Below are several sample policies for privacy and non-solicitation. Please also review the LeadersEdge article on this topic.
The chapter collects and maintains membership information as part of servicing your membership. We restrict access to nonpublic personal information about members to the Society for Human Resource Management (SHRM) and the chapter Board, Chair, and Committee members with a business reason to know this information in order to provide member services to our members.
The chapter may share mailing lists (names and mailing addresses) of our members to selected human resources affiliates and service providers as authorized in advance by the Board of Directors. Independent contractors and outside companies who perform work for us are required to adhere to strict privacy standards through their contracts with us. The chapter does not share member e-mail addresses to third parties.
The chapter may be required by law enforcement or judicial authorities to provide information on individual members to the appropriate governmental authorities. In matters involving a danger to personal or public safety, the chapter may voluntarily provide information to appropriate governmental authorities.
The chapter is in compliance with the CAN-SPAM Act of 2003.
Sample Non-Solicitation Policy
Members and guests shall conduct themselves in a professional manner at all chapter events. Mass solicitation and solicitation during chapter events is prohibited unless authorized in advance by the Board of Directors.
Solicitation - Associate members will be allowed to sponsor chapter meetings, seminars, and events. In return, sponsors will be allowed to set-up a six-foot table, in the rear of the meeting room, to display product literature and samples. Sponsors may solicit individuals who approach their display table and inquire about their product or service. Associate members will not be allowed to solicit members in any other way during meetings, seminars or other events. Associate members may not solicit members by mail, telephone, fax, email, and personal visits or by any other means.
It is contrary to the purpose for which the chapter was founded for any Member to realize a monetary gain through business transactions, by virtue of their membership in this Society.
Any Member or whose invited guest engages in unwanted solicitation or obtains names of other Members without Board consent for future solicitation for the purpose of realizing a monetary gain.
Termination of Membership
By majority vote the Board of Directors may terminate the membership of any member who, in the judgment of the Board of Directors, fails to comply with the Bylaws of this Association or violates any of the following conditions:
by their actions cast adverse reflection on this Chapter, or otherwise violate this Chapter's code of ethics;
fails to pay their chapter dues by the deadline;
conducts or whose guest conducts unwanted solicitation of business at any function of the association.
No member shall actively solicit business from any other member at Association meetings, via use of the directory or through the use of information provided to him/her as a member of the chapter without the approval from the Board of Directors.
All members and guests are expected to conduct themselves at meetings in a professional manner upholding the purposes of the chapter. Therefore, the solicitation of free advice or business sales is strictly forbidden during chapter meetings and social periods.
No member shall actively solicit business from any other member at association meetings or through the use of information provided to him/her as a member of the chapter without approval from the Board of Directors.