Long Island Authors Group Privacy Policy

We value your privacy and are committed to protecting your information. This Privacy Policy explains what information we collect when you visit our website, how we use it, and the choices available to you.

Last Updated: February 27, 2026

Long Island Authors Group ("LIAG," "we," "our," or "us") is a nonprofit literary organization incorporated in the State of New York and recognized as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code. We are deeply committed to protecting the privacy and personal information of our members, website visitors, donors, event participants, and all individuals who interact with our organization.
This Privacy Policy explains what personal information we collect, how we use and protect it, when we may share it, and what rights and choices you have regarding your information. It applies to information collected through our website at longislandauthorsgroup.org, our membership processes, event registrations, donation processing, email communications, and any other interactions with LIAG.

By using our website or providing information to LIAG, you agree to the practices described in this Policy. If you do not agree, please refrain from using our website or submitting personal information to us.

1. Our Organization and This Policy

1.1 About Long Island Authors Group

Long Island Authors Group is a New York nonprofit corporation and 501(c)(3) public charity dedicated to supporting, promoting, and connecting authors on Long Island and beyond. As a nonprofit organization, we have specific legal obligations regarding data privacy, charitable solicitation, and donor information that are reflected throughout this Policy.

1.2 Scope of This Policy

This Policy covers personal information collected from and about:

• Visitors to our website
• Members and applicants for membership
• Donors and supporters
• Event attendees and registrants
• Newsletter and email subscribers
• Volunteers and board members
• Authors listed in our directory
• Vendors, speakers, and organizational partners

2. Information We Collect

2.1 Information Collected Automatically (Website Visitors)

When you visit our website, our web server and third-party analytics tools may automatically collect:

• Browser type and version
• Operating system and device type
• Pages visited, time spent, and navigation paths
• Referring website or link
• IP address (used for analytics and security purposes)
• Approximate geographic location (city/region level, derived from IP address)
• Date and time of your visit

2.2 Membership Information

When you apply for or renew membership with LIAG, we collect:

• Full name and preferred display name
• Mailing address
• Email address and phone number
• Author biography and photo (if provided for directory listing)
• List of published works and genres
• Website URL and social media handles (optional)
• Membership payment and renewal information
• Communications and correspondence with LIAG

2.3 Donor and Contribution Information

As a 501(c)(3) organization, we collect information from donors to process gifts, issue receipts, comply with IRS requirements, and maintain donor records. This includes:

• Full name and mailing address
• Email address
• Donation amount, date, and payment method (credit/debit card, check, or other)
• Recurring donation preferences
• Designated gift restrictions or purposes, if any
• In-kind donation descriptions

Note: LIAG does not store complete credit card numbers. Payment card data is processed by our third-party payment processor and is subject to that processor's security standards (PCI-DSS).

2.4 Event Registration Information

When you register for events, workshops, readings, or other LIAG programs, we collect:

• Name and contact information
• Registration and attendance records
• Payment information for ticketed events
• Accessibility or dietary needs (when voluntarily provided)
• Emergency contact information (where applicable)

2.5 Newsletter and Email Subscription Information

When you subscribe to our newsletter or email lists, we collect:

• Name and email address
• Communication preferences
• Email engagement data (open rates, click rates) through our email platform

2.6 Author Directory Information

Authors who choose to be listed in our directory provide biographical, professional, and contact information for public display. This information is voluntarily submitted and may be publicly visible on our website.

2.7 Volunteer and Board Member Information

For volunteers and board members, we may additionally collect:

• Background check information (where applicable and with consent)
• Emergency contact information
• Skill sets and areas of interest
• Availability and scheduling preferences
• IRS Form 990 disclosures (for board officers, as required by law)

2.8 Contact Form and Communications

When you contact us through our website contact form, email, or other channels, we collect the information you provide, including your name, email address, and the content of your message.

3. Cookies and Tracking Technologies

3.1 What We Use

Our website may use cookies and similar tracking technologies, including:

• Essential cookies — required for basic website functionality
• Analytics cookies — help us understand how visitors use the site (e.g., Google Analytics)
• Preference cookies — remember settings and choices you make

3.2 Your Cookie Choices

When you first visit our site, you will be offered the option to accept or decline non-essential cookies. You may also manage cookies at any time through your browser settings. Disabling cookies may affect the functionality of certain website features. You can also clear previously stored browser data — including history, cached content, saved passwords, and cookies — through your browser's Settings menu.

3.3 Do Not Track

Some browsers transmit "Do Not Track" signals. Our website does not currently respond to Do Not Track signals; however, we limit data collection to what is described in this Policy.

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 Organizational Operations

• Processing and managing memberships
• Processing donations and issuing tax-acknowledgment receipts as required by the IRS
• Administering events, workshops, and programming
• Communicating with members, donors, and supporters
• Maintaining our author directory
• Fulfilling obligations to volunteers and board members

4.2 Communications

• Sending newsletters, event announcements, and organizational updates
• Responding to inquiries and requests
• Providing member services and support
• Soliciting donations and support (in compliance with New York charity solicitation laws)

4.3 Legal and Compliance Obligations

• Filing annual IRS Form 990 and New York CHAR500 (Annual Financial Report) as required
• Maintaining donor records as required by IRS and New York law
• Complying with the New York Nonprofit Revitalization Act
• Retaining records as required by applicable federal and state law
• Responding to lawful legal process or government requests

4.4 Website and Security

• Monitoring website traffic and improving performance
• Protecting against spam, fraud, and security threats
• Maintaining website security and integrity

5. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share information only in the limited circumstances described below.

5.1 Service Providers

We work with trusted third-party vendors to help operate LIAG, including payment processors, email marketing platforms, website hosting providers, and event registration tools. These providers are contractually required to protect your information and may only use it to perform services on our behalf.

5.2 Legal Requirements

We may disclose information when required by law, including in response to a valid subpoena, court order, or government request, or to protect the rights, safety, or property of LIAG, its members, or the public.

5.3 IRS and Regulatory Disclosures

As a 501(c)(3) organization, certain information — including the names and compensation of our five highest-paid employees and certain board member information — may appear on our publicly available IRS Form 990. Donor names and gift amounts are generally not publicly disclosed except as required by law.

5.4 New York Charitable Registration

LIAG is registered with the New York State Attorney General's Charities Bureau. Our registration and financial filings (CHAR500) are public records available through the Attorney General's office.

5.5 Author Directory

Information you submit for inclusion in our public author directory will be visible to website visitors. You may request removal or updates to your directory listing at any time.

5.6 Organizational Transfers

In the unlikely event of a merger, dissolution, or significant organizational restructuring, personal information may be transferred to a successor nonprofit organization, subject to equivalent privacy protections.

6. Donor Privacy

LIAG is deeply committed to protecting the privacy of our donors. In addition to the general provisions of this Policy, the following donor-specific protections apply:

• Donor names and contact information will not be sold, traded, or shared with other organizations for their fundraising purposes.
• Donors may request to remain anonymous in any public recognition materials.
• We honor donor intent regarding designated gifts.
• We provide written acknowledgment of all charitable contributions of $250 or more as required by the IRS.
• We maintain donor records for a minimum of seven (7) years in accordance with IRS record retention guidelines and New York law.
• Donors may opt out of future solicitations at any time by contacting us.

LIAG adheres to the Association of Fundraising Professionals (AFP) Donor Bill of Rights, which affirms each donor's right to be informed of our mission, to receive appropriate acknowledgment, to be assured their gifts are used as intended, and to have their privacy respected.

7. New York SHIELD Act and Data Security

7.1 Our Commitment to Security

LIAG complies with the New York Stop Hacks and Improve Electronic Data Security (SHIELD) Act, which requires organizations that handle private information of New York residents to implement and maintain reasonable data security safeguards. Our security program includes:

• Administrative safeguards: designated data security responsibilities, staff training, and vendor oversight
• Technical safeguards: encryption of sensitive data in transit and at rest where practicable, access controls, and regular security assessments
• Physical safeguards: secure storage of physical records and restricted access to systems containing personal information

7.2 "Private Information" Under the SHIELD Act

Under the NY SHIELD Act, "private information" includes your name combined with any of the following: Social Security number, driver's license number, financial account numbers, biometric data, or certain health or medical information. We take heightened care with any such information.

7.3 Data Breach Notification

In the event of a data breach that compromises your private information, LIAG will notify affected individuals and the New York State Attorney General as required by the NY SHIELD Act and General Business Law § 899-aa. Notification will be made in the most expedient time possible and without unreasonable delay.

7.4 Limitations of Security

While we take reasonable precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of your information.

8. Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy:

• Membership records: retained for the duration of membership and for a minimum of three (3) years thereafter
• Donor records: retained for a minimum of seven (7) years as required by IRS guidelines and New York law
• Event records: retained for three (3) years following the event
• Financial and accounting records: retained for seven (7) years in compliance with IRS and New York requirements
• Board meeting minutes and governance documents: retained permanently
• Website analytics data: retained in accordance with our analytics provider's retention policies (typically 26 months)
• Email subscriber data: retained until you unsubscribe or request removal

When personal information is no longer needed, we dispose of it securely, including by shredding paper documents and permanently deleting digital records.

9. Your Rights and Choices

You have the following rights regarding your personal information:

9.1 Access and Correction

You may request access to the personal information we hold about you, or request that we correct inaccurate or incomplete information. Members may update their directory listing and contact information at any time.

9.2 Deletion

You may request deletion of personal information that we no longer need for a legitimate purpose. Note that we may be required to retain certain records under applicable law (e.g., donor records and financial records), even if you request deletion.

9.3 Opt-Out of Communications

You may opt out of receiving LIAG newsletters, event announcements, or fundraising solicitations at any time by clicking the "unsubscribe" link in any email, or by contacting us directly. Transactional communications (such as membership confirmations or donation receipts) are not subject to opt-out.

9.4 Author Directory Listing

Authors may request to add, update, or remove their listing from the LIAG directory at any time by contacting us.

9.5 California and Other State Privacy Rights

Although LIAG is a New York organization, we recognize that some individuals who interact with us may reside in states with additional privacy rights (such as California's CCPA/CPRA). We will honor reasonable requests to access, correct, or delete personal information consistent with applicable state law.

9.6 How to Exercise Your Rights

To exercise any of the rights described above, please use our web contact form at longislandauthorsgroup.org/contactus.php or write to us at the address listed in Section 13. We will respond to verifiable requests within a reasonable time.

10. Children's Privacy

LIAG's website and programs are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately so we can delete it. For programs that include minors (e.g., youth writing workshops), we will obtain appropriate parental or guardian consent as required by the Children's Online Privacy Protection Act (COPPA) and applicable New York law.

11. Email Communications and CAN-SPAM Compliance

LIAG complies with the federal CAN-SPAM Act and related regulations. Specifically:

• We will clearly identify ourselves as the sender in all commercial email.
• We will not use deceptive subject lines or header information.
• Each marketing email will include a clear and easy method to unsubscribe.
• We will honor opt-out requests within ten (10) business days.
• We do not sell or transfer your email address to third parties for their marketing purposes.

12. Third-Party Services and External Links

12.1 Third-Party Service Providers

We may use third-party services to help operate our organization, including but not limited to:

• Website hosting and content delivery services
• Payment processors for membership dues and donations
• Email marketing platforms
• Event registration tools
• Website analytics (e.g., Google Analytics)
• Social media platforms (including our Facebook Group)

Each of these providers operates under its own privacy policy. We encourage you to review their policies to understand how they handle your information.

12.2 External Links

Our website may contain links to third-party websites, including author websites, publishers, and literary organizations. We are not responsible for the privacy practices or content of external sites. We encourage you to review the privacy policies of any third-party sites you visit.

12.3 Social Media

LIAG maintains a presence on Facebook and potentially other social media platforms. Information you share on our social media pages is governed by those platforms' privacy policies. We do not control the data collection or use practices of social media companies.

13. Governance and Accountability

As a New York 501(c)(3) nonprofit, LIAG is accountable to its members, donors, the IRS, and the New York State Attorney General's Charities Bureau. Our Board of Directors has overall responsibility for ensuring that this Privacy Policy is appropriate and is followed. Our board reviews this Policy periodically and updates it as needed.
LIAG maintains a Conflict of Interest Policy and other governance documents consistent with New York's Nonprofit Revitalization Act of 2013. Board member information required by law may be disclosed on our publicly available Form 990.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or organizational operations. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify members or subscribers by email. We encourage you to review this Policy periodically. Your continued use of our website or services after any changes constitutes your acceptance of the updated Policy.

15. How to Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal information, contact us using our web contact form

We are committed to resolving any privacy concerns promptly and respectfully. If you believe your privacy rights have been violated, you may also contact the New York State Attorney General's Charities Bureau at www.charitiesnys.com.

This Privacy Policy is intended to comply with applicable federal law (including the Internal Revenue Code, CAN-SPAM Act, and COPPA), New York State law (including the NY SHIELD Act, the Nonprofit Revitalization Act of 2013, and Executive Law Article 7-A governing charitable solicitation), and generally accepted nonprofit privacy best practices.