Polish Genealogical Society of New York State (PGSNYS)
This Privacy Policy explains how PGSNYS collects, uses, and protects the personal information of visitors to our website and members of our Society. We are committed to handling your information responsibly and transparently.
Information We Collect
Memberships and Renewals When you join PGSNYS, renew your membership, or update your membership information, we collect your name, mailing address, phone number (if provided), and email address (if provided). This information is used to administer your membership, process renewals, communicate Society news and events, and deliver issues of The Searchers newsletter.
Contact Form Submissions When you submit a message through our contact form, we collect your name and email address in order to respond to your inquiry.
Online Donations and Payments When you make a donation or join the Society through our website, you are directed to PayPal to complete your transaction. PGSNYS does not collect or store your payment information. PayPal handles all payment processing and recurring membership payments and is subject to its own privacy policy.
Log Data When you visit our website, our server automatically records certain information that your browser sends, known as log data. This may include your IP address, browser type and version, the pages of our website you visit, the time and date of your visit, and the time spent on those pages.
Website Usage Data We use Google Analytics, administered through Google Tag Manager, to help us understand how visitors use our website. This tool collects anonymous data such as pages visited, time spent on the site, and general geographic location. It does not identify you personally. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout.
How We Use Your Information
We use the information we collect only for the purposes for which it was provided — to administer memberships and renewals, respond to inquiries, process donations, deliver member benefits and publications, communicate Society news, events, and programs, and improve our website and online services.
From time to time we may contact members by email or phone regarding membership renewal, Society news, upcoming events, and other communications related to PGSNYS programs and services. We may also conduct member surveys or outreach to better understand how we can serve our membership. Members who wish to be removed from any communications may contact us at information@pgsnys.org.
From time to time we may share information about programs, events, and activities offered by partner organizations whose missions align with the interests of our members, including genealogical, historical, cultural, educational, and Polish heritage organizations. This involves sharing event information only — no member information is shared with or received from these organizations.
We Do Not Sell Your Information
PGSNYS does not sell, rent, trade, or otherwise share your personal information with any third party for marketing or commercial purposes.
Third-Party Service Providers
We may use trusted third-party service providers to help operate our website, process donations and membership payments, distribute email communications, host online meetings, and analyze website usage. These providers may have access to information only as necessary to perform services on our behalf and are subject to their own privacy and security practices.
How We Protect Your Information
We take reasonable precautions to protect the personal information you share with us. Member information is accessible only to authorized PGSNYS officers and board members. We do not store payment information on our website or servers. No method of electronic transmission or storage can be guaranteed to be completely secure.
Recordings and Photographs
With the prior approval of the presenter or speaker, some PGSNYS programs and presentations are recorded via Zoom and made available to members. Recordings are shared only with the consent of the presenter and are removed upon their request. Participants who appear in recordings during a presentation, Q&A, or open discussion should be aware that their image or voice may be captured.
PGSNYS may also take photographs or recordings during meetings, conferences, workshops, fairs, festivals, and other Society events for use in newsletters, social media, websites, promotional materials, and historical archives.
Individuals with concerns about appearing in recordings or photographs may contact us at information@pgsnys.org.
Cookies and Website Analytics
Like most websites, our site uses cookies — small text files stored on your device — to support basic site functionality including the Member Portal and your cookie consent preferences. You can manage your cookie preferences at any time using the cookie consent tool on our website.
Member Portal
Access to the PGSNYS Member Portal is provided to current members via a password issued by the Society. We do not collect or store self-created login credentials. The Society password is updated periodically to maintain access security.
Data Retention
PGSNYS may retain membership, donation, and organizational records for as long as reasonably necessary to administer memberships, comply with legal obligations, preserve organizational history, and support the Society’s educational and nonprofit mission.
Website analytics and log data are retained in accordance with the settings and practices of the services that collect them.
Access and Correction of Information
Members may request updates or corrections to their contact information at any time by contacting PGSNYS at information@pgsnys.org.
International Visitors
Our website and databases are accessible to visitors from outside the United States, including from Europe and other regions. PGSNYS is a New York State nonprofit organization and our privacy practices are governed by applicable United States law.
If you are visiting from outside the United States, please be aware that information you provide may be transferred to and processed in the United States.
Third-Party and External Websites
Our website contains links to external websites, including genealogical databases, archives, research resources, and social media platforms. This Privacy Policy applies only to the PGSNYS website.
We encourage you to review the privacy policies of any external websites you visit. We have no control over and assume no responsibility for the content, security, or privacy practices of third-party sites.
Children’s Privacy
Our website is not directed toward children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us at information@pgsnys.org and we will take reasonable steps to remove it.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised review date. We encourage you to review this policy periodically.
Contact Us
If you have questions about this Privacy Policy or how your information is handled, please contact us:
Email: information@pgsnys.org
Mail: Polish Genealogical Society of New York State (PGSNYS) P.O. Box 984 Cheektowaga, NY 14225
Last reviewed: June 2, 2026