How Americas Society and Council of the Americas collect, use, disclose, and protect personal information.

1. Who We Are and When This Notice Applies

Americas Society and Council of the Americas are referred to together in this Notice as “AS/COA,” “we,” “us,” or “our.” Americas Society supports cultural, educational, and public affairs programming concerning the Americas. Council of the Americas is an international membership organization that convenes businesses, public officials, experts, and other leaders across the Western Hemisphere.

This Notice applies when AS/COA collects personal information through www.as-coa.org and through related interactions with members, donors, newsletter subscribers, event participants, speakers, sponsors, job applicants, visitors, and other people who engage with AS/COA. A program, event, application, or external service may provide an additional notice that supplements this Notice. The Site is a general-audience website and is not directed to children under 13.

Americas Quarterly and independent third-party websites or services may provide their own privacy notices. This Notice nevertheless applies to personal information that AS/COA receives from or provides to a service provider acting on AS/COA’s behalf.

2. Personal Information We Collect

Information You Provide

• Contact and professional information, including name, email address, telephone number, mailing address, organization, job title, professional affiliation, and areas of interest.
• Membership and account information, including membership type, account credentials, communication preferences, invoices, payment status, and information maintained through the AS/COA member portal.
• Event and program information, including registration details, attendance, organization, title, seating or participation preferences, questions submitted to speakers, and accessibility or dietary information you choose to provide.
• Donation information, including donor contact information, donation amount, transaction status, program designation, recognition preferences, and information received from a payment processor. AS/COA does not receive the complete payment-card credentials processed by an independent payment processor.
• Newsletter and communications information, including subscription selections, communication preferences, inquiries, correspondence, and unsubscribe choices.
• Employment and professional opportunity information, including a resume, cover letter, work history, references, and other information submitted in connection with an application.
• Program content and media, including speaker biographies, photographs, audio or video recordings, presentations, and other materials associated with AS/COA programs, subject to applicable notices, releases, and permissions.

Information Collected Automatically

• Internet Protocol address and approximate location derived from it.
• Browser, device, operating system, language, and technical identifiers.
• Pages viewed, links selected, referring pages, access times, and interactions with website content.
• Cookie, analytics, consent, security, and anti-abuse information described in the Cookie and Tracking Technologies Notice.

Information From Other Sources

AS/COA may receive information from a corporate member, sponsor, event or program partner, payment processor, service provider, public source, or person who refers or registers another participant. AS/COA uses information obtained from another source only for disclosed and reasonably compatible purposes.

3. Sensitive Personal Information and Data Minimization

AS/COA seeks to collect personal information that is adequate, relevant, and reasonably necessary for the stated purpose. AS/COA does not ask for sensitive personal information unless it is needed for a particular interaction or program.

Information such as accessibility needs, dietary restrictions, health information, racial or ethnic background, religious beliefs, citizenship or immigration status, or precise location may receive additional protection under applicable law. When consent is required, AS/COA will request it through a clear, purpose-specific process and will provide a method to withdraw it.

4. How We Use Personal Information

• Provide and administer memberships, portal accounts, subscriptions, donations, event registrations, programs, and requested services.
• Communicate about AS/COA activities, publications, events, and opportunities, consistent with communication preferences and applicable law.
• Organize public, private, virtual, and in-person programs, including managing attendance, access, safety, accessibility, and program logistics.
• Publish or distribute program materials, photographs, recordings, biographies, and related content when AS/COA has an appropriate basis to do so.
• Respond to inquiries and provide support to members, donors, event participants, speakers, sponsors, applicants, members of the press, and website visitors.
• Measure website and program performance using only the information and technologies described in this Notice and the Cookie and Tracking Technologies Notice.
• Protect AS/COA systems, forms, accounts, events, and facilities from fraud, abuse, security threats, and unauthorized access.
• Maintain appropriate business, membership, donation, tax, audit, and legal records; enforce agreements; and establish or defend legal claims.
• Carry out another purpose disclosed when information is collected or a reasonably compatible purpose permitted by law.

5. How We Disclose Personal Information

• Service providers that support website hosting, membership and customer relationship management, email delivery, event administration, payment processing, analytics, media delivery, security, cloud services, and professional services. These providers may process information under AS/COA’s instructions and contractual terms.
• Event, program, membership, sponsorship, and donation partners when disclosure is needed to provide a requested service, administer a jointly presented activity, or fulfill a purpose explained at registration.
• Other participants or the public when an event format includes an attendee list, public registration, recorded program, published biography, photograph, or similar feature and AS/COA has provided appropriate notice.
• Government, legal, regulatory, and safety recipients when required by law or reasonably necessary to protect rights, safety, security, or the integrity of AS/COA activities.
• A successor or transaction participant in connection with a reorganization, transfer of assets, or similar organizational transaction, subject to appropriate safeguards.

AS/COA does not sell personal information.

6. Cookies and Online Technologies

The Site uses technologies necessary to operate and protect the Site. Nonessential technologies are disabled by default and load only after the visitor makes an applicable choice. AS/COA does not use advertising or behavioral-profiling technologies. Additional information appears in the Cookie and Tracking Technologies Notice.

7. Your Privacy Rights and How to Exercise Them

Privacy rights depend on residence, the context of an interaction, and the law applicable to AS/COA. Depending on those factors, an individual may have the right to:

• Confirm whether AS/COA processes personal information and obtain access to it.
• Correct inaccurate personal information.
• Delete personal information, subject to lawful exceptions.
• Receive certain personal information in a portable and readily usable format.
• Opt out of sale, targeted advertising, or profiling that produces legal or similarly significant effects.
• Withdraw consent or limit certain uses of sensitive personal information.
• Appeal a decision concerning a privacy request.
• Exercise a privacy right without unlawful discrimination or retaliation.

AS/COA may choose to honor a reasonable request even when a particular law does not require it, provided doing so would not conflict with another legal, security, archival, contractual, or organizational obligation.

AS/COA does not sell personal information for money and does not use personal information for cross-context behavioral advertising or covered profiling. A person may nevertheless submit an opt-out request or use a supported Global Privacy Control signal as described in the Cookie and Tracking Technologies Notice.

How to Submit a Request

• Email privacy@as-coa.org with the subject “Privacy Rights Request.”
• Call +1-212-249-8950 and ask that the request be directed to the privacy contact.

Identify the right you want to exercise and describe your relationship with AS/COA, such as website visitor, newsletter subscriber, member, donor, event participant, speaker, applicant, or portal user. Provide enough information to locate relevant records, such as the email address used with AS/COA. Do not send passwords, full financial account numbers, government identification, or unnecessary sensitive information through an unsecured channel.

Identity Verification and Authorized Agents

AS/COA may verify a request using proportionate methods, such as comparing the information provided with information already maintained or asking the requester to confirm control of an email address, and uses verification information only for verification, security, and request administration. Where applicable law permits, an authorized agent may submit a request on an individual’s behalf; AS/COA may require reasonable proof of the agent’s authority and may confirm the request with the individual directly.

Response, Appeals, and Exceptions

AS/COA will respond within the time required by applicable law. Requests are generally processed without charge, although AS/COA may decline or charge a reasonable fee for a request that is manifestly unfounded, excessive, repetitive, or fraudulent.

To appeal a decision, email privacy@as-coa.org with the subject “Privacy Request Appeal” and identify the original request.

Privacy rights are not absolute. AS/COA may retain or use information where reasonably necessary to complete a transaction, provide a requested service, maintain security, prevent fraud, comply with law, or establish and defend legal claims, and will explain a denial when required.

8. Communications Choices

Newsletter and promotional emails include an unsubscribe method. AS/COA may continue to send nonpromotional communications concerning an account, membership, donation, event, transaction, application, or request. An email unsubscribe does not control website technologies; use the website privacy choices described in the Cookie and Tracking Technologies Notice. Likewise, changing Cookie Preferences does not unsubscribe an email address, and a privacy-rights request does not automatically change settings stored in a browser.

9. Retention

AS/COA retains personal information only for as long as reasonably necessary for the stated purpose and applicable legal, tax, audit, security, and recordkeeping requirements. The following criteria guide retention decisions:

Information	Retention approach
Membership and donation records	Maintained for the relationship and applicable tax, audit, contractual, and institutional-record requirements.
Event and program records	Maintained for program administration, follow-up, security, reporting, and documented archival purposes.
Newsletter and marketing records	Maintained while a subscription is active and as needed to preserve unsubscribe or suppression choices.
Job applications	Maintained for the recruitment process and any additional period required or permitted by employment law and recordkeeping practices.
Website and security information	Maintained for a limited period appropriate to measurement, troubleshooting, fraud prevention, and security.
Privacy requests	Maintained as needed to verify compliance, prevent fraud, and document the request and response.

When personal information is no longer reasonably needed, AS/COA deletes it, deidentifies it, or securely disposes of it, subject to lawful exceptions and archival requirements.

10. Security

AS/COA uses administrative, technical, and organizational safeguards designed to protect personal information in a manner appropriate to its nature and sensitivity. No transmission or storage system can be guaranteed to be completely secure. Individuals should protect account credentials and notify AS/COA if they suspect unauthorized access.

11. Third-Party Services and Links

The Site may link to or display content from services such as the AS/COA member portal, a payment processor, Americas Quarterly, media platforms, social networks, or event services. This Notice applies to information AS/COA receives or controls. A third party’s independent processing is governed by that party’s notice.

12. Changes to This Notice

AS/COA may update this Notice when its activities, technologies, or legal obligations change. The revised version will display a new effective date. AS/COA will provide additional notice or request consent when required by law.

Contact Us

Privacy questions and requests may be directed to:

• Email: privacy@as-coa.org
• Phone: +1-212-249-8950
• Mail: Americas Society/Council of the Americas, 680 Park Avenue, New York, NY 10065, United States

A person who needs this Notice or a request method in an alternative format may contact AS/COA by email, telephone, or mail. AS/COA will provide reasonable assistance consistent with applicable accessibility requirements.

Do not send passwords, full payment-card numbers, government identification, or other highly sensitive information by ordinary email. AS/COA may provide a secure method if additional information is needed to verify a request.