Electronic Communications Policy for the University of the Philippines Alumni Association Website

https://www.upaainamerica.org

1. Purpose

The purpose of this Electronic Communications Policy is to establish guidelines for the use of electronic communication platforms (including the website, email newsletters, social media, and other digital channels) managed by the UPAAA. This policy ensures that communications are respectful, effective, secure, and compliant with applicable laws.

2. Scope

This policy applies to all users of the UPAAA website, including members, alumni, staff, volunteers, and anyone engaging with the association through digital communications.

3. Acceptable Use

Website Content: All information published on the UPAAA website must be relevant, accurate, and aligned with the mission of the association. Users should refrain from posting offensive, misleading, or inappropriate content.

Email Communications: Email communication sent to the association (e.g., newsletters, announcements) will be professional, concise, and focused on the association’s goals and activities. Opt-in subscription is required for all mass email communications.

Social Media: Posts and interactions on social media platforms linked to the association should respect diversity, inclusion, and community standards. Users are encouraged to share positive experiences and support one another.

4. Confidentiality and Privacy

Data Protection: The alumni association is committed to protecting the personal information of its members. Any personal data collected (e.g., email addresses, names, and contact details) will be stored securely and only used for the purposes intended by the association.

User Information: Members must not share the personal information of others without consent. This includes email addresses, contact details, or any private information gathered during communications.

5. Communication Etiquette

Respectful Tone: All communications should be polite, respectful, and professional. Disrespectful language, harassment, or discriminatory content will not be tolerated.

Tone and Language: Avoid using excessive jargon or language that may be confusing or alienating. Communications should be clear and easy to understand for all audiences.

No Spam: The alumni association website and communication platforms will not support or permit spam or unsolicited promotional material.

6. Accessibility

The website and digital communications should be accessible to all users, including those with disabilities. The association will ensure compliance with accessibility standards, such as WCAG (Web Content Accessibility Guidelines), and make efforts to accommodate diverse needs.

7. Consent and Opt-In Policies

Opt-In: Users must consent to receiving electronic communications from the alumni association through an opt-in process (e.g., subscribing to newsletters or event invitations). They can unsubscribe at any time.

Cookies: The website may use cookies to enhance the user experience. A clear notice will inform users about the use of cookies, and users can opt-out as needed.

8. Security

Password Protection: Users accessing restricted areas of the website (e.g., member profiles, donation portals) should ensure that their passwords are secure and not shared with others.

Data Breaches: In the event of a data breach affecting personal information, the alumni association will notify affected users promptly and take necessary actions to secure data.

9. Non-Endorsement of External Communications

The alumni association does not endorse external communications (e.g., advertisements, third-party promotions) that are unrelated to the mission of the association. All external links or content shared on the website or through emails will be reviewed for relevance and appropriateness.

10. Disciplinary Actions

Violations of this policy may result in the suspension or termination of website access, removal from mailing lists, or other disciplinary actions. Severe violations (e.g., illegal activities or harassment) may also result in legal action.

11. Changes to the Policy

UPAAA reserves the right to update or change this policy as necessary. Any changes will be communicated to users, and the latest version will always be available on the website.

12. Contact Information

If you have any questions or concerns about this policy, please contact UPAAA

Contact Email info@upaainamerica.org