Terms of Service

Privacy Policy

Last Updated: July 15, 2025

The Northern Virginia Writers Club (“NVWC,” “we,” “us,” or “our”) is committed to protecting the privacy of its members. This Privacy Policy describes how we collect, use, and disclose information when you use our secure online collaboration portal (the “Portal”).

1. Information We Collect

We collect information to provide and improve the Portal, and to facilitate collaboration among NVWC members.

• Information You Provide Directly:
  • Account Information: When you register for the Portal based on being an active member of the club, we collect your name and email address. You may also choose to provide a display name, profile picture, a brief bio, and other personal information.
  • Content You Create and Share: This includes any text, documents, images, audio, video, or other materials you upload, post, or share within the Portal (e.g., manuscripts, project notes, feedback, forum posts, chat messages).
  • Communications: If you contact us directly, we may receive additional information about you, such as the contents of the message and attachments you may send us.
• Information Collected Automatically:
  • Usage Information: We collect information about how you access and use the Portal, such as the features you use, the pages you visit, the time and date of your visits, and your interactions with other content and users.
  • Device Information: We may collect information about the device you use to access the Portal, including the device type, operating system, unique device identifiers, and browser type.
  • Log Data: Our servers automatically record information that your browser sends whenever you visit a website. This log data may include your Internet Protocol (“IP”) address, browser type and settings, and the date and time of your request.

2. How We Use Your Information

We use the information we collect for various purposes, including:

• To Provide and Maintain the Portal: This includes creating and managing your account, providing access to Portal features, and ensuring the Portal functions properly.
• To Facilitate Collaboration: To enable you to share content, communicate with other members, and participate in club activities through the Portal.
• To Improve and Personalize the Portal: To understand how members use the Portal, analyze trends, and develop new features and functionalities that enhance your experience.
• To Communicate with You: To send you important notices, updates, and administrative messages related to your account and the Portal.
• For Security and Safety: To protect the Portal and our members from fraud, abuse, and other security risks, and to enforce our Terms of Use.
• To Comply with Legal Obligations: To comply with applicable laws, regulations, and legal processes.

3. How We Share Your Information

We do not sell your personal information to third parties. We may share your information in the following circumstances:

• With Other NVWC Members: Content you share within the Portal (e.g., forum posts, shared documents, chat messages) will be visible to other members of the NVWC who have access to the relevant sections of the Portal. Your display name (if different from your real name) and profile picture will be visible to other members.
• With Service Providers: We may share information with third-party vendors and service providers who perform services on our behalf, such as hosting, data storage, security, and analytics. These service providers are obligated to protect your information and are prohibited from using it for any other purpose.
• For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:
  • Comply with a legal obligation.
  • Protect and defend the rights or property of the NVWC.
  • Prevent or investigate possible wrongdoing in connection with the Portal.
  • Protect the personal safety of users of the Portal or the public.
  • Protect against legal liability.
• In Connection with a Business Transfer: If the NVWC were to undergo a merger, acquisition, or sale of all or a portion of its assets, your information might be transferred as part of that transaction. We would notify you via email and/or a prominent notice on our Portal of any such change in ownership or control of your personal information.

4. Data Security

We implement reasonable technical and organizational measures designed to protect your information from unauthorized access, use, alteration, or destruction. However, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

5. Data Retention

We retain your information for as long as your NVWC membership is active and for a reasonable period thereafter as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6. Your Choices and Rights

• Account Information: You can review and update your account information by logging into the Portal settings.
• Content: You can delete or modify content you have posted within the Portal, subject to the Portal’s functionality.
• Communications: You may opt out of receiving certain non-essential communications from us by following the unsubscribe instructions provided in the communication or by updating your notification settings in the Portal.
• Access and Deletion: You may have the right to request access to the personal information we hold about you or to request that we delete certain personal information. Please contact us at president@northernvirginiawriters.org to exercise these rights.

7. Third-Party Links

The Portal may contain links to third-party websites or services that are not operated by us. This Privacy Policy does not apply to the practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of the Portal after any changes to this Privacy Policy constitutes your acceptance of the revised policy.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at president@northernvirginiawriters.org.