Privacy Policy

This Privacy Policy describes how The New York State Medical Defense Bar Association (“NYSMDBA”) processes and uses your personal information. Any changes to this Privacy Policy will be posted here. Users are responsible for reviewing the Privacy Policy as posted at the time of use. By visiting or using the NYSMDBA website or member portal, you agree to the terms of this Privacy Policy. Use of the website is also subject to NYSMDBA’s Terms and Conditions of Use. If you do not agree with the data practices described below, you should not use our website, member portal, or related services.

If you have any questions or concerns about this Policy, please contact NYSMDBA at officers@nysmdba.com.

What information we collect and how we collect it

NYSMDBA collects personal information primarily in two contexts: (1) when you submit an application for membership, and (2) when you use the NYSMDBA member portal as an approved member.

Information you provide may include:

Contact information such as your name, email address, telephone number, firm address, city, state, and ZIP code;
Title and position at your firm;
User credentials (such as user IDs and passwords) for the member portal; and
Payment information related to membership dues.

In addition to information you provide directly, NYSMDBA may collect certain technical information automatically during your visit to our website (“Data Collection Tools”), including cookies and similar technologies. These tools collect information that your browser sends to our website, such as your browser type and language, access times, and the address of the website from which you arrived. They may also collect your Internet Protocol (IP) address and clickstream behavior. This information reveals nothing personally identifying about you other than the IP address from which you accessed our site.

How NYSMDBA uses your information

NYSMDBA may use your information to:

Review and process applications for membership, including verification of credentials;
Enroll approved applicants and collect membership dues;
Operate the member portal, including the member directory, listserv archive, discussion forum, and dues management features;
Distribute and archive messages sent through the NYSMDBA listserv;
Communicate with members regarding membership status, dues, and association matters;
Respond to inquiries from members and applicants; and
Maintain and improve the quality of NYSMDBA’s services and member experience.

Member directory and member-generated content

NYSMDBA maintains a member directory accessible only on the password-protected, members-only portion of the website. The directory is not visible to the public. Members may edit their own directory profile through the member portal using their credentials, with the exception of law firm affiliation, which is maintained by NYSMDBA.

The member portal also includes a discussion forum and an archive of messages distributed via the NYSMDBA listserv. Content that you post to the discussion forum or send through the listserv is visible to other members of the association and may be retained in the searchable listserv archive. Members may edit their own forum posts. You should not post or send any information through these channels that you do not wish to share with the membership.

Payment information

At present, NYSMDBA collects membership dues by check. If electronic payment processing is implemented in the future, this Privacy Policy will be updated to describe the payment processor used and how payment information is handled. Any payment information collected will be used solely for processing membership dues and related payments and for fraud prevention.

Disclosure to third parties

NYSMDBA does not sell, rent, or lease your personal information. NYSMDBA shares personal information only in the following limited circumstances:

With service providers retained to support NYSMDBA’s operations — for example, website hosting, member portal services, and accessibility services. These providers are required to keep your information confidential and may use it only to perform the services they provide to NYSMDBA.
As required to: (i) comply with applicable law, regulation, subpoena, or court order; (ii) respond to authorized information requests of law enforcement or governmental authorities; or (iii) protect NYSMDBA or the personal safety of NYSMDBA staff, members, or third parties.

Links to third-party websites

The NYSMDBA website or member portal may include links to third-party websites for your convenience and information. NYSMDBA does not control those sites or their privacy practices, which may differ from NYSMDBA’s. The personal information you choose to provide to such third parties is not covered by this Privacy Policy, and NYSMDBA is not responsible for the content, privacy policies, or practices of any third-party websites.

From time to time, the NYSMDBA website may send a “cookie” to your computer. A cookie is a small piece of data sent from a web server to your Internet browser and stored on your computer. A cookie cannot read data from your hard drive or read cookie files created by other websites. We use cookies to identify which areas of the NYSMDBA website you have visited so that those pages may be readily accessible on subsequent visits. You may choose whether to accept cookies by changing the settings of your Internet browser. If you choose not to accept cookies, your experience on our site and other websites may be diminished and some features may not work as intended.

Accessibility services

The NYSMDBA website uses an accessibility solution powered by accessiBe and Innovate Online Marketing Group Inc. The accessibility tool may collect limited technical information about your visit in order to provide accessibility features. Use of this service is subject to accessiBe’s privacy practices.

Updating your information and communication preferences

Approved members may update their contact information and member directory profile at any time through the member portal. To unsubscribe from the NYSMDBA listserv or to update other communication preferences, please follow the instructions in the relevant communication or contact NYSMDBA at the email address below. Please note that members are required to receive certain communications from NYSMDBA regarding membership status, dues, and association governance, including dues notices delivered through the member portal.

How we keep your personal information secure

To prevent unauthorized access or disclosure, maintain data accuracy, and ensure appropriate use of the information, NYSMDBA utilizes physical, technical, and administrative procedures to safeguard the information we collect. NYSMDBA uses Secure Sockets Layer (SSL) encryption when collecting or transferring sensitive information.

Email: officers@nysmdba.com