Privacy Policy

Last Updated: April 1, 2026

Last Updated: April 1, 2026

1. Introduction

The Arizona Society of Eye Physicians and Surgeons (ASEPS) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website (azeyemds.org) or interact with our services.
By using our website, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our website.
Who We Are:
ASEPS is a nonprofit professional organization representing ophthalmologists in Arizona. We are incorporated under the laws of the State of Arizona (Tax ID: 86-0418847) and are governed by a Board of Directors consisting of Arizona ophthalmologists.

2. Information We Collect

A. Information You Provide Directly:

We collect personal information that you voluntarily provide to us when you:
Apply for membership
Register for conferences, events, or CME programs
Register as an exhibitor or sponsor
Update your member information
Submit a contact form or inquiry
Subscribe to newsletters or communications
This information may include:
Name, degree (M.D., D.O.), and professional credentials
Practice name and specialty
Business and home addresses
Phone numbers (practice and cell)
Email addresses
Arizona medical license number
Medical training history (internship, residency, fellowship)
Board certification status
Professional memberships (AAO, AMA, AzMA)
Social media profiles (optional)
CV/resume
Payment information (processed securely through third-party payment processors)

B. Information Collected Automatically:

When you visit our website, we may automatically collect certain technical information, including:
IP address
Browser type and version
Device type and operating system
Pages visited and time spent on pages
Referring website (the site you came from)
Date and time of access
Cookies and similar tracking technologies (see Section 9 below)

C. Information from Third Parties:

We may receive information about you from:
Professional references listed in your membership application
The American Academy of Ophthalmology (AAO) if you are a member and we coordinate with them on joint initiatives
Payment processors who handle dues and event registrations

3. How We Use Your Information

We use your personal information for the following purposes:

A. Membership Management:
Processing and reviewing membership applications
Communicating membership status and dues payment information
Maintaining accurate member records
Sending renewal notices and membership updates

B. Event and Conference Management:
Processing registrations for conferences, meetings, and CME programs
Communicating event details, schedules, and updates
Issuing name badges and conference materials
Coordinating with exhibitors and sponsors

C. Communication:

Responding to your inquiries and requests
Sending newsletters, updates, and announcements about ASEPS programs and initiatives
Providing legislative and regulatory updates relevant to Arizona ophthalmology
Sending CME opportunities and educational content

D. Advocacy and Representation:
Representing the interests of Arizona ophthalmologists at the state legislature
Coordinating grassroots advocacy campaigns
Partnering with the American Academy of Ophthalmology on national issues

E. Website Improvement:
Analyzing website usage to improve functionality and user experience
Troubleshooting technical issues
Enhancing website security

F. Legal Compliance:
Complying with applicable laws and regulations
Responding to legal requests and preventing fraud
Enforcing our Terms of Service and other policies

4. How We Share Your Information

ASEPS does not sell, rent, or trade your personal information to third parties for marketing purposes.
We may share your information in the following limited circumstances:

A. With Service Providers:

We may share your information with trusted third-party service providers who assist us with:
Website hosting (Squarespace)
Payment processing (Intuit QuickBooks, credit card processors)
Email distribution (if we use an email marketing platform)
Event management
These service providers are contractually obligated to use your information only for the purposes we specify and to protect your data.

B. With Professional Partners:

American Academy of Ophthalmology (AAO): We may share basic member information with AAO to coordinate advocacy efforts, educational programs, and national initiatives. This is done in accordance with our partnership agreement.

C. For Legal Reasons:

We may disclose your information if required to do so by law or in response to:
A subpoena, court order, or other legal process
A request from law enforcement or government authorities
A need to protect the rights, property, or safety of ASEPS, our members, or the public
A need to enforce our Terms of Service or investigate potential violations

D. In Business Transfers:

In the unlikely event that ASEPS merges with another organization or transfers its assets, your information may be transferred as part of that transaction. You will be notified of any such change.

E. With Your Consent:

We may share your information with other parties when you have given us explicit consent to do so.

5. Event Attendee and Exhibitor Lists

Conference Attendee Lists:
For attendees at ASEPS conferences and events, we may share basic contact information (name, practice name, city) with other attendees and with conference sponsors and exhibitors for networking purposes. This is a standard practice at professional medical conferences.
Exhibitor Information:
Exhibitor and sponsor information (company name, contact person, booth location) may be shared in conference materials, on our website, and with attendees.
If you do not wish your information to be shared in this manner, please contact us at shauna@azeyemdsociety.com.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Membership records: Retained for the duration of your membership and for a reasonable period thereafter for historical and administrative purposes.
Event registrations: Retained for recordkeeping and tax compliance purposes.
Website analytics: Aggregate and anonymized data may be retained indefinitely for statistical purposes.
If you request deletion of your personal information (see Section 10 below), we will delete or anonymize your data unless we are legally required to retain it.
Last Updated: April 1, 2026

7. Data Security (continued)

However, please note:
No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security. You transmit information to us at your own risk.
If we become aware of a data breach that affects your personal information, we will notify you in accordance with applicable law.

8. Your Privacy Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

A. Access:
You have the right to request access to the personal information we hold about you.

B. Correction:
You have the right to request that we correct inaccurate or incomplete personal information. ASEPS members can update their information using the "Update Your Information" form on our website.

C. Deletion:
You have the right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations to retain records).

D. Opt-Out of Communications:
You have the right to opt out of receiving marketing communications from ASEPS. You can unsubscribe by:

Clicking the "unsubscribe" link in any email we send
Contacting us directly at shauna@azeyemdsociety.com
Please note that even if you opt out of marketing communications, we may still send you transactional emails related to your membership, event registrations, or other services you have requested.

E. Data Portability:
You may request a copy of your personal information in a structured, commonly used format.

To Exercise Your Rights:

Please contact us at:
Email: shauna@azeyemdsociety.com
Phone: 480-220-0218
Address: 9026 West Tonopah Drive, Peoria, AZ 85382

We will respond to your request within a reasonable timeframe and in accordance with applicable law.

9. Cookies and Tracking Technologies

What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and improve your user experience.

How We Use Cookies:
The ASEPS website may use cookies and similar tracking technologies to:
Remember your preferences and settings
Analyze website traffic and usage patterns
Improve website functionality and performance
Provide a more personalized experience

Types of Cookies We Use:
Essential Cookies: Required for the website to function properly (e.g., maintaining your session).
Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics or similar tools).
Functional Cookies: Remember your preferences and settings.

Third-Party Cookies:
Our website may use third-party services (such as Google Analytics, Squarespace analytics, or payment processors) that place cookies on your device. These third parties have their own privacy policies governing their use of cookies.
Managing Cookies:
You can control and manage cookies through your browser settings. Most browsers allow you to:
View and delete cookies
Block cookies from specific websites
Block all cookies
Delete all cookies when you close your browser
Please note that disabling cookies may affect the functionality of the ASEPS website and limit your ability to use certain features.

Do Not Track:
Some browsers have a "Do Not Track" feature that signals to websites that you do not want your online activities tracked. Our website does not currently respond to "Do Not Track" signals.

10. Children's Privacy

The ASEPS website is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13.
If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information as soon as possible.
If you believe we have collected information from a child under 13, please contact us immediately at shauna@azeyemdsociety.com.

11. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:

A. Right to Know:
You have the right to request information about the categories and specific pieces of personal information we have collected about you in the past 12 months.

B. Right to Delete:
You have the right to request deletion of your personal information, subject to certain exceptions.

C. Right to Opt-Out of Sale:
ASEPS does not sell personal information. Therefore, there is no need to opt out of the sale of your information.

D. Right to Non-Discrimination:
You have the right not to receive discriminatory treatment for exercising your privacy rights under the CCPA.
To Exercise Your California Privacy Rights:
Contact us at shauna@azeyemdsociety.com or 480-220-0218. We may ask you to verify your identity before processing your request.

12. International Users

The ASEPS website is intended for users in the United States, particularly Arizona residents and ophthalmologists practicing in Arizona.
If you access our website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our website, you consent to the transfer of your information to the United States.
Data protection laws in the United States may differ from those in your country of residence.

13. Third-Party Websites

The ASEPS website contains links to third-party websites, including:
American Academy of Ophthalmology (aao.org)
Payment processors
Event venue websites
Educational resources
ASEPS is not responsible for the privacy practices or content of these third-party websites. We encourage you to review the privacy policies of any third-party websites you visit.

14. Changes to This Privacy Policy

ASEPS reserves the right to modify this Privacy Policy at any time. Changes will be effective immediately upon posting to the website.
We will update the "Last Updated" date at the top of this page to reflect the date of the most recent revision.

Your Responsibility:
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of the website after any changes constitutes your acceptance of the revised Privacy Policy.

Material Changes:
If we make material changes to how we use your personal information, we will notify you by email (if we have your email address) or by posting a prominent notice on our website.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Arizona Society of Eye Physicians and Surgeons
Attn: Shauna Mote, Executive Director
9026 West Tonopah Drive
Peoria, AZ 85382

Email: shauna@azeyemdsociety.com
Phone: 480-220-0218
Fax: 623-321-1456

We will respond to your inquiry as promptly as possible.

16. Effective Date

This Privacy Policy is effective as of April 1, 2026.