Privacy Notice

Last updated: September 2014

The Hollywood Foreign Press Association and its affiliates, web site developers and other promotional partners (collectively, “the Company,” or “we”, “us”, “our”) respect your concerns about privacy and value our relationship with you. This Privacy Notice applies solely to information collected through the web sites, web pages, interactive features, applications, widgets, blogs and their respective contents at www.hfpa.org in addition to our Twitter, Facebook or other social networking sites and their respective contents, whether accessed via computer, mobile device or other technology (collectively, the “Sites”).

This Privacy Notice describes the types of information we collect through the Sites, how that information may be used and/or with whom it may be shared; and how you can reach us to update your contact information, access and control the use of the information we collect in connection with our marketing communications and activities or get answers to questions you may have about our privacy practices at these Sites.  Please read this Privacy Notice carefully, because by using the Sites you are acknowledging that you understand and agree to the terms of this Privacy Notice. In addition, please review our Terms of Use, which governs your use of the Sites and any content you submit to the Sites.
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1. INFORMATION COLLECTED ON OUR SITES

Information You Provide To Us
We or our service providers may collect Personal Information (information that can be used to identify you as an individual, such as your name, home address, telephone number, email address and passwords) through the Sites.  For example, your Personal Information may be collected when you register on the Sites, request information, submit comments or participate in some promotion, survey or other feature of the Sites, or otherwise communicate or interact with us.  The Sites may also ask you to provide other information about yourself, such as demographic information (gender, zip code, age, etc.) or certain information about your preferences, product use, and interests.

Information Collected by Automated Means
Whenever you visit or interact with the Sites, we, as well as any third-party advertisers and/or service providers and/ or social media sites, may use a variety of technologies that automatically or passively collect information about how the Sites are accessed and used (“Usage Information”). Usage Information may include browser type, operating system, the page served, the time, how many users visited the Sites, and the preceding page views. This statistical data provides us with information about the use of the Sites, such as how many visitors visit a specific page on the Sites, how long they stay on that page, and which hyperlinks, if any, they “click” on. This information helps us to keep the Sites fresh and interesting to our visitors and allows us to tailor content to a visitor’s interests.

Device Identifiers. We or our service providers may also automatically collect your IP address or other unique identifier (“Device Identifier”) for the computer, mobile device, technology or other device (collectively, “Device”) you use to access the Sites. A Device Identifier is a number that is automatically assigned to your Device when you access a web site or its servers, and our computers identify your Device by its Device Identifier. We may use a Device Identifier to, among other things, administer the Sites, help diagnose problems with our servers, analyze trends, track users’ web page movements, help identify, and gather broad demographic information for aggregate use.
Cookies; Pixel Tags. The technologies used on the Sites to collect Usage Information, including Device Identifiers, may include but are not limited to: cookies (data files placed on a Device when it is used to visit the Sites), mobile analytics software and pixel tags (transparent graphic image, sometimes called a web beacon or tracking beacon, placed on a web page or in an email, which indicates that a page or email has been viewed).  Cookies may also be used to associate you with social networking sites like Facebook and Twitter and, if you so choose, enable interaction between your activities on the Sites and your activities on such social networking sites.  We, or our vendors, may place cookies or similar files on your Device for security purposes, to facilitate site navigation and to personalize your experience while visiting our Sites (such as allowing us to select which content, ads or offers are most likely to appeal to you, based on your interests, preferences, location, or demographic or firmagraphic information).  A pixel tag may tell your browser to get content from another server.
Similarly, we use Google Analytics to help us track and analyze usage of our Sites, using cookies, pixels and other tracking technologies.
To learn how you may be able to reduce the number of cookies you receive from us, or delete cookies that have already been installed in your browser’s cookie folder, please refer to your browser’s help menu or other instructions related to your browser.  If you do disable or opt out of receiving cookies, please be aware that some features and services on our Sites may not work properly because we may not be able to recognize and associate you with your account(s). In addition, the offers we provide when you visit us may not be as relevant to you or tailored to your interests. Some browsers have a “Do Not Track” feature that lets you tell websites that you do not want to have your online activities tracked.  These features are not yet uniform, so note that our systems are not configured to recognize Do Not Track headers or signals from some or all browsers.
You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser.

2. HOW WE USE THE INFORMATION COLLECTED

The Company uses the information we collect about and from you for a variety of business purposes, including for example, to: respond to your questions and requests; provide you with access to certain areas and features of the Sites; verify your identity; communicate with you about your account and activities on the Sites and, in our discretion, changes to any Company policy; tailor content, advertisements, and offers we serve you; send you samples, premiums, products and information; improve the Sites and for internal business purposes; develop new products and services; process applications and transactions; and for purposes disclosed at the time you provide your Personal Information or otherwise with your consent.

3. INFORMATION WE SHARE

We will not provide any of your Personal Information to any third parties without your specific consent, except as described in this Privacy Notice.  We may share non-Personal Information, such as aggregate user statistics, demographic information, and Usage Information with third parties.  We may also share your information as disclosed at the time you provide your information, as set forth in this Privacy Notice and in the following circumstances:

Third Parties Providing Services On Our Behalf.  In order to carry out your requests, to make various features, services and materials available to you through the Sites, and to respond to your inquiries, we may share your Personal Information or Usage Information with third parties that perform functions on our behalf (or on behalf of our partners), such as companies or individuals that: host or operate our Sites; analyze data; provide customer service; mail product samples or manage payments; advertisers; sponsors or other third parties that participate in or administer our promotions or provide marketing or promotional assistance (such as in connection with winner selection, prize fulfillment, and as required by law, such as on a winners list).

Your Agreement To Have Your Personal Information Shared.  While on our Sites, you may have the opportunity to opt-in to receive information and/or marketing offers from someone else or to otherwise consent to the sharing of your information with a third party.  If you agree to have your Personal Information shared, your Personal Information will be disclosed to the third party and the Personal Information you disclose will be subject to the privacy policy and business practices of that third party.

Business Transfers. Your Personal Information may also be used by us or shared with our subsidiaries, affiliates and other entities in the family of companies controlled by the Company for internal reasons, primarily for business and operational purposes.  As we continue to develop our business, we may sell or purchase assets. If another entity acquires us or all or a portion of our assets, Personal Information, Usage Information, and any other information that we have collected about the users of the Sites may be disclosed to such entity as part of the due diligence process and will be transferred to such entity as one of the transferred assets. Should such a sale or transfer occur, we will use reasonable efforts to direct the transferee to use information you have provided through the Sites in a manner that is consistent with this Privacy Notice.  Also, if any bankruptcy or reorganization proceeding is brought by or against us, all such information may be considered an asset of ours and as such may be sold or transferred to third parties.

Legal Disclosure.  We may transfer and disclose information, including your Personal Information, Usage Information and Device Identifier (including IP address), to third parties to comply with a legal obligation; when we believe in good faith that the law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce our Terms of Use or other applicable policies; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of third parties, visitors to our Sites or the public.

If you are a California resident, you may ask us to refrain from sharing your information (whether collected online or offline) among our affiliates for their marketing purposes, if the affiliates are separate legal entities. Please tell us your preference by contacting us as indicated in the “How to Contact Us” section of this Notice.

4. INFORMATION WE RECEIVE FROM THIRD PARTIES

We may receive information about you from third parties. For example, if you are on another web site and you opt-in to receive information from the Company, that web site will forward to us your e-mail address and other information about you so that we may contact you as requested. You may also choose to participate in a third party application or feature such as one of our Facebook or Twitter applications or a similar application or feature on a third party web site through which you allow us to collect and share (or the third party to collect and share) information about you, including Personal Information.  If you access the Site through a third-party connection or log-in, we may also collect your user ID and/or username associated with that third-party service, and any information you have made public in connection with that service or which the third party shares with partner services.  In addition, we may receive information about you if other users of a third party web site give us access to their profiles and you are one of their “connections” or information about you is otherwise accessible through your “connections’” web page, profile page, or similar page on a social networking or other third party web site or interactive service.

5. YOUR ACCESS AND CHOICES

You may always direct us not to share your Personal Information with third parties, not to use your Personal Information to provide you with information or offers, or not to send you newsletters, e-mails or other communications by: (i) sending us an e-mail at mailings@hfpa.us; (ii) contacting us by mail at: HFPA, IT Director, 646 North Robertson Blvd., West Hollywood, CA 90069; or (iii) following the removal instructions in the communication that you receive. The Company does not charge for this service, and your opt-out request will be processed within 30 days of the date on which we receive it. To help protect your privacy and security, we will take reasonable steps to verify your identity, such as requiring a password and user ID, before granting access to your information.

In accordance with our routine record keeping, we may delete certain records that contain Personal Information you have submitted through the Sites.  We are under no obligation to store such Personal Information indefinitely and disclaim any liability arising out of, or related to, the destruction of such Personal Information.  In addition, you should be aware that it is not always possible to completely remove or delete all of your information from our databases without some residual data because of backups and other reasons.

6. LINKS TO OTHER SITES

The Sites may provide links to other websites that we do not own or operate. This includes links from advertisers, sponsors and partners that may use our logo(s) as part of a co-branding agreement. To the extent that any linked websites are not part of the Company family of corporate websites, we do not control, recommend or endorse and are not responsible for these websites or their content, products, services or privacy policies or practices.  These other websites may send their own cookies to your Device, they may independently collect data or solicit Personal Information and may or may not have their own privacy notices or policies. You should also independently assess the authenticity of any website which appears or claims that it is one of our Sites (including those linked to through an email or social networking page).

7. HOW WE PROTECT PERSONAL INFORMATION

We maintain certain administrative, technical and physical safeguards to help protect against loss, misuse or unauthorized access, disclosure, alteration or destruction of your Personal Information.  However, no electronic data transmission or storage of information can be guaranteed to be 100% secure.  Please note that we cannot ensure or warrant the security of any information you transmit to us, and you use the Sites and provide us with your information at your own risk.

8. CONSENT TO PROCESSING AND TRANSFER OF INFORMATION.

The Sites are operated in the United States.  Given that we are an international business, our use of your information necessarily involves the transmission of data on an international basis. If you are located in the European Union, Canada or elsewhere outside of the United States, please be aware that information we collect may be transferred to and processed in the United States. By using the Sites, or providing us with any information, you consent to the collection, processing, maintenance and transfer of such information in and to the United States and other applicable territories in which the privacy laws may not be as comprehensive as or equivalent to, those in the country where you reside and/or are a citizen.

9. CHILDREN

The Sites are not directed to children under 13. We do not knowingly collect personally identifiable information from anyone under 13 years of age. If we determine upon collection that a user is under this age, we will not use or maintain his/her Personal Information without the parent/guardian’s consent. If we become aware that we have unknowingly collected personally identifiable information from a child under the age of 13, we will make reasonable efforts to delete such information from our records.

10. UPDATES TO OUR PRIVACY NOTICE

This Privacy Notice and other information on the Sites may be updated periodically and without prior notice to you, and any changes will be effective immediately upon the posting of the revised Privacy Notice on the Sites.  However, we will use your Personal Information in a manner consistent with the Privacy Notice in effect at the time you submitted the information, unless you consent to the new or revised notice.  We will post a prominent notice on the Sites to notify you of any significant changes to our Privacy Notice and indicate at the top of the notice when it was most recently updated.

11. HOW TO CONTACT US

If you have any questions or comments about this Privacy Notice, please contact us by mail at 646 N. Robertson Blvd., West Hollywood, California 90069; or by email at info@hfpa.us.