KaviŽ Members Help
Table of Contents
Typically, organizations cover these kind of topics in their privacy policies:
Types of personal information collected and how it is used on the web site
Partners and any other third-party access to users' information
Automatic email subscriptions and email contact forms
Opt-out opportunities and other options users may have regarding how their information is shared
What users can do if they want to have their information removed from the system
How long information is retained (especially in relation to a lapsed membership or deactivated account)
Special consideration for information collected about children (if applicable)
Organization contact information
Kavi Members can optionally provide email and privacy opt-out fields to users and companies. Each organization can configure how these fields are interpreted by online directories and rosters. For example, when a user selects 'No, do NOT share information' for the Privacy Option question, the organization can choose to hide the user entirely from directories or to have only select portions of the user's most sensitive information protected. Because these options are configurable, Kavi Members provides a template that can be used to explicitly state how the user's preferences will be interpreted by the organization.Back to top
Kavi Members privacy options center around two distinct kinds of opt-out. First, users may opt out of receiving certain kinds of organization email. Secondly, a company or user may opt-out of having all their information displayed in rosters and directories. The Configure Privacy Options tool allows Super Admins to configure privacy settings that provide these opt-outs for organization members.
An organization doesn't have to provide either of these options to its members in order to meet its obligation to protect member privacy. Organizations that are geared towards promoting their members or disseminating information might find these options nonsensical or even counter-productive. Other organizations might have an open exchange of member information within the organization because they have a restricted membership and almost no exposure of information outside their membership.
This option applies to users only, but includes individual members and company representatives. If the 'Provide Members Email Option' is set to 'Yes' in the Configure Privacy Options tool, users are presented with an option that they can set if they want to opt out of receiving the nonessential email ordinarily sent to members, such as messages from the Members mailing list and other template-based email broadcasts. This opt-out doesn't apply to essential messages, such as membership welcome email, renewal reminders and membership bills, etc.
Another set of configuration options allows the organization to prevent certain types of company representatives from opting out of standard organization email. These 'Force Email Subscription' options are available through tools used to define types, such as the Add a Contact Type tool.
The 'Primary Contact' Contact Type is frequently configured this way because many automated email notifications that concern company participation in the organization are addressed exclusively to 'Primary Contacts'. If a 'Primary Contact' is allowed to opt out of receiving email, their company could miss important email messages and might be inadvertantly denied the full benefits of their membership.
Disabling email opt-out for 'Primary Contacts' closes this potential loophole and provides a little extra incentive for the company to update their Kavi Members account promptly when a new Primary Contact is designated to minimize the amount of unwanted email received by the outgoing primary contact.
Companies and users can be given the option of opting out of display on Kavi Members rosters and directories if the organization chooses to offer this option. The organization can configure which kinds of data are omitted for users and which kinds are omitted for companies. This may be configured to completely omit the company or user from all rosters and directories, or user or company data may be partially hidden by including only a select set of data fields and omitting all others.
The 'Show Company Roster' option can be set to 'Do NOT show a company roster' if the organization prefers to keep all company rosters private. Privacy is subjective, however. More privileged users, such as those with the 'company_admin' role, are able to view the company roster even though ordinary company representatives are not.Back to top
The Configure Privacy Options tool provides fields where the organization can provide specific information about its 'User Policy and Preferences' and 'Company Policy and Preferences' that will be displayed to users alongside the privacy preferences option. Here is an example of a 'User Policy and Preferences' statement for an organization that displays skeletal information for users who opt to protect their privacy, rather than completely omitting them from rosters and directories. This organization also has the 'Show Company Roster' option set to 'Yes, show a company roster', so the roster is available to company representatives.
The Company Roster on the My Account page displays a list of all of your company's representatives.
Everyone who has has been approved as a company representative can view their own company's roster (but not rosters that belong to other companies).
If you answer 'No' to the Privacy Option question, certain kinds of personal and contact information will be excluded when the roster is displayed.
The following information WILL be displayed in your company's roster:
- your full name
- your title
- your primary email address
Privacy preference enforcement operates in a limited scope, primarily applying to rosters and directories available through Kavi Members. Kavi Members privacy preferences settings are used to set KaviŽ Groups privacy settings, but Kavi Groups employs different rules about the kind of data that is hidden. Group participants are never omitted from rosters, and certain kinds of data are always presented for participants, regardless of which kinds of data are displayed in Kavi Members rosters and directories. Privacy preferences set in Kavi Members do NOT effect the availability of KaviŽ Showcase profiles or data management rules implemented by any other software installed on the site.
Kavi Members does not prevent administrators from sending email or subscribing users who have opted-out of email, although it does provide tools that encourage administrators to respect the users' contact preferences.