Effective May 25, 2018
Your Privacy Matters
FreeToastHost 2 is a free website provider, content management system, and email list server for the exclusive use of Toastmasters clubs and districts in good standing. Use of this system is strictly for purposes of Toastmasters related activities and business. We take privacy very seriously and it is our intention to be transparent about the data we collect about you, how it is used and with whom it is shared.
Table of Contents:
- Data We Collect
- How We Use Your Data
- How We Share Information
- Your Choices & Obligations
- Other Important Information
Our registered users ("Members" or "District Leaders") share their contact information to communicate with other Members and District Leaders, engage with other Members or District Leaders in their club or District, sign up for meeting roles online, post and view relevant website content, and learn new communications and leadership skills in the Toastmasters educational programs. Content and data on some of our Services is viewable to non-members ("Visitors").
We use the term "Designated Countries" to refer to countries in the European Union (EU), European Economic Area (EEA), and Switzerland.
Data Controllers and Contracting Parties
Your personal data is stored on and controlled by our FreeToastHost server located at IP address 188.8.131.52
1. Data We Collect
1.1 Data You Provide To Us
You provide data to create a FreeToastHost website (website administrator's contact information) and Members / District Leaders provide data as part of being registered with the club or district website, respectively.
To create a FreeToastHost website you need to provide data including your name, email address, and the club or district number that you are requesting a website for as the new website's administrator. Upon approval by recognized club or district "authorities" (e.g., email address on toastmasters.org), the administrator will receive an email via the provided email address containing link to set their administrator password. The website administrator is a "superuser" role recognized by the FreeToastHost system for administration of club / district websites. Only one registered website administrator is recognized by the system, but the website administrator has the ability to delegate certain administrator functions to club / district officers.
The website administrator is a distinct role recognized by the system and does not have a profile, per se, as the role is associated with the regular club or district website maintenance and administration. The website administrator does not have to be a registered Member / District Leader in the website.
To become a registered users of a FreeToastHost website as a Club Member or District Leader, you generally need to provide your name and email address, at a minimum to the club / district website administrator or their delegate to be entered into the website. You can optionally provide a phone number that is only visible to other registered users of the website. When you are registered, you can gain access to other club members / district leaders contact information by requesting a new password link be emailed to you when you log in.
You can still use the website if you do not provide an email address, but you will experience fewer benefits from using the website if you do that. You would not be able to receive emails from the club / district distribution lists, you would not be able to receive emailed meeting agendas, and you would not be able to receive notifications from the website intended to be of benefit to you. The system does contain a number of settings available via your Member Profile to enable you to control which notifications you would like to receive and which you do not want to receive.
Once you have obtained a Club Member / District Leader password for your club / district website, you can access and edit your member profile to optionally add additional details about yourself and set your website usage preferences.
You have choices about the information on your profile, such as a secondary email address, your phone number, your Toastmasters member number, your email preferences, your social media links, a short biographical summary, and your photo. You don't have to provide additional information on your profile; however, profile information helps you to get more from your website, including facilitating familiarity and communication with other club members / district leaders, enabling you to easily sign up for Toastmasters meeting roles, and helping your club or district attract other members and district leaders. It's your choice whether to allow your name, biographical information, and photo to be listed on the club/district's Meet Our Members web page—by default, that is disabled. Please do not post or add sensitive personal data to your profile.
By default, when a new member or district leader is added to a FreeToastHost website, the "Allow Administrator Edits to my Profile" setting is enabled to allow the member to quickly be added to the system (with the administrator's assistance). However, once the member is registered in the system, gets their password, and obtains access to their member profile, this setting can be disabled to prevent further changes to the profile by the website administrator or their delegate. If the member chooses to leave this setting enabled, they will be notified whenever someone other than themselves has edited their profile.
1.2 Data From Others
You and others may post content that includes information about you (as part of web pages, meeting agendas, meeting notices, forum posts, comments, member emails, and videos) using our website system. FreeToastHost does not make use of this information for any reason other than to compose web pages for your club / district website.
We may receive personal data (including contact information) about you when you complete the Contact Us form or send messages using our email services.
We may receive publicly available contact information from Toastmasters International (e.g., information published on Find a Club pages).
1.3 Service Use
We log your visits, use of our websites, use of our email services, and file uploads to our websites. If your club / district has elected to use Google Analytics, then the pages you visit on the website will also be logged via that service.
We use log-ins, cookies, device information and internet protocol ("IP") addresses to identify you and log your use.
1.4 Cookies and Other Similar Technologies
We collect data through cookies and similar technologies.
1.5 Your Device and Location
We may receive data from your devices and networks, including location data.
When you visit our websites, we receive the URL of the site you came from. We also get information about your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier.
If you communicate through our email services, those communications are logged for troubleshooting purposes. (All emails through the system are logged.)
We collect information about you when you send, receive, or engage with messages in connection with our websites and email services.
We are often improving the FreeToastHost website system, which means we get new data and create new ways to use data.
2. How We Use Your Data
We use your data to provide, support, personalize and develop the FreeToastHost Website System and email services.
How we use your personal data will depend on which website features you use, how you use those website features and the choices you make in your website settings member profiles. We use the data that we have about you to provide custom websites and personalize user experiences, including email, including with the help of automated systems and inferences we make, so that they can be more relevant and useful to you and others.
Our services provide free websites, custom Toastmasters-focused functionality (e.g., meeting agendas), and email communications for Toastmasters in good standing.
We use your data to authorize access to our Services.
Websites for Toastmasters Clubs and Districts
Using our website template, we provide websites filled in with your custom content for a appealing website that represents your club or district.
FreeToastHost provides some custom functionality such as online meeting agendas that are intended to simplify Toastmasters club operations. You are not obligated to used this custom functionality—it can be disabled.
We provide an email list server that supports email distribution lists and officer email addresses. You can also create custom email addresses and distribution lists.
We contact you and enable communications between Members. We offer settings to control what messages you receive and how often you receive some types of messages (e.g, meeting notifications).
We will contact you through email or messages viewable when you log in to your website. We will send you messages about the availability of our services, security, or other service-related issues. We may also send messages about system updates, reminders, documentation updates, and useful forum posts from our support forums. Please be aware that you cannot opt-out of receiving service messages from us, including security and legal notices.
2.3 Developing Services and Research
We continue to develop our system and may collect usage data or conduct surveys to determine how to best use our limited resources for further development.
We use information, including public feedback, from our support forums, database queries, and user surveys to inform our decisions about how to further develop the FreeToastHost website system in order to provide you and others with a better, more intuitive and personalized experience and facilitate good communications.
Polls and surveys may be conducted by us and others through our support forums. You are not obligated to respond to polls or surveys, and you have choices about the information you provide.
2.4 Customer Support
We use data to help you and fix problems. We may collect debugging information in testing logs when troubleshooting a problem that could include personal information. This debugging information is flushed from the system regularly.
We use the data (which can include your communications) to investigate, respond to and resolve complaints and FreeToastHost system issues (e.g., bugs).
2.5 Aggregate Insights
We use data to generate aggregate insights. This is typically done via database queries to determine what settings have been changed from the default settings.
Clubs and districts may collect additional information via services such as Google Analytics which tracks what web pages are being accessed.
2.6 Security and Investigations
We use data for security, fraud prevention and investigations.