‍Privacy Policy: Virtual Experience(s)

Our Commitment to Privacy

At MI Awareness (“we,” “us” or “our”) respects your privacy. We collect user information in an effort to improve your experience, conduct mindfulness research, and communicate with you about our trainings. This Privacy Policy does not apply to the practices of companies that we do not own or control, or to people whom we do not employ or manage. We do not sell or rent your personal information to third parties.

This Privacy Policy describes the personal information we collect about you, why we collect it, and how we use it. Our Privacy Policy also describes the choices you can make about how we collect and use your information. If you have any questions about our Privacy Policy, you can always contact the MI Awareness in any of two ways:

Send us an email: connect@mi-awareness.com

Or

Write to us at:

MI Awareness

189 W. Clarkston Rd. STE 18 Lake Orion, MI 48362

Attention: Privacy Policy

If our Privacy Policy information practices change in the future, we will post an updated Privacy Policy on our website. You can tell if the Privacy Policy has changed by checking the revision date that appears at the end of this Privacy Policy. You may exercise your choices about how we collect and use your information at any time.

What kind of information does MI Awareness collect?

We collect information, such as name, email and postal addresses, phone number(s), birth date or age, gender, occupation, and personal interests from you when you visit our website, submit your information with us online by any of this site’s forms, or participate in a promotion, training or survey. We maintain a record of your interests and the services and features you use, and may also acquire information about you from our marketing partners, from unrelated third parties, and from our affiliates.

When visitors log on to our site or leave comments, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

How does MI Awareness use my information?

We will use your email and postal address to send you information about MI Awareness trainings and affiliation, to identify that you are a registered MI Awareness trainee or affiliate and to help us learn more about your user preferences.

If you participate in a promotion, we may use your personal information to send you emails, postal mail, or telephone regarding our services and promotions. From time to time, we may use this information to contact you via email, postal mail, or telephone to learn more about your user preferences. You always have the choice to unsubscribe and not to receive marketing information or calls.

In addition, we may use information about you and your interests from us and our affiliates to help us improve our site design and your online experiences. We may contact you, subject to the choices you have made, via email, postal mail, or telephone, to conduct market research and learn more about how we can improve our service offerings.

Any information collected on one of evaluation forms is used to judge the effectiveness of our trainees, affiliates, and our trainings.

Information provided on our application forms is used to determine your enrollment within a training or affiliation with MI Awareness.

If you are a MI Awareness trainee or affiliate, your email address, username, IP address and/or password will be used to verify your access to the private part of the MI Awareness website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users who are/have been enrolled in our trainings and have a user account on our website, we store a personal profile for you, including a photo, name, email address, and IP address. This information is kept indefinitely, or until you have chosen not to be affiliated with MI Awareness, Users are able to see and edit their name and profile picture when you are logged on to the system. All other info, including username, can only be changed by contacting a website administrator at connect@mi-awareness.com

Applications, evaluations and surveys may be kept up to one year on our site. Information vital to the running of our business and research that is submitted on these forms is also kept indefinitely, or until they are deemed as no longer vital.

Does MI Awareness share my information with third parties?

To create a better user experience, MI Awareness does use third party services, such as MailChimp, YouTube, Facebook, SoundCloud, Google Analytics, Zoom, Psychology Today, and PayPal, Padlet, etc.

When we offer services and promotions, with or without a marketing partner, you may be required to provide certain personal information in order to participate. In these cases, we will give you the choice not to receive email messages or other communications from us regarding our services and promotions. In this case, however, MI Awareness may still need to contact you, for example, to notify you about trainings you have expressed an interest in.

If some or all of our business is sold, MI Awareness will disclose your personal information to a purchaser that agrees to abide by the terms and conditions of our Privacy Policy.

MI Awareness reserves the right to disclose information about you as required by law, in response to legal process and law enforcement requests, and as necessary to protect the property, interests, and rights of MI Awareness, its affiliates, and others.

How do I access my information? How do I change or delete my information?

You may manage your email subscription preferences at any time by clicking on the appropriate link at the bottom of our emails. Your requested changes will take effect immediately. If you are enrolled in a training or are an affiliate, unsubscribing to our emails will impede and possibly prevent you from completing your training or affiliating with MI Awareness.

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

If you would like to update or delete your website user settings or contact information, please email us at connect@mi-awareness.com

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How does MI Awareness protect children’s privacy?

We are concerned about the safety of children when they use the internet and will never knowingly request personally identifiable information from anyone under the age of 18.

What are cookies? How does MI Awareness use cookies on its site?

A cookie is a small data file that websites often store on your computer’s hard drive when you visit their sites. A cookie may contain information, such as a unique user ID that websites use to track the pages of the sites you’ve visited. We use cookies to let us know when you visit our websites, how you interact with us, how to improve your user experience, how to enhance the performance and functionality of our website, how to make advertising messages more relevant to you and your interests, and how to customize your relationship with MI Awareness. We also use cookies to identify whether you visited one of our affiliates’ websites immediately prior to visiting our website.

When you visit our site, a cookie is used to verify your consent to using our website.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies and screen options cookies last indefinitely, until you remove them from your device. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited.

These cookies are strictly necessary to provide you with services available through our websites and to use some of its features, such as access to secure areas. Because these cookies are strictly necessary to deliver the website, you cannot refuse them without impacting how our website functions. You can block or delete them by changing your browser settings.

Is my information secure?

We conduct surveys and trainings on our website. We use Secure Sockets Layer (SSL) technology or another encryption technology to protect your online information as it is transmitted over the Internet.

What about links to other websites and services?

MI Awareness website may contain links to other sites and services. MI Awareness does not control the privacy policies or practices of these websites. You should review those policies before providing any personal information. MI Awareness is not responsible for the content or practices of any linked websites. We provide these links for the convenience and information of our visitors.

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

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Privacy Considerations when using Virtual Meeting and Collaboration Platforms

To ensure the protection of personally identifiable information and to meet privacy regulations requirements, special care needs to be taken when using virtual meeting and collaboration platforms (“virtual tools and technologies”).

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MI Awareness Team members, Wellness Collective and Staff should only use virtual tools and technologies that have MI Awareness approved contracts, as they are privacy compliant (through appropriate privacy terms and conditions) and configured with adequate security and privacy protections.  To protect] MI Awareness non-public information, virtual tools and technologies should be integrated with MI Awareness Single-Sign On or two-factor authentication, as well as have the capability for event-specific password protection, encryption and attendance control.

In absence of a contract, virtual tools or technologies should not be used for any MI Awareness activity where non-public information will be shared.

Virtual Guidelines and Best Practices

To minimize risk of disclosure or breach of non-public data, these guidelines and best practices apply to virtual tools and technologies for administrative operations and virtual learning. Both the organizer (host) and participants should be aware of the privacy risks and exposures that exist when facilitating and participating in online meetings using virtual tools and technologies. 

Be familiar with configurations and settings that minimize privacy risks associated with the use of virtual tools and technologies, such as the difference between public and non-public virtual meeting rooms:

• Non-Public Meeting Room: If the virtual event will contain content that is sensitive or includes any personal identifiable information (PII or PHI), a non-public meeting room should be used.  A non-public meeting room is one where a one-time password or access code for entry into the meeting room is required; End to end encryption is strongly recommended. All available encryption and privacy modes should always be enabled. Do not record the virtual meeting unless it’s absolutely necessary (e.g. for purposes of records retention or asynchronous learning.) If the meeting is recorded for asynchronous learning purposes, the recording must not be shared outside of the class roster without student consent.

• Public Meeting Room: If the content will not include any personal identifiable information (deidentified PII or PHI or general administrative or academic content), a public meeting room can be used.  For example, a Zoom personal room is a public meeting room unless a password has been enabled. 

The following guidance applies to both non-public and public meeting rooms

• Use a "lobby” or 'waiting room' to allow the meeting to begin only after the host joins.

• Carefully control and monitor who has the ability to invite/share the meeting invite. For example: avoid making the meeting available to anyone with the link.

• Monitor attendees through a dashboard – identify all generic attendees before meeting begins (e.g. Caller X).  The host should pay attention to all new/late arriving attendees and ask them to identify themselves.  An unauthorized attendee should be expelled or the meeting room may be locked once in progress to prohibit others from joining.

• Before anyone shares their screen, files or other content, remind them not to share sensitive or personally identifiable information during the meeting inadvertently.

Online Classes, Courses, Virtual Group Experiences, Community Group Experiences, Webinars

Instructors should be aware of the privacy risks and exposures that exist when hosting online classes and lectures and maintain compliance in regards to attendees personal information captured via virtual tools and technologies. 

Instructors should be familiar with configurations and settings that minimize privacy risks, such as controlling attendance by not making the meeting available to anyone with the link.  When the online class invite includes a virtual conference link, ensure attendees do not forward the link to others not in the class, whether by mistake or otherwise.

Telehealth Activities

MI Awareness may conduct telehealth activities for authorized services.  When using virtual meeting applications to provide telehealth services, all state licensing requirements and regulations for health professionals must still be met. If virtual meeting applications will be used for telehealth activities, non-public meeting rooms must be used. This requires the use of a one-time password or access code for entry into the meeting room. End to end encryption is strongly recommended. All available encryption and privacy settings should be enabled. 

Recordings:

As a general rule, meetings, events, classes, lectures or health sessions should not and will not be recorded by either attendees or Trainers, Hosts, Speakers, MI Awareness Representation. Webinars which are “Listen and Learn,” may be recorded by MI Awareness and or Guest Speakers as they are one-sided and do not present attendees outside of Q & A.

Please Note: during virtual experiences: attendees are given the the option to participate without having their image and/or audio on, such as allowing them to attend with no video or audio, and the option to pose questions only in the text chat window.

For further Privacy you can customize your “User Name,” post questions anonymously etc.

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