Privacy Policy

1. Introduction

The North American Academy of Sciences (hereinafter referred to as “NAAS” or “the Academy”) is committed to protecting the privacy and data security of all users. We recognize that the integrity of information is fundamental to maintaining academic credibility, institutional trust, and public confidence.

NAAS strictly adheres to internationally recognized data protection standards, including:

  • The General Data Protection Regulation (GDPR, EU 2016/679)
  • The California Consumer Privacy Act (CCPA)
  • The Personal Information Protection and Electronic Documents Act (PIPEDA, Canada)
  • The OECD Guidelines on the Protection of Privacy and Transborder Flows of Personal Data

This Privacy Policy explains how we collect, use, store, disclose, and safeguard your personal information when you access the NAAS official website, use the Fellows Directory System, submit nominations, or participate in online events and digital platforms.

By using our website, you agree to this Privacy Policy. If you do not agree, please discontinue your access and use of all NAAS services immediately.

2. Scope of Application

This Privacy Policy applies to all digital platforms operated by NAAS, including but not limited to:

  • Official websites: www.naas.global / www.naasonline.org
  • Fellows Directory & Nomination System
  • Digital Publishing and Events Platform
  • Academic newsletters, membership registration, and journal subscriptions
  • Data services, surveys, and official communication channels

This policy does not apply to:

  • External websites linked from NAAS pages;
  • Third-party platforms operated independently by publishing partners or research collaborators.

3. Information We Collect

(1) Information You Provide Voluntarily

  • Full name, professional title, institution, and country or region;
  • Contact details (email, phone number, mailing address);
  • Personal resume, academic records, and supporting nomination materials;
  • Online registration information for conferences or events;
  • Correspondence, feedback, or survey responses submitted to NAAS;
  • Payment or invoice details for conference registration or publication fees.

(2) Information Collected Automatically

When you access NAAS websites, our systems automatically collect:

  • Browser type, operating system, and device information;
  • IP address, access time, browsing history, and session duration;
  • Cookies, analytics identifiers, and website usage statistics (for performance optimization).

(3) Information from Authorized Third Parties

NAAS may obtain limited information from authorized partners for purposes such as:

  • Verifying professional identity or academic credentials;
  • Confirming nomination, award, or publication records;
  • Supporting inter-institutional cooperation or event management.

All third-party data is processed in accordance with its original purpose and relevant data protection regulations.

4. Use of Information

NAAS processes personal information exclusively for legitimate, lawful, and non-commercial purposes, including:

  1. Managing membership, fellow nominations, and elections;
  2. Verifying academic identity, qualifications, and institutional affiliation;
  3. Providing publishing, conference, and collaborative services;
  4. Improving website functionality and user experience;
  5. Issuing academic announcements, updates, and invitations;
  6. Fulfilling legal and regulatory obligations;
  7. Conducting anonymized statistical and academic analyses.

NAAS does not use personal data for marketing, advertising, or commercial solicitation without your explicit consent.

5. Information Sharing and Disclosure

NAAS does not sell, rent, or exchange any personal data. Information may be disclosed only under the following conditions:

  1. With your explicit consent;
  2. To fulfill essential service functions, such as working with publication or IT service providers;
  3. To comply with laws or regulations, including court orders or governmental requests;
  4. For academic transparency, such as the publication of Fellow lists or award recipients;
  5. For anonymized statistical research, ensuring no individual identification.

All partners and service providers are required to sign confidentiality agreements and comply with the same data protection standards as NAAS.

6. Data Storage and Security

To ensure the integrity and confidentiality of personal information, NAAS implements multiple layers of security protection:

  • All data transmissions are encrypted using SSL/TLS protocols;
  • Information is stored on servers certified under ISO/IEC 27001 security standards;
  • Multi-tier access control and authorization systems are enforced;
  • Regular security audits and vulnerability scans are conducted;
  • Disaster recovery and encrypted backup systems are maintained;
  • Only authorized personnel may access sensitive information.

If a data breach occurs, NAAS will notify affected individuals and regulatory authorities within 72 hours, in compliance with GDPR requirements.

7. Cookies and Tracking Technologies

NAAS uses cookies and similar technologies to enhance website performance and user experience, including:

  • Storing user preferences (language, layout, etc.);
  • Analyzing website traffic and interaction data;
  • Identifying returning visitors;
  • Supporting security and login session management.

You may configure your browser to reject or delete cookies, but this may limit certain site functionalities.

8. International Data Transfers

As a transnational academic institution, NAAS operates servers in the United States, Canada, and the European Union.
All cross-border data transfers comply with:

  • The EU Standard Contractual Clauses (SCCs);
  • The North American Data Protection Framework (NADF);
  • The internal NAAS Data Compliance and Ethics Regulation.

We ensure that equivalent levels of data protection are maintained across all jurisdictions.

9. Your Rights

You have the following rights under applicable privacy laws:

  1. Right of Access – Request access to your personal information held by NAAS;
  2. Right of Rectification – Request correction of inaccurate or incomplete data;
  3. Right of Erasure (“Right to be Forgotten”) – Request deletion of data when legally permissible;
  4. Right to Restrict Processing – Request that your data be used in limited ways;
  5. Right to Data Portability – Receive your data in a structured, commonly used format;
  6. Right to Object – Object to data processing based on legitimate interests;
  7. Right to Withdraw Consent – Withdraw any previously given consent at any time.

To exercise these rights, please contact our Data Protection Office:
📧 [email protected]

We will respond to all requests within 30 business days.

10. Children’s Privacy

NAAS websites and services are primarily intended for researchers and professionals aged 18 or older.
We do not knowingly collect information from minors. If we inadvertently collect such data, it will be deleted immediately.

11. Third-Party Links

NAAS websites may contain links to external academic or institutional sites.
NAAS is not responsible for their content, privacy policies, or data practices.
Users are encouraged to review the privacy statements of any linked sites before interacting with them.

12. Automated Decision-Making and Algorithmic Transparency

NAAS does not engage in automated decision-making, profiling, or algorithmic evaluation.
All fellow elections, awards, and membership decisions are made through peer-reviewed, human-administered processes to ensure fairness, accountability, and transparency.

13. Data Retention Policy

  • Fellowship, membership, and award records: retained permanently as part of the NAAS historical archive;
  • Event and conference registration records: retained for 5 years;
  • Analytical logs and cookie data: retained for 12 months;
  • Email communication records: retained for 24 months.

Certain data may be preserved longer for compliance or archival research purposes.

14. Academic Research and Statistical Use

Aggregated, anonymized data may be used for:

  • Analysis of scientific trends and disciplinary structures;
  • Policy research and academic publication reporting;
  • International collaboration and scholarly exchange studies;
  • Equity, diversity, and inclusion metrics in science.

No personally identifiable information will ever be disclosed in these studies.

15. Compliance and Oversight

NAAS has established a Data Protection and Ethics Committee, responsible for ensuring policy compliance and ethical governance.
This committee supervises all access, modification, and international transfers of personal data.
Violations may result in suspension of access rights, disciplinary action, or termination of membership.

16. Policy Updates

This Privacy Policy may be revised periodically to reflect new regulations or technologies.
Significant updates will be announced via the NAAS homepage and email notifications.
The revised policy takes effect immediately upon publication and supersedes previous versions.

17. Contact Information

Data Protection Office – Secretariat of NAAS
North American Academy of Sciences
📍 Philadelphia, Pennsylvania, USA
📧 [email protected]
🌐 www.naasonline.org

For individuals in the European Economic Area (EEA):
NAAS Data Protection Liaison – Brussels Office
📍 Rue Belliard 40, 1040 Brussels, Belgium

18. Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of the Commonwealth of Pennsylvania (USA) and applicable international privacy regulations.
In the event of disputes, both parties agree to the jurisdiction of the courts of Philadelphia, Pennsylvania, USA.

19. Final Provisions

  • This Privacy Policy is effective as of January 1, 2025;
  • NAAS reserves the right to issue jurisdiction-specific supplements where required;
  • In case of discrepancies between language versions, the English version shall prevail.

Science flourishes through trust. Safeguarding privacy is not merely a legal obligation—it is a moral cornerstone of the Academy’s commitment to integrity, transparency, and global collaboration.