EASA SW

Privacy Policy

Last updated: May 10, 2026

1. Who we are

The EASA Southwestern Chapter ("we", "us", "the Chapter") is a regional chapter of the Electrical Apparatus Service Association. Our website is www.easasouthwest.com. You can contact us at info@easasouthwest.com.

2. Information we collect

  • Account information: name, email address, phone number, company affiliation, title.
  • Event registration data: attendee names and emails for events you sign up for, dietary restrictions you choose to share.
  • Authentication data: hashed passwords, MFA tokens, login timestamps, IP addresses (for security).
  • Communications: emails you send to us or that we send you regarding chapter activities.

We do not collect or store any payment card numbers, bank account numbers, or other financial credentials. All payment information is handled directly by Square, Inc. through their hosted checkout — see Section 5 below.

3. How we use your information

  • To register you for events and process orders.
  • To send chapter communications (newsletters, event invitations, governance updates) — you can opt out anytime.
  • To verify your identity during sign-in and protect against fraud.
  • To maintain a chapter directory of members, affiliate members, and event participants.

4. Who we share data with

We do not sell your personal data. We share limited data with:

  • Square, Inc. — payment processing only; we send your name and email so they can issue you a receipt. Their policy: squareup.com/legal/privacy
  • Microsoft — email delivery via Microsoft 365; calendar sync (events only) with our Microsoft Teams workspace.
  • Azure — hosting infrastructure for our website and database, located in the United States.
  • Other chapter members — your contact info appears in the member directory if you are a member, affiliate member, or board member; you can request removal.

5. Payments and PCI compliance

Online payments are processed exclusively by Square, Inc. through their PCI-DSS Level 1 certified hosted checkout. The chapter's website does not handle, see, store, or transmit your card number, expiration date, CVV, or bank routing/account numbers at any time. We only store the Square-generated payment ID and receipt URL for your record-keeping.

6. Cookies

We use a small number of essential cookies for authentication (the JWT auth cookie keeps you signed in) and trusted-device tracking (so you don't have to MFA on every visit). We do not use advertising or third-party tracking cookies.

7. Your rights

You can:

  • Request a copy of the data we hold about you.
  • Request correction or deletion of your data (subject to our record-keeping obligations as a non-profit).
  • Opt out of non-essential communications via the unsubscribe link in any email.
  • Revoke trusted devices from your account settings.

To exercise any of these rights, email info@easasouthwest.com.

8. Data retention

We retain account and event records for as long as you maintain an active membership or registration history with the chapter, plus 7 years for financial/tax purposes. You may request earlier deletion subject to legal retention requirements.

9. Security

We use bcrypt password hashing, multi-factor authentication, account lockout, IP-based rate limiting, encrypted database backups, and TLS 1.2+ for all web traffic.

10. Changes to this policy

We may update this policy from time to time. Material changes will be communicated via email or a banner on the homepage.

Contact

EASA Southwestern Chapter
Email: info@easasouthwest.com