HEUG Privacy Policy

The Higher Education User Group (“HEUG,” “we,” “us,” or “our”) is a 501(c)(3) nonprofit association serving member institutions that use Oracle/PeopleSoft and related higher education technology. We know our members trust us with their information, and we take that seriously. This Privacy Policy explains how HEUG collects, uses, discloses, and protects personal information when you visit www.heug.org, www.alliance-conference.com, www.heugevents.org, www.heugnews.org, www.psugonline.org, or any other HEUG website that links to this Policy (collectively, the “Sites”); when you register for, attend, sponsor, or present at a HEUG conference or event; or when you otherwise interact with HEUG as a member, volunteer, applicant, or sponsor.
HEUG's website and online community run on software provided by Higher Logic, LLC (“Higher Logic”), and HEUG's membership records, dues, and event registrations are managed using software provided by Advanced Solutions International (“ASI”). Higher Logic and ASI act as our service providers and process personal information on HEUG's behalf and under HEUG's instructions — they do not own or independently use member data for their own purposes. Their platforms have their own security and technical safeguards, which supplement the protections described here. Higher Logic's own Privacy Notice is available at higherlogic.com/legal/privacy.
By using the Sites or participating in HEUG programs, you agree to the collection and use of information as described in this Policy. If you do not agree with this Policy, please do not use the Sites or provide personal information to HEUG.

1. Information We Collect

Information You Provide Directly
We collect information you provide when you register an account, join or renew a membership, register for an event, submit a session or presentation proposal, apply to volunteer or serve on a committee or board, or otherwise communicate with us. This may include:

  1. Personal details, such as your name and other demographic information
  2. Contact details, such as email address, mailing address, and phone number
  3. Employment details, such as your job title, institution, and department
  4. Account details, such as username and password
  5. Membership and transaction details, such as dues payments, event registrations, and purchases
  6. Payment information, processed through secure third-party payment processors — HEUG does not store full payment card numbers
  7. Communications, such as messages you send us, forum posts, survey or poll responses, and session materials
  8. Volunteer, committee, and board application information, including relevant professional background

Information Collected Automatically
When you use the Sites, we and our service providers automatically collect certain technical and usage information, such as your IP address, browser and device type, operating system, referring/exit pages, pages viewed, links clicked, search terms, and the date and time of your visit. This information is collected through cookies, log files, and similar technologies operated on the Higher Logic platform. Because our Sites run on Higher Logic's software, cookie notice and consent are presented and managed by Higher Logic the first time you visit — see Section 4 below for more detail.

Information From Other Sources

  1. Publicly available or third-party directories, to help us keep institutional and membership records current
  2. ASI, our association management system provider, to reconcile membership, dues, and financial records
  3. Sponsors or partner organizations, only where you have separately agreed to share your information with them

2. How We Use Your Information

We use personal information to:

  1. Verify your identity and maintain the security of your account
  2. Operate membership services, including dues renewals, event registration, and credentialing
  3. Process payments and maintain financial and tax records
  4. Communicate with you about your membership, our events, and HEUG business
  5. Respond to your questions, requests, and support inquiries
  6. Improve the Sites, our programs, and the member experience
  7. Personalize content and community features based on your interests and activity
  8. Detect, prevent, and respond to fraud, security incidents, or violations of our Terms of Service
  9. Comply with our legal, tax, and regulatory obligations

We may also de-identify or aggregate personal information so that it can no longer reasonably be used to identify you, and use that aggregated information for any business purpose, such as reporting overall membership trends to our board or sponsors.

3. How We Share Your Information

We do not sell your personal information. We may share it in the following circumstances:

Service Providers
We share information with vendors who perform services on our behalf, including:

  1. Higher Logic, LLC — website, online community, and email platform
  2. Advanced Solutions International (ASI) — membership management, dues, and event registration
  3. Payment processors, for dues and event payments
  4. Event logistics vendors, such as badge printing, venue, and hotel partners, limited to what's needed to support your registration
  5. Analytics and cloud hosting providers

These providers are only permitted to use your information to perform services for HEUG and consistent with this Policy — not for their own independent purposes.

Sponsors
Sponsors are never given member email addresses or contact lists without your affirmative, opt-in consent. Where you've agreed to receive sponsor communications (for example, by opting in during event registration), we may facilitate limited communications consistent with that consent. You may update your preferences at any time in your profile, use any unsubscribe link included in the email, or contact us at support@heug.org, and by selecting the option to prevent vendors from emailing you, all further vendor mailings will stop.

Legal and Safety

  1. To comply with a subpoena, court order, or other legal or regulatory obligation
  2. To protect the rights, property, or safety of HEUG, our members, or others
  3. To investigate suspected fraud, security incidents, or violations of our Terms of Service

Business Transitions
If HEUG were to merge with or transfer operations to another organization, or in connection with a reorganization or dissolution, membership information may be transferred as part of that transition, subject to this Policy or a successor policy providing comparable protections.

With Your Consent
We may share information for any other purpose disclosed to you at the time of collection, or otherwise with your consent or at your direction.

4. Cookies and Tracking Technologies

HEUG does not maintain a separate Cookie Policy. Because our Sites are built and hosted on the Higher Logic platform, cookie notice and consent are presented to you by Higher Logic the first time you visit, and cookie and tracking-technology practices are governed by Higher Logic's own disclosures, described in their Privacy Notice. In general, this includes session cookies necessary for the Sites to function, and, where enabled, analytics cookies used to understand how the Sites are used so we can improve them. You can manage your cookie preferences through the tools Higher Logic provides on the Sites or through your browser settings.

5. AI-Powered Features

Our Sites may include features that use artificial intelligence, such as a chatbot or virtual assistant, to help you find information or navigate the Sites. If you submit a question or message to an AI-powered feature, that input may be transmitted to and processed by a third-party AI provider in order to generate a response, consistent with the AI Features section of our Terms of Service. We do not use the content of your submissions to these tools to train third-party AI models beyond what is necessary to generate a response to you. Please do not submit sensitive, confidential, or proprietary information to AI-powered features that you would not otherwise be comfortable sharing through the Sites.

6. Public and Community-Visible Information

Certain parts of the Sites are designed for members to interact with one another, and information you post there may be visible to other members or, in some cases, the public.

Member and Organization Profiles
Other members may view information you provide about yourself and your institution, such as your email address and other profile details. You may limit what's visible by removing information from your profile at any time; once removed, we do not retain it for display purposes, and you'd need to re-enter it to make it visible again. Organization pages may include basic details such as institution type, location, and a contact person — you may opt out of displaying a contact phone number or contact person simply by not providing it.

Forums, File Library, Blogs, and Similar Community Features
If you participate in our discussion forums, file library, blogs, polls, surveys, or similar community features, information you post — including your name, message, signature, and your institution's name and logo — may be viewed by other members. Please do not share sensitive or private information (yours or anyone else's) in these spaces.

7. Your Choices and Rights

  1. Access and update: You can review and update most of your information at any time by logging into your profile.
  2. Opt out of vendor and sponsor emails: Update your communication preferences in your profile, use the unsubscribe link in any email, or contact support@heug.org.
  3. Service and account announcements: Communications about your account, dues, or service interruptions are not promotional and generally cannot be opted out of while your account remains active; you may deactivate your account if you no longer wish to receive them.
  4. Delete or deactivate your account: Contact us at support@heug.org, subject to our need to retain certain records for legal, financial, or membership-administration purposes as described in Section 10.
  5. Do Not Sell or Share: HEUG does not sell personal information, and we do not share personal information for cross-context behavioral advertising. As a nonprofit association, HEUG generally does not meet the definition of a “business” under state privacy laws such as the California Consumer Privacy Act, but we extend these core protections to all users regardless of location.

8. International Data Subjects (EU, UK, and Canada)

This section applies if you are located in the European Union or European Economic Area (“EU Data Subject”), the United Kingdom (“UK Data Subject”), Switzerland, or Canada.

Data Controller
HEUG is the data controller for personal information collected through the Sites and our membership and event programs. Higher Logic and ASI act as data processors on HEUG's behalf for the data they host and process for us.

Legal Bases for Processing
Where required by applicable law, we process your personal data on the basis of: performance of a contract with you (for example, your membership or event registration), your consent (for example, marketing communications), our legitimate interests (for example, improving the Sites and preventing fraud), and compliance with our legal obligations.

Your Rights
Subject to applicable law, you have the right to:

  1. Access the personal data we hold about you
  2. Correct inaccurate or incomplete data
  3. Request erasure of your data, subject to our legal and record-keeping obligations
  4. Restrict or object to certain processing, including processing based on legitimate interests or for direct marketing
  5. Receive your data in a portable, machine-readable format
  6. Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal
  7. Be free from decisions based solely on automated processing that produce legal or similarly significant effects on you
  8. Lodge a complaint with your local data protection authority

You may exercise these rights by contacting us as described in Section 14.

International Data Transfers
HEUG is based in the United States, and personal data we collect is generally processed and stored in the United States by our service providers, including Higher Logic and ASI. Where required, we rely on appropriate safeguards for these transfers, such as service providers' participation in the EU-U.S. Data Privacy Framework (and its UK and Swiss extensions) or Standard Contractual Clauses. Canadian users' information is handled consistent with the principles of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

9. Children's Privacy

The Sites are intended for higher education professionals and are not directed to, or knowingly used to collect information from, children under the age of 16. If we learn that we have inadvertently collected personal information from a child under 16, we will take steps to delete it. If you believe a child has provided us with personal information, please contact us at support@heug.org.

10. Data Retention

We retain personal information for as long as needed to provide our services, maintain your membership and event history, and fulfill the purposes described in this Policy — including as necessary to comply with our legal, tax, accounting, and financial reporting obligations. Membership, dues, and financial records are retained consistent with HEUG's record-retention practices and applicable law. When information is no longer needed, we securely delete or anonymize it.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from loss, misuse, and unauthorized access, and we rely in part on the security measures maintained by Higher Logic and ASI as our processors. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify you and take appropriate action consistent with applicable law.

12. Third-Party Links

The Sites may contain links to third-party websites. We are not responsible for the privacy practices of those sites, and this Policy applies only to information collected by HEUG through the Sites. We encourage you to review the privacy policy of any site that collects your information.

13. Changes to This Policy

We may update this Policy from time to time. When we do, we will revise the “Last Updated” date above and post the updated Policy on this page. If we make a material change that affects how we use information already collected, we will notify you — for example, by email or a prominent notice on the Sites — before the change takes effect.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at:
Email: support@heug.org

Last Updated: July 20, 2026