Online privacy notice

Last Modified: August 1, 2023

The AFTRA Retirement Fund (hereafter referred to as the ‘Fund’) respects your privacy and is committed to safeguarding your personal information. This Privacy Notice (“Notice”) describes the types of information we may collect from you or that you may provide to us and our practices for using, maintaining, protecting, and disclosing that information, and how you can opt-out of some of our uses and disclosures of your information.   

This Notice is applicable for any web pages, email lists, generic information and personal information collected by, owned and/or made available on behalf of the Fund, regardless of the method of collection (mail, fax, sign-up/sign-in page, surveys), including collection through these websites, located at https://www.aftraretirement.org and https://myportal.aftraretirement.org (our “Site” or “Sites”).  

Notwithstanding the foregoing, this Notice is not applicable to any other web pages, mobile applications, third party social media sites, email lists, generic information and Personal Information collected by, owned by and/or made available on behalf of any entity other than the AFTRA Retirement Fund. Users of the foregoing resources should refer to the privacy policy in effect for the applicable owner.

"Personal Information", is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more factors specific to you. Personal Information includes "sensitive Personal Information" but excludes anonymous information or information that has had the identity of an individual permanently removed.

If you are located outside of the United States, you should know that the information you provide to us is being transmitted to us and processed in the United States and will be protected subject to this Notice and United States laws, which may not be as protective as the laws in your country.  Also, this Site places cookies and local shared objects on your computer or device which are further described below.  By using the Site, you agree to this. 

Your use of the Fund’s Websites and/or provision of your Personal Information or sensitive Personal Information to the Fund constitutes your consent to the use, storage, processing and transfer of that information in accordance with this Notice.

Please read this Notice carefully, which includes important information about your legal rights, remedies, and obligations with respect to your Personal Information and Usage Information. By accessing or using the Fund’s Sites, you are entering into a legal contract with the Fund regarding your Personal Information and Usage Information. By accessing or using the Fund’s Sites, you agree to be bound by the Notice and all additional terms incorporated by reference. If you do not agree to any portion of this Notice, you should not access or otherwise use the Fund’s Sites.

QUESTIONS

If you have any questions or complaints regarding this Notice, please contact us at privacyandsecurityoffice@aftraretirement.org.   If you have any questions about the Fund’s Sites, please contact us at:  Help Center Page

AFTRA Retirement Fund
Attention: Privacy and Security Office
1411 Broadway, Suite 1850
New York, NY 10018

CHANGES TO THIS NOTICE

We may change this Notice from time to time.  When we do, we will let you know by posting the changed Notice on this page with a new “Last Updated Date.”  In some cases (for example, if we significantly expand our use or sharing of your Personal Information), we may also tell you about changes by additional means, such as by sending an e-mail to the e-mail address we have on file for you.   In some cases, we may request your consent to the changes. We will make an effort to update this Notice from time to time, so please check back periodically.

What information do we collect?

Throughout the Fund’s Site, there are forms for participants to submit information and request services to/from the Funds. We use Personal Information from these forms to provide the services requested and to administer the Retirement Plan in accordance with the Plan rules and applicable laws. The Fund’s Site collect the following Personal Information when you visit or use our Sites:

a. Contact Information

Contact information refers to the information that you provide to the Fund when you submit a request to be contacted. This information may include Personal Information such as your name, address, phone number, and email address, as well as any other information that you may voluntarily provide through the Fund’s Site. We collect this information only for purposes of responding to requests for more information about the Fund and our offerings. When you submit contact information, you accept that this information will be shared with our staff, and representatives acting on our behalf, so that they may be able to assist you.

b. Provided Information

You may be asked to submit or you may voluntarily submit information through the Fund’s Site, including Personal Information. Whether you submit any Personal Information to the Fund through the Site is entirely up to you. You are under no obligation to provide Personal Information this way. However, this information is essential for the provision and quality of some of the services we offer to you, so we cannot provide you with certain services if you choose to withhold requested information. Your submission of any Personal Information, and our representatives use of your Personal Information that they receive from us, shall at all times be in compliance with this Notice.

c. Automatic Data Collection and Site Usage Information

We and our service providers may automatically log information about you, your computer or mobile device, and your interaction over time with the Site, such as:

• Device data, such as your computer or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers (including identifiers used for advertising purposes), language settings, mobile device carrier, radio/network information (e.g., Wi-Fi, LTE, 3G), and general location information such as city, state or geographic area.
• Internet activity or electronic network activity information that we collect about your interaction with our Site, emails, and other online content, such as the pages you viewed, emails you opened, links you clicked, how long you spent on a page, navigation paths between pages or screens, information about your activity, your preferences, access times, and duration of access.
• Communication interaction data such as your interactions with our email, voicemail, text or other communications (e.g., whether you open and/or forward emails) – we may do this through use of pixel tags (which are also known as clear GIFs), which may be embedded invisibly in our emails.

Among other things, this automatic data and site usage information enables us to generate analytics reports on the usage of our Site. To opt-out of your Site usage being included in our Google Analytics reports, you may follow these instructions.

In addition, we may deploy various tracking technologies on the Site to collect additional information about your Site visits.  For example:

• Cookies are small data files stored on your computer or device at the request of a Web site.  Cookies may also be used to enhance your experience on the Site or to collect general usage and aggregated statistical information and detect and prevent fraud.  Most browsers can be set to detect cookies and give you an opportunity to reject them, but refusing cookies may, in some cases, inhibit or preclude your use of the Site or its features. 
• Local shared objects, such as “Flash cookies,” may be stored on your computer or device using a media player or other software installed on your computer or device.  Local shared objects operate a lot like cookies, but cannot be managed in the same way.  Depending on how local shared objects are enabled on your computer or device, you may be able to manage them using software settings.  For information on managing Flash cookies, for example, click here.   
• HTML5 (the language some Web sites are coded in) may be used to store information on your computer or device about your Site usage activities.  This information can be retrieved by us to determine how our Site is being used by our visitors, how it can be improved, and to customize it for our users.
• A pixel tag (also known as a “clear GIF” or “web beacon”) is a tiny image – typically just one-pixel – that can be placed on a Web page or in our electronic communications to you in order to help us measure the effectiveness of our content by, for example, counting the number of individuals who visit us online or verifying whether you’ve opened one of our emails or seen one of our Web pages.

How do we use the information we collect?

Personal Information collected through the Fund’s Site is generally collected and maintained solely by the Fund or its contracted vendors for purposes of administering the benefits of the Plan.

We might also disclose Personal Information when required by law or in the good-faith belief that such disclosure is necessary to: (1) comply with a legal process and applicable laws; (2) enforce this Notice; (3) respond to claims that any materials, documents, images, graphics, logos, designs, audio, video and any other information provided to, from or on the Sites by you violates the rights of third parties; (4) assist government enforcement agencies; (5) investigate and/or protect our rights, property or safety or the rights, property or personal safety of our agents, employees, contractors, visitors and the public; (6) investigate potential unauthorized access or misuse of the Sites; (7) respond to requests with your consent, including upon your authorization to disclose such information to persons acting in a fiduciary or representative capacity on your behalf or (8) otherwise enforce or apply terms and conditions and other agreements.

We reserve the right to transfer your Personal Information, as well as any other information about or obtained from you, in connection with the merger or other disposition of all or part of the Fund’s business and/or assets. You expressly agree and consent to the use and/or transfer of your Personal Information or other information in connection with a transfer of some or all of our assets in any of the above described proceedings. Furthermore, we cannot and will not be responsible for any breach of security by any third parties or for any actions of any third parties that receive any of the information that is disclosed to us.

The Fund’s Sites may also link to a wide variety of other websites and may contain advertisements of third parties. We are not and cannot be responsible for the privacy policies of those websites of third parties or for how they treat information (including, but not limited to personally identifiable information) about their users.

We may disclose your Personal Information and/or Usage Information for any purpose disclosed by us when you provide the information. We may also disclose your Personal Information and/or Usage Information with your permission or as directed by you.

Options regarding your information

Whether you submit any Personal Information to the Fund through the Fund’s Site is entirely up to you. You are under no obligation to provide Personal Information to us. However, this information is essential for the provision and quality of some of the services that we offer to you, so we cannot provide you with certain services or provide you with access to certain features if you choose to withhold requested information.

You may choose to prevent the Fund from disclosing or using your Personal Information under certain circumstances (“opt out”). You may opt out of any disclosure or use of your Personal Information for purposes that are incompatible with the purpose(s) for which it was originally collected or for which you subsequently gave authorization by notifying us via email to privacyandsecurityoffice@aftraretirement.org with “Opt Out” in the subject and body of the email. There are some uses of Personal Information from which you cannot opt out, such as a valid law enforcement investigation or civil proceeding, or a transfer to a third party in accordance with this Notice.

You also may not opt out of the Fund’s collection and use of your Personal Information in connection with the routine business operations and data collection in connection with administering and operating the AFTRA Retirement Plan. Nothing herein shall limit or otherwise restrict the Fund’s ability or practices with respect to such collection and use of your Personal Information as set forth in the preceding sentence.

If the Fund collects Personal Information from you, such information will not be disclosed or used by the Fund for purposes that are incompatible with the purpose(s) for which it was originally collected or for which you subsequently gave authorization unless you affirmatively consent to such disclosure and use.

Retention

We generally retain personal information to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements, to establish or defend legal claims, or for fraud prevention purposes. To determine the appropriate retention period for personal information, we may consider factors such as the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

 When we no longer require your personal information we have collected we may we may either delete it or de-identify, aggregate or anonymize it. If we de-identify, aggregate or anonymize your personal information (so that it can no longer be associated with you), we may use this information indefinitely without further notice to you.

How can you review and modify your Personal Information?

You have the following options for modifying your Personal Information or demographic information previously provided by you to the Fund

• If you have a retirement portal account, visit: https://myportal.aftraretirement.org/
• Visit www.aftraretirement.org print and complete applicable forms and submit these using the instructions provided on the forms.
• Contact us at 800-562-4690 to request forms to be mailed to you for completion and submission to the fund
• Send a completed forms to the following postal address:

   

  AFTRA Retirement Fund
  Privacy and Security Office
  1411 Broadway, Suite 1850
  New York, NY 10018

Do Not Track. Some Internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” signals. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com.

We do not control third parties' collection or use of your information to serve interest-based advertising. However, these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt out of receiving targeted ads from members of the Network Advertising Initiative ("NAI") on the NAI's website.

Nevada residents who wish to exercise their sale opt-out rights under Nevada Revised Statutes Chapter 603A may submit a request to this designated address:

AFTRA Retirement Fund
Attention: Privacy and Security Office
1411 Broadway, Suite 1850
New York, NY 10018

or by email: privacyandsecurityoffice@aftraretirement.org.  However, please know we do not currently sell data triggering that statute's opt-out requirements.

Declining to provide information. We need to collect personal information to provide certain services. If you do not provide the information we identify as required or mandatory, we may not be able to provide those services.

Information from Children

We do not collect Personal Information from any person that we know to be under the age of 13 for purposes of the Fund’s Site. Specifically, the Sites are not intended or designed to attract children under the age of 13. You affirm that you are either more than 18 years of age (or such greater age of consent in your state of residence), or are an emancipated minor, or possess legal parental or guardian consent, and are fully able and competent to enter into the terms, conditions, obligations, affirmations, representations, and warranties set forth in this Notice, and to abide by and comply with this Notice. THE FUND’S WEBSITES ARE NOT INTENDED FOR CHILDREN UNDER 13 WHO ARE UNSUPERVISED BY THEIR PARENT(S) OR LEGAL GUARDIAN(S).

Parents and legal guardians should be aware that this Privacy Policy will govern our use of Personal Information, but also that information that is voluntarily given by children – or others – in email exchanges, forums, discussion areas, comments, bulletin boards or the like may be used by other parties to generate unsolicited communications.  The Fund encourages all parents and legal guardians to instruct their children in the safe and responsible use of their Personal Information while using the Internet.

The Fund collects Personal Information about children in connection with administering and operating the retirement Plan, and nothing herein shall limit or otherwise restrict the Fund’s ability or practices with respect to such collection about children. We do not engage in any marketing activities to your child through the Fund’s Site. To be clear, we treat privacy as a top priority, especially any information about your child.

Your State Privacy Rights

Residents of certain states, such as California, Nevada, Colorado, Virginia, and Utah may have additional personal information rights and choices. To learn more about California residents' privacy rights, see our CCPA Privacy Notice. California's "Shine the Light" law (Civil Code Section § 1798.83) permits users that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To obtain this information, please send an email message to privacyandsecurityoffice@aftraretirement.org  with “Request for California Privacy Information” in the subject line and in the body of your message.  We will provide the requested information to you at your email address in response.  Please be aware that not all information sharing is covered by the “Shine the Light” requirements, and only information on covered sharing will be included in our response.

Colorado, Connecticut, Virginia, and Utah each provide their state residents with rights to:

• Confirm whether we process their personal information.
• Access and delete certain personal information.
• Data portability.
• Opt-out of personal data processing for targeted advertising and sales.

Colorado, Connecticut, and Virginia also provide their state residents with rights to: (1) Correct inaccuracies in their personal information, taking into account the information's nature processing purpose and (2) Opt-out of profiling in furtherance of decisions that produce legal or similarly significant effects.  To exercise any of these rights please contact us at the address provided in the Contact Us section below.

Your European Privacy Rights

For European or United Kingdom Residents Only. If you are based in the EU or the UK, in certain circumstances, you have rights under the GDPR in relation to your Personal Information.  The Fund’s Sites and our products and services are hosted in the United States and are governed by United States law. As some of the Fund’s participants are located in countries subject to the General Data Protection Regulations (GDPR) which took effect on May 25, 2018, we are providing this GDPR Notice.  The purpose of this Notice is to make clear that while our operations are not necessarily subject to GDPR compliance, the Plans are nonetheless issuing this GDPR Notice to explain the handling of the personal data of those who reside in one of the countries subject to the GDPR.  If you are using the Fund’s Sites or our products or services from outside the United States, please be aware that your Personal Information and/or Usage Information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated. The data protection and other laws of the United States and other countries might not be as comprehensive as those in your country. By using the Fund’s Sites or our products and services, you consent to your Personal Information and Usage Information being transferred to our facilities and to the facilities of those third parties with whom we share it as described in this Notice.

What kinds of security procedures are in place to protect against the loss, misuse or alteration of your information?

The Fund’s Sites have security measures equal to or better than those reasonably expected in the industry, such as firewalls, in place to protect against the loss, misuse and alteration of your Personal Information under our control. While we cannot guarantee that loss, misuse or alteration to data will not occur, we take reasonable precautions to prevent such unfortunate occurrences. Certain particularly sensitive information, such as your demographic information is encrypted prior to transmission.

User Account, Password, and Security

For certain features available through the Fund’s Sites, we may require the use of encryption technologies provided for your protection and/or User Account. We use reasonable precautions to protect the privacy of your username, password and User Account information and to ensure that information collected through the websites is not lost, misused or altered inappropriately by administering security measures.

You are ultimately responsible for protecting your username, password and User Account information from disclosure to third parties, and you are not permitted to circumvent the use of required encryption technologies. You agree to: (a) immediately notify the Fund of any unauthorized use of your username, password and/or User Account, and/or any other breach of security; and (b) ensure that you log out from your User Account at the end of each session. While we may provide certain encryption technologies and use other reasonable precautions to protect your confidential information and provide suitable security, we do not and cannot guarantee or warrant that any information transmitted through the Internet is secure, or that such transmissions are free from delay, interruption, interception or error.

We maintain reasonable safeguards to keep your Personal Information secure. When we provide Personal Information to our affiliates or third party service providers as discussed in this Notice, we require that these parties agree to process such information in compliance with our Notice or in a manner that complies with applicable privacy laws. The use of your information by a trusted business partner may be subject to that party’s own privacy policy.

Privacy outside the Fund’s websites

The Fund’s Sites may now or in the future contain various links to other websites, including, but not limited to, links to websites of various third party service providers. The Fund is not and cannot be responsible for the privacy practices or the content of any of those other websites. Other than under agreements with certain reputable organizations and companies that provide services to the Fund, we do not share any of the Personal Information that you provide to us with any of the websites to which the Fund’s Sites’ link, although we may share aggregate, non-personally identifiable information, such that you are not individually identified, with those other third parties. Please check with those websites in order to determine their privacy policies and your rights under them.

CONTACT US

If you have any questions or complaints regarding this Notice, please contact us at privacyandsecurityoffice@aftraretirement.org.   If you have any questions about the Fund’s Site, please contact us at:  Help Center Page

AFTRA Retirement Fund
Attention: Privacy and Security Office
1411 Broadway, Suite 1850
New York, NY 10018