Privacy Policy

CIRCULARIZATION
Adopted by the Board April 4, 2005

Zonta International's bylaws and rules of procedure contain provisions for circularization of organizational information.

1. Membership lists (club rosters, Zonta International directories, district directories, or other lists including members' addresses and/or telecommunications numbers) are not to be made available to non-Zontians, or used by Zontians, for the purposes of selling goods and services or for personal, financial or political gain.
2. Zontians will not use membership lists to contact other Zontians for the purposes of lobbying, either for proposals to be voted on or for candidates who are running for office at international conventions, district conferences or other Zonta meetings.
3. Membership lists may be provided to other organizations with the approval of the International board and with that of the district boards and in compliance with any local privacy legislation.

E-MAIL POLICY
Adopted by the Board February 10, 2000

It shall be the policy of Zonta International and its foundation, officers, committee chairmen, districts, clubs and members that the use of e-mail shall be in accordance with the same policies and procedures that affect all others method of communication. Such policies include but are not limited to the following:

1. E-mail communications shall follow the standard lines of communication, i.e., club, area, and district. With the ease of communication via e-mail, the opportunity to "go straight to the top" will often present itself. Zontians should exercise restraint and adhere to the standard lines of communication.
2. E-mail addresses are to be used with the same discretion as other addresses and contact information, in accordance with the Zonta International Rules of Procedure, item 4, Circularization.
3. E-mail communication with the Zonta International Headquarters staff is limited to those matters that are directly handled by said staff.

It is the intention of Zonta International that the transaction of the business of the organization shall make full use of all electronic communication mechanisms, such as e-mail and others that can streamline operations, with the same discretion and professionalism that governs all other communication within Zonta International.

Essentially, Zonta's policy forbids clubs to sell or give any listings or data to anyone outside of Zonta for any reason. In addition,

1. Electronic lists of members and/or other Zontians (email distribution lists, rosters, etc.) should be limited to the club President, her designees (such as the newsletter editor) and the club District Electronic Communications Person (ECP).
   1. The most current club roster can be maintained by each member under appropriate security. Previous lists should be shredded or deleted when replacements are received.
   2. Communications should always use discretion when giving out contact information. For example, contact information in a club flyer should give the name, phone # or e-mail address only.
2. Club newsletters should never include personal information.
3. Database of potential donors. Retention limited to the fund-raising committee and/or the Foundation Treasurer.
4. Database of attendees at fund-raisers. Tickets sold at each event should provide the ability for the purchaser to not be included in a future mailing list.
5. Database of potential members. Invitations to membership events should provide the ability for the person to not be contacted about membership again.

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