Privacy Policy

W.M.S. Privacy Policy

Effective Date: 1 November 2025

 

World Mathematical Society is committed to safeguarding your personal information and ensuring your privacy. This Privacy Policy explains the types of information we collect, how we use it, how long we retain it, and the rights you have regarding your personal data. By using our website, forms, event tools, or online store, you agree to the practices outlined below.


1. Information We Collect

We collect information when you browse our site, register an account, complete forms, create events, interact with our events system, or complete purchases in our store. Below is a detailed outline of each category of data collected.


1.1 Registration & Form Submission Data

We collect information about users during the registration and form submission process.


Information tracked/stored:

    • Form fields data (Name, Email, Address, Phone, etc.)

    • Location, IP address, browser type

    • Transaction/payment-related details for subscription services

When completing forms, we may request:

    • Full name

    • Address

    • Email address

    • Phone number

    • Payment details

    • Username and password (if account creation is required)

    • Any additional information relevant to the form’s purpose

We use this information to:

    • Send account notifications

    • Respond to inquiries, complaints, and service requests

    • Process payments and prevent fraud

    • Set up and maintain accounts

    • Meet legal obligations (tax, compliance, etc.)

    • Improve site features

    • Send opt-in marketing messages

    • Provide services that the form was specifically created for

We store form and registration data for 50 years, unless required longer for legal purposes.


1.2 Checkout & Online Store Data

When using our store and checkout system, we collect:


While You Browse:

    • Products viewed

    • Location, IP address, browser type

    • Shipping address

    • Cookies for cart tracking

At Checkout:

    • Name

    • Billing and shipping address

    • Email

    • Phone number

    • Payment details

    • Optional account information

We use this information to:

    • Send confirmations and order details

    • Process payments and prevent fraud

    • Comply with tax and legal obligations

    • Improve store functionality

    • Send optional marketing messages

Order information is stored for 70 years.

We also store any comments or reviews you submit.


1.3 Events, Venues, Organizers & Ticketing Data

If you create, submit, import, or publish events, venues, or organizers on our website, we store:

Venue Data:

    • Name, Address, Phone, Website

    • Geographic coordinates

Organizer Data:

    • Name, Email, Phone, Website

Event Data:

    • Event website

    • Cost

    • Description

    • Dates & times

    • Images

Data from CSV/ICS Imports or External URLs:

    • All event, venue, organizer, and ticket information contained within imported sources

    • Origin source URL(s) such as Eventbrite, Meetup, or other compatible services

Eventbrite Ticket Data:

    • Ticket name, description, cost, type, quantity

Event Submission Requirements:

    • Creating events may require a website account (depending on site settings).

    • Anonymous submissions may be enabled if chosen by the site owner.

Eventbrite Purchases:

Attendee, purchaser, and order information are managed exclusively by Eventbrite.


1.4 Cookies

Cookies may be used for:

    • Saving login details

    • Remembering preferences

    • Managing cart contents

    • Improving security

    • Enhancing user experience

Cookie lifetimes range from session-based to one year depending on the cookie’s purpose.


1.5 Media Uploads

If you upload images, avoid uploading photos containing embedded location data (EXIF GPS), as visitors may extract this information.

 

1.6 Comments

When visitors leave comments, we collect:

    • Data shown in the comments form

    • IP address

    • Browser user-agent string

A hashed email string may be sent to Gravatar to check for associated images.

After approval, your profile picture becomes public with your comment.

 

1.7 Embedded Content

Embedded media (videos, images, articles, etc.) from external websites behave exactly as if you visited those websites directly. These sites may collect analytics, cookies, tracking data, and behavioral data.


2. Third-Party Integrations & API Services

To deliver certain features—such as maps, geolocation, events, video meetings, imports, and payment processing—we use third-party APIs and services including:

    • Google Maps (API Key)

    • Meetup (OAuth Token)

    • PayPal (Client ID, Client Secret, Email)

    • Eventbrite (API Key, Client Secret, Authentication URL)

    • Zoom (Client ID, Client Secret, Email)

Google’s Terms and Google’s Privacy Policy Apply

Features that rely on Google services—including Google Maps, location tools, geocoding, and related integrations—are subject to:

    • Google Terms of Service

    • Google Privacy Policy

By using features powered by Google, you also agree to Google’s collection and processing of data as outlined in their policies.


3. Who Has Access to Your Data

 

3.1 Registration/Form Data

Accessible by:

    • Administrators

    • Editors

3.2 Store/Checkout Data

Accessible by:

    • Administrators

    • Shop Managers

Access is limited to functions such as processing orders, issuing refunds, reviewing submissions, and customer support.


4. What We Share with Third Parties

We only share information necessary for delivering our services.


4.1 PayPal Payments

We pass necessary data to PayPal such as:

    • Billing information

    • Order totals

PayPal processes all payment details according to its own privacy policy.


4.2 MailChimp Email Marketing

If you opt-in to receive marketing messages, MailChimp may receive:

    • Name

    • Email address

    • Subscription information

    • Any additional fields provided during signup

4.3 Google Services

If you use site features powered by Google, Google may receive:

    • IP address

    • Location details

    • Browser information

    • Device information

    • Interaction data with embedded Google content

All such processing is governed by Google’s Terms and Google’s Privacy Policy.


4.4 Eventbrite, Meetup, Zoom, and Other APIs

Data shared with these services is governed by their respective privacy policies.


5. Data Retention

We retain data only as long as required:

    • Comments: indefinitely

    • Accounts: as long as the account is active

    • Form data: 70 years

    • Orders: 70 years for tax and accounting

    • Event data: indefinitely unless removed

    • API data (logs): per third-party requirements

6. Your Rights

You may request at any time:

    • A copy of your personal data

    • Corrections to inaccurate data

    • Deletion of your personal data

    • Export of your data

    • Restriction of processing

    • Withdrawal of consent (e.g., unsubscribe)

These rights do not affect data we must retain for legal or security reasons.


7. Where Your Data Is Sent

    • Visitor comments may be checked by an automated spam detection service.

    • External APIs may process data required for feature functionality.

8. Changes to This Policy

We may update this Privacy Policy as needed. All updates will include a revised effective date.

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