Privacy Policy

1. Accountability
The American Seed Trade Association (ASTA) is committed to maintaining confidentiality of personal information and recognizes the importance that individuals place on the privacy and confidentiality of their information.

2. Identifying Purposes
The principal information requested from members is “business contact” information such as names, addresses, telephone and fax numbers, and email addresses. ASTA is committed to limiting the personal information to that which is necessary for the communication of business information related to the purpose of the organization or the organization of events that may include family members of delegates.

The following are instances when information is requested:

Membership Directory
Each year the ASTA sends a summary of information to the person identified as the main company contact of each ASTA member company for their verification and consent. This information requested is considered “business contact” information.

The purpose of gathering this information is for distribution of ASTA communication information such as newsletters, notice of meetings and meeting agendas. The information is also used to comprise our online membership directory, which is password-protected for access by ASTA members only.

ASTA Conventions
ASTA organizes several meetings and events per year. Basic “business contact” information is requested in order to register each attendee for the event, including method of payment, as well as the following in some cases:

  • Name of companion
  • Child registration including: name, age, sex, and allergies

The purpose of the pre-registration information is:

  • Providing a registration list of delegates for purposes of advance planning, following up on business networking opportunities, or other private meetings.
  • For the organization of activities and meals for delegates, companions and children.

3. Consent
Completion of an ASTA membership application or meeting registration form is considered explicit consent to use the information for intended purposes. These forms contain an option to provide the e-mail address for purposes of receiving ASTA communications but to opt-out of having the e-mail address printed in the directory.

4. Limiting Use, Disclosure and Retention
ASTA does not provide its membership lists or meeting registration lists to others with the exception of providing membership directory information to other ASTA members and meeting registrant information to other meeting registrants, in addition to ASTA staff, upon request. External organizers are expected to adhere to the ASTA privacy policy. Electronic copies of meetings that include personal information are not allowed to be copied and are deleted from any web location within one year of the event.

5. Accuracy
The Meeting Registration information is gathered for each Meeting to insure that it is accurate, complete and up-to-date, and such information shall be used to update ASTA’s database when requested.

6. Safeguards
ASTA staff and meeting organizers must understand and comply with the privacy policy.

If you have questions about this document, please contact us at 703-837-8140.