date | Description |
|---|---|---|
| 1.0 | Feb 25, 2023 | Initial release |
| 2.0 | Jul 10, 2025 | Full modernization, aligned with governance structure |
