Effective Date: August 11, 2025

Amended Date: June 18, 2026

National Speakers Association – Houston Chapter

Privacy Policy

1. Introduction

The National Speakers Association – Houston Chapter, also known as NSA Houston (hereinafter "Chapter"), values the trust of its members, event participants, sponsors, donors, partners, and website visitors. This Privacy Policy outlines the Chapter’s commitment to protecting personal information and explains how such information is collected, used, stored, disclosed, and safeguarded.

This Privacy Policy applies to all personal information collected through the Chapter’s website, events, membership processes, donation platforms, and other official Chapter activities. Consent to the terms of this policy is provided upon membership application or event registration, and members are notified of the policy at those touchpoints.

2. Information Collected

2.1 Website Usage Data

When visiting the Chapter’s website, certain non-identifiable information may be automatically collected, including:

• Date, time, and length of the visit.

• Pages viewed and navigation patterns.

• The site visited before accessing the Chapter’s website.

• The name of the Internet service provider and IP address.

• Browser type, operating system, and device information.

This information is collected in aggregate form to measure site performance, analyze trends, and improve user experience.

2.2 Personal Information Provided Voluntarily

Individuals may choose to provide personal information when they:

• Join or renew membership.

• Register for events or programs.

• Make a donation or payment.

• Subscribe to newsletters, mailing lists, or other communications.

• Participate in surveys, feedback forms, or contests.

This may include name, mailing address, email address, phone number, employer/organization, professional title, and areas of interest.

2.3 Event Registration Information

When registering for an event, the Chapter may collect:

• Contact details.

• Dietary restrictions or preferences.

• Accessibility requirements.

• Payment details.

• Emergency contact information (if required).

2.4 Credit Card and Payment Information

When making a payment or donation, the Chapter may collect:

• Name, billing address, credit card number, expiration date, security code (CVV), email address, and phone number.

Payments are processed via secure, PCI-DSS compliant third-party payment processors. The Chapter does not store complete credit card numbers or CVV codes on its servers.

2.5 Photography, Video, and Audio Recordings

The Chapter may photograph, video record, or audio record its events for marketing, promotion, and archival purposes. Separate consent provisions apply to members/attendees and to contracted speakers:

• Member and Attendee Consent: By registering for or attending a Chapter event, members and attendees consent to being photographed, recorded, or filmed. Any member or attendee wishing to opt out must provide written notice to the event organizer prior to the event.

• Speaker Consent: Contracted speakers’ rights to capture, reproduce, and publish their likeness are governed exclusively by the applicable Speaker Agreement executed prior to the event. NSA Houston will not photograph or record a speaker’s presentation for marketing or promotional purposes without a signed Speaker Agreement that expressly grants those rights. A speaker’s consent cannot be inferred from attendance or participation alone.

Nothing in this Privacy Policy constitutes a contractual grant of publicity or recording rights. Speakers who have not executed a Speaker Agreement will not be recorded for marketing use without separate written authorization.

3. Use of Information

The Chapter may use collected information to:

• Administer membership records.

• Process event registrations and donations.

• Communicate about Chapter news, events, and opportunities.

• Send newsletters and announcements.

• Provide customer service and respond to inquiries.

• Conduct surveys, research, and program evaluations.

• Comply with legal and regulatory requirements.

The Chapter will not sell or rent personal information to third parties.

4. Cookies and Tracking Technologies

The Chapter’s website may use cookies, tracking pixels, and similar technologies to:

• Personalize the user experience.

• Measure and analyze site traffic.

• Improve content and functionality.

The Chapter currently uses Google Analytics and similar tools for website analytics. Users can adjust browser settings to refuse cookies, but some features may not function properly without them. If the Chapter’s website audience includes visitors from the European Union or United Kingdom, cookie consent mechanisms will be implemented as required by applicable law.

5. Customer Relationship Management (CRM) and Data Access

The Chapter stores certain member and participant information in a secure Customer Relationship Management (CRM) system. Access is restricted to authorized Chapter Board members and committee members who require such information to fulfill their responsibilities.

6. Third-Party Service Providers

The Chapter may share information with trusted third-party vendors who assist in conducting Chapter business, such as:

• Payment processing providers.

• Email marketing platforms.

• Event registration systems.

• Web hosting and IT service providers.

These providers are contractually required to maintain confidentiality and may use the information only to provide agreed-upon services.

7. Email and Text Communications

The Chapter may send email and/or text communications to members, event participants, and donors who have given consent.

• Emails may include event reminders, announcements, and newsletters.

• Text messages may include urgent updates, event reminders, or membership notices.

Recipients can opt out at any time by:

• Clicking the "unsubscribe" link in emails.

• Replying STOP to text messages.

8. Data Sharing Within the National Organization

As a chapter of the National Speakers Association, the Chapter may share member information with NSA National to support membership benefits, compliance, and coordinated programming. NSA National maintains its own privacy policy, available on its website.

9. Privacy Rights

Individuals have the right to:

• Access the personal information the Chapter holds about them.

• Request corrections to inaccurate or incomplete information.

• Request deletion of personal information, subject to legal and operational requirements.

• Withdraw consent for specific uses, such as marketing communications.

Requests can be submitted using the contact information in Section 15.

10. Data Retention

The Chapter retains personal information only for as long as necessary to fulfill the purposes outlined in this policy and comply with legal, accounting, and reporting requirements. Examples include:

• Financial transaction records retained for seven years for IRS compliance.

• Event attendance records retained for two years for program evaluation.

• Member records retained for the duration of active membership and up to two years thereafter.

After the applicable retention period, data will be securely deleted or anonymized.

11. Children’s Privacy

The Chapter’s website, programs, and events are not intended for children under 13 years of age, and the Chapter does not knowingly collect personal information from children. If such information is discovered, it will be promptly deleted.

12. Security Measures

The Chapter employs administrative, technical, and physical safeguards to protect personal information, including encryption, secure servers, and access controls.

12.1 Breach Notification

In the event of a data breach that poses a risk to personal information, the Chapter will notify affected individuals as quickly as possible and no later than seventy-two (72) hours following confirmation of the breach, consistent with the requirements of Tex. Bus. & Com. Code § 521.053. Breach response procedures are governed by the Chapter’s Data Policy and Crisis Management Procedure. Notifications will describe the nature of the breach, the categories of data involved, steps taken to contain the breach, and recommended actions for affected individuals.

13. Links to Other Websites

The Chapter’s website may contain links to third-party websites. The Chapter is not responsible for the content or privacy practices of those websites. Visitors are encouraged to review the privacy policies of external sites before providing personal information.

14. Policy Updates

The Chapter reserves the right to modify this Privacy Policy at any time to reflect changes in law, technology, or Chapter practices. Updates will be posted on the Chapter’s website with the revised effective date.

15. Contact Information

For questions or concerns about this Privacy Policy or the Chapter’s data practices, contact:

• Chapter Administrator: info@nsahouston.org

• President: president@nsahouston.org

• Past President: pastpresident@nsahouston.org

• Treasurer: treasurer@nsahouston.org

• Director of Programs: programs@nsahouston.org

• Director of Membership: membership@nsahouston.org

• Director of Marketing: marketing@nsahouston.org

You take online privacy seriously, and so does NSA Houston. It’s our way of sustaining your trust in NSA Houston and our services. If you have any questions or concerns about this Privacy Policy or our practices regarding credit card information, please contact us at:

National Speakers Association – Houston

4212 San Felipe St, Unit #1100

Houston, TX 77027

This version of the Privacy Statement was adopted by the Chapter on August 11, 2025, amended December 1, 2025, and last amended June 18, 2026. It supersedes any previously adopted Privacy Statements.