Caribbean Medical Student Association

Privacy Policy

1. Who we are

This Privacy Policy explains how the Caribbean Medical Student Association, Inc. (“CMSA,” “we,” “us,” or “our”) collects, uses, shares, and protects personal information through our website (https://officialcmsa.org), our membership portal, our donation and sponsorship forms, our newsletter, our events, and our related social media and communications (together, the “Services”).

Organization: Caribbean Medical Student Association, Inc. (a 501(c)(3) nonprofit) EIN: 41-3326615 Address: 339 Tarrytown Road, #1070, Elmsford, New York 10523 Phone: 914-610-6505 Email: info@officialcmsa.org

This Privacy Policy works alongside our Terms & Conditions and Media Release. If the two documents conflict on a data-privacy point, this Privacy Policy controls.

2. Information We Collect

a. Donations and Sponsorships

When you make a donation or sponsorship contribution, we (or our payment processors) collect your name, email address, donation or sponsorship amount, designation/fund selected, and (for sponsors) organization name, organization website, phone number, and any logo file you upload. We do not collect or store your full payment card or bank account details. Payments are processed directly by Stripe and PayPal, who collect and handle that information under their own privacy policies:

b. Membership

To register for or maintain a CMSA membership, we collect your name, email address, school or university, year of study, Caribbean connection, membership level selected, and account login credentials. Membership fees (where applicable) are processed through our payment processor as described above.

Minors and the High School membership tier. CMSA offers a free “High School” membership level through the affiliate membership program. We do not knowingly collect personal information from anyone under 13 without verifiable parental or guardian consent. For any applicant who is under 18, we require the written consent of a parent or legal guardian before completing registration, consistent with our Terms & Conditions. If we learn that a member under 13 has registered without the required parental consent, we will take steps to delete that information or obtain consent promptly.

c. Newsletter and Communications

If you subscribe to our newsletter or opt in to email updates, we collect your email address (and name, if provided) to send you newsletters, event announcements, and organizational updates. You can unsubscribe at any time using the link in any email or by contacting info@officialcmsa.org.

d. Events

When you register for an event, we may collect dietary restrictions, emergency contact information, and photography/media preferences, in addition to your name and email, in order to plan and safely run the event.

e. Content You Submit

If you submit photos, videos, testimonials, essays, or survey responses, we collect and may publish that content and any biographical information you provide, subject to the media release terms in our Terms & Conditions.

f. Website Usage and Analytics

We use Google Analytics (via Google’s Site Kit) to understand how visitors use our website. This may collect your IP address, browser and device information, pages visited, and referring site, generally through cookies. Google’s use of this data is governed by Google’s own privacy policy: https://policies.google.com/privacy. You can opt out of Google Analytics tracking using Google’s browser add-on: https://tools.google.com/dlpage/gaoptout.

g. Login and Account Cookies

If you log in to the membership portal, we use cookies to keep you signed in and remember your display preferences. Login session cookies are deleted when you log out or expire automatically after a period of inactivity.

3. How We Use Your Information

We use the information we collect to:

  • Process donations, sponsorships, and membership registrations;
  • Send newsletters, event invitations, and organizational updates;
  • Coordinate mentorship, volunteer, and event logistics;
  • Feature member stories, testimonials, and program updates (per our media release terms);
  • Maintain the security and functionality of our website and membership portal;
  • Comply with legal, tax, and accounting obligations as a 501(c)(3) organization.

We do not sell or rent your personal information to third parties for their own marketing purposes.

4. How We Share Your Information

We share information only as follows:

  • Payment processors (Stripe, PayPal) — to process donations, sponsorships, and membership payments.
  • Service providers — such as our website host, email/newsletter platform, and analytics provider (Google), who process data on our behalf and are not permitted to use it for their own purposes.
  • Event partners or venues — where necessary for event logistics (e.g., providing a headcount or dietary needs to a caterer or venue).
  • Legal requirements — where required by law, subpoena, or to protect the rights, safety, or property of CMSA, our members, or the public.

We do not otherwise share your personal information with third parties without your consent.

5. Cookies

Our website uses cookies for:

  • Essential functions — keeping you logged in to the membership portal and remembering basic site preferences.
  • Analytics — Google Analytics cookies that help us understand site traffic and usage patterns (see Section 2(f)).

You can control or disable cookies through your browser settings. Disabling cookies may affect your ability to log in to the membership portal or use certain site features.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, including:

  • Donor and sponsorship records — retained as needed for tax, accounting, and donor-recognition purposes.
  • Membership records — retained for the duration of membership and a reasonable period afterward for organizational recordkeeping.
  • Newsletter subscriptions — retained until you unsubscribe.

When information is no longer needed, we take reasonable steps to delete or anonymize it, except where we are legally required to retain it.

7. Your Rights and Choices

Depending on your location, you may have the right to:

  • Request access to the personal information we hold about you;
  • Request correction of inaccurate information;
  • Request deletion of your personal information;
  • Opt out of newsletter or marketing communications;
  • (California residents) Request to know, delete, or opt out of the sale/sharing of personal information under the CCPA. CMSA does not sell or share personal information for cross-context behavioral advertising.

To exercise any of these rights, email info@officialcmsa.org. We will respond within 30 days, or within 45 days for requests governed by the California Consumer Privacy Act, except where a longer period is permitted or required by law. Some information may be retained where required for legal, tax, or administrative purposes.

8. Children’s Privacy

CMSA does not knowingly collect personal information from children under 13 without verifiable parental consent. Our High School membership tier and any event or program open to participants under 18 require prior written consent from a parent or legal guardian, consistent with our Terms & Conditions. Parents or guardians who believe their child has provided us with personal information without appropriate consent should contact info@officialcmsa.org so we can investigate and, if appropriate, delete the information.

9. Data Security

We use reasonable administrative and technical safeguards to protect the personal information we collect. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately at info@officialcmsa.org.

10. Third-Party Links

Our website and communications may link to third-party websites (including social media platforms). We are not responsible for the privacy practices or content of those third-party sites. We encourage you to review their privacy policies before providing any information.

11. Where Your Data Is Processed

CMSA is based in the United States, and the information we collect is processed and stored in the United States by us and by the service providers listed above. If you are accessing our Services from outside the United States, your information will be transferred to and processed in the United States.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date at the bottom of this page reflects the most recent revision. Material changes may also be announced via email or social media. Continued use of our Services after changes take effect constitutes acceptance of the revised policy.

13. Contact Us

Questions about this Privacy Policy or your personal information can be directed to:

Caribbean Medical Student Association, Inc. 339 Tarrytown Road, #1070 Elmsford, New York 10523 Phone: 914-610-6505 Email: info@officialcmsa.org

Last Updated: September 12, 2026