This page contains two privacy policies. The first is our Website Privacy Policy, which covers how we collect and use data through this website. The second is our Organizational Privacy Policy, which covers how HCA handles member, visitor, and auction participant information more broadly.
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HCA Organizational Privacy Policy
Sending an Email to HCA or the Museum
If you choose to send us an email that includes personal information, normally we will use the information provided only to respond to your message and for no other purposes. We do not use the information to create personal profiles or give it to others for commercial use or other purposes without your consent.
Members’ Personal Information
HCA will not sell, share, or trade members’ personal information with any other organizations. HCA will not send mailings to members on behalf of other organizations. This policy applies to all information received by HCA in any form, both online and offline, as well as any electronic, written, or oral communications.
Membership records will be disclosed as required by law. In accordance with Ohio law, members of HCA are permitted to review HCA’s membership roll, consisting of members’ names and addresses, date of admission to membership, and membership category (if applicable).
With the member’s express permission, a member’s contact information (name, address, phone number, and email address) may be shared with one or more chartered study clubs as requested by the member.
A chartered study club may provide a roster of its members to HCA and to club members only. The roster may be used only for study club business, and the roster and any personal information contained in it must not be shared with any non-members of the club.
Additional Uses of Information from Members
As required by law, good faith or exigent circumstances, HCA and the museum reserve the right to access, use, preserve, or disclose personal information as required by law or in the good faith belief that such action is reasonably necessary to:
- comply with the law or legal process served on HCA or the museum or this website;
- protect and defend the rights, interests or property of HCA and the museum and their respective volunteers, members, agents or employees, or third parties;
- protect the personal safety of HCA members or members of the public in general.
HCA Benefit Auctions
In-Person Auctions
When you register in person as a bidder in an HCA benefit auction (including, but not limited to, the Spring Benefit Auction and the Dave Spahr Fall Select Auction), the personal information collected may include:
- Contact name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number
This information is used for registration as a bidder in the auction and issuance of a bidder number. It is retained in a computer database to facilitate registration at future auctions and, for registrants who are not HCA members, to facilitate mailing of future auction catalogs.
For winning bidders who pay by check, the check number is recorded. For winning bidders who pay by credit card, the type of card and the last four digits of the card number are recorded. This information is used solely to facilitate the reconciliation of funds.
Absentee Bidders
If you place an absentee bid in an HCA benefit auction, the personal information collected may include:
- Contact name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number
This information is used for registration as a bidder in the auction and issuance of a bidder number. We retain this information in a computer database to facilitate registration at future auctions and, for registrants who are not HCA members, to facilitate mailing of future auction catalogs.
Absentee bidders may elect to pay by check or credit card. Absentee bidders who choose to pay by check provide the check number on the absentee bid form. The check number will be recorded solely to facilitate reconciliation of funds. If an absentee bidder has submitted a check but does not win any lots, we will return the check to the bidder if a self-addressed stamped envelope has been provided. If the bidder has not provided a self-addressed stamped envelope, we will shred the check.
Winning absentee bidders who choose to pay by credit card provide the card type, number, expiration date, and security code on the absentee bid form. Only the card type and last four digits of the card number are retained in the auction database after the payment is processed. This information is used solely to facilitate reconciliation of funds. Before and immediately following our auctions, the absentee bidding forms are stored in a secure location at the museum. Retention of these forms is as directed by our accountants.
Online Auctions
When you register as a bidder in an HCA online auction (including, but not limited to, a Heisey Heritage Auction), the personal information collected may include:
- Contact name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number
This information is used for registration as a bidder in the auction and issuance of a bidder number. We retain this information in a computer database to facilitate registration at future auctions and, for registrants who are not HCA members, to facilitate mailing of future auction catalogs.
Payment for items won in an online auction is made by credit card. Only the card type and last four digits of the number are retained in the auction database after the payment is processed. This information is used solely to facilitate reconciliation of funds.
The handling of personal information submitted in connection with an online auction may also be subject to the privacy policy of the online auction platform. HCA and the museum are not responsible for the privacy policy or information gathering practices of any online auction platform utilized by HCA for its auctions. The privacy policy for the HiBid auction platform may be found here: https://hibid.com/home/privacypolicy
Purchases at Museum Shop
When you make a purchase at the Museum Shop, your personal information is stored in our Point of Sale (POS) system. Your personal information is used solely for identification and sales history, and to complete the sale. This personal information may include:
- Purchaser’s name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number
If you make a purchase using a credit or debit card, the POS system stores only the card type and the last four digits of the card number. This information is used for reconciliation purposes only.
If you make a purchase and pay by check, your check is kept in a secure location in the museum until deposited. We do not retain copies of checks.
We retain order forms only until we receive confirmation that the order has been fulfilled. Credit or debit card information is redacted or removed from the forms. The following personal information may be included on order forms:
- Purchaser’s name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number
A receipt generated by the POS system is attached to sales paperwork to record completion of a sale. For payments by credit or debit card, the receipt includes the card type and last four digits of the card number. For payments by check, the receipt includes the check number. Receipts are retained for seven years or as directed by our accountants. The following personal information may also be included on a receipt:
- Purchaser’s name
- Business name, if any
- Address, including city, state and zip
- Email address
- Phone number