Policies

Note: Additional Conference-Specific Policies are located in our conference registration: Willamettewriters.org/wwcon.

Privacy Policy

Reading this privacy notice will help you understand your privacy rights and choices. Our shortened privacy policy is included below. For our more detailed policy, please click here. If you do not agree with our policies and practices, please do not use our services. If you still have any questions or concerns, please contact us: https://willamettewriters.org/contact-us/

We collect personal information that you provide to us.
Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.
We may share information in specific situations and/or with third parties, but we will never sell your information.
We may use cookies and other tracking technologies to collect and store your information.
We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.
We aim to protect your personal information through a system of organizational and technical security measures.
We do not knowingly collect data from children under 18 years of age without express guardian consent. We do not knowingly market to children under 18 years of age.
In some regions, you have rights that allow you greater access to and control over your personal information.
If you are a resident of California, Colorado, Connecticut, Utah or Virginia, you are granted specific rights regarding access to your personal information.
We will update this notice as necessary to stay compliant with relevant laws and changing technology.
You may review, change, or terminate your account at any time and changing technology.

Questions or concerns? For our more detailed policy, please click here. If you do not agree with our policies and practices, please do not use our services. If you still have any questions or concerns, please contact us: https://willamettewriters.org/contact-us/

Cancellation and Refund Policies

Revised and Adopted by the Governance Committee 2/22/2024

Membership and Events Cancellation by Willamette Writers (Excluding August Conference):

Willamette Writers reserves the right to refuse/cancel a membership in Willamette Writers.
- If Willamette Writers refuses a new or renewing membership, registrants will be offered a full refund.
Willamette Writers reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable.
- Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund OR transfer registration to the same event at the new, future date.

Membership and Events Cancellation by Participant (Excluding August Conference):

Membership cancellations received within 30 days of registration may be eligible to receive a full refund less a handling and service fee of 10% of the cost of membership.
Event registration cancellations received 7 days before the event may be eligible to receive a refund less a handling and service fee of 10% of the cost of the event.
Cancellations for memberships and events received after the stated deadline(s) will not be eligible for a refund.
Cancellations will be accepted via phone, fax or email, and must be received by the stated cancellation deadline.
All refund requests must be made by the participant or credit card holder.
Refund requests must include the name of the participant and/or transaction number.
Refunds will be credited back to the original credit card used for payment. Check or cash payments will be refunded by check from Willamette Writers.
If cancelled within 24 hours of registration, membership and events receive a full refund and are not charged a handling and service fee.

These above policies apply to all Willamette Writers events unless otherwise noted in the corresponding event materials. Please read all individual event information thoroughly. Willamette Writers is a non-profit and deducts handling and service fees when charged by our third-party service providers.

Method of Transaction Security

Through its payment gateway Authorize.net, Willamette Writers uses Secure Sockets Layer (SSL) technology to provide you with the safest, most secure purchasing experience possible. SSL technology enables encryption (scrambling) of sensitive information during your online transactions. All of the forms on our site are secured with SSL technology so your personal information stays safe and out of malicious hands.

Disclosure of Currency

All Transactions are in US Dollars.

Privacy Policy Changes

Although most changes are likely to be minor, Willamette Writers may change its Privacy Policy from time to time, and in our sole discretion. Willamette Writers encourages visitors to frequently check this page for any changes to its Privacy Policy.

Customer Service Contact

For questions, please contact Willamette Writers at:

5331 S. Macadam Ave.

Suite 258, PMB 215

Portland, OR 97239

https://willamettewriters.org/contact-us/

Anti-Discrimination Policy

Revised and adopted by the Board 5.19.22

Willamette Writers is a 501(c)3 nonprofit organization. We value diversity. We do not discriminate based on race, religion, color, sex, marital status, family status, national origin, ethnicity, age, mental or physical ability, sexual orientation, gender identity, educational background or income.

Willamette Writers Anti-Harassment Policy

Revised and Approved by The Governance Committee 7.8.23

Willamette Writers does not tolerate unlawful harassment of any Board member, Program Leader, Chapter Coordinator, speaker/presenter, hired contractor/staff, volunteer, organization member, conference/program attendee, or guest. Harassment practices that violate this policy include all behavior that violates federal, state, or local law, including, but not limited to harassment related to an individual’s race, religion, color, gender, sex, sexual orientation, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, and/or physical or mental disability. For the purpose of this policy, the term “harassment” includes slurs and other offensive remarks, jokes, other verbal, graphic, or physical conduct.

In addition to the above listed conduct, Willamette Writers prohibits sexual harassment, which can include the following examples of unacceptable behavior:

unwanted sexual advances;
offering career benefits in exchange for sexual favors;
visual conduct such as leering, sexual gestures, displaying sexually suggestive objects or pictures, cartoons or posters;
verbal sexual advances or propositions;
verbal abuse of a sexual nature, specifically graphic verbal commentaries about an individual’s body or sexually degrading words
suggestive or obscene letters, notes, invitations, or other written forms of communication
physical conduct such as inappropriate touching, assault, impeding or blocking movements.

Donations Policy

Revised and adopted by the Board 4.23.22

Willamette Writers occasionally accepts donations of cash, goods and services. Donations must be compliant under law and not present Willamette Writers with a conflict of interest. Donations of cash must be tracked for accounting and compliance purposes. Donations can be declined or returned by Willamette Writers for any reason.

Sponsorship Policy

Revised and adopted by the Board 4.25.23

Willamette Writers accepts sponsorships from organizations or businesses. Sponsorships must be compliant under law and not present Willamette Writers with a conflict of interest. Sponsorships must be tracked for accounting and compliance purposes. Sponsorships can be declined by Willamette Writers for any reason.

AI Policy

Adopted by the Governance Committee 10/19/2023

At Willamette Writers, we understand the importance of protecting the creative integrity of writers, and we know that technology is constantly changing. Therefore, we will, to the best of our ability:

ask all our representatives to refrain from using AI systems for external organizational communications such as marketing and outreach.
refrain from the use of AI tools that capture user data without their express consent.
refrain from sharing and using biometric data, such as photographs, with AI tools without express consent, and
not knowingly publish or award any AI generated work.

We understand that all writers and creatives have different needs, and we support the use of adaptive tools where necessary.

Willamette Writers, as an organization that supports writers, will continue to adapt our responses and expectations as the need arises.

Whistleblower Policy of Willamette Writers

Revised and approved by the Governance Committee 04.23.2022

Willamette Writers requires its representatives; directors, officers, employees, and volunteers; to observe high standards of business and personal ethics while conducting their duties and responsibilities within Willamette Writers. All representatives of Willamette Writers must practice honesty and integrity in fulfilling our responsibilities and must comply with all applicable laws and regulations. We want to represent the mission and core values of Willamette Writers to the best of our ability and uphold Willamette Writers Code of Conduct.

Purpose

The purpose of this Whistleblower Policy is to create an ethical and open environment. This policy ensures that Willamette Writers has a governance and accountability structure to support its mission, and encourages and enables directors, officers, employees, and volunteers of Willamette Writers to raise serious concerns about the occurrence of illegal or unethical actions within Willamette Writers before turning to outside parties for resolution.

Notwithstanding anything contained in this Whistleblower Policy to the contrary, this Whistleblower Policy is not an employment contract and does not modify the relationship between Willamette Writers and any of its directors, officers, employees or volunteers, nor does it change the fact that all employees of Willamette Writers are employees at will. Nothing contained in this Whistleblower Policy provides any director, officers, employee or volunteer of Willamette Writers with any additional rights or causes of action not otherwise available under applicable law.

Reporting Responsibility

All directors, officers, employees and volunteers of Willamette Writers have a responsibility to report any action or suspected action taken within Willamette Writers that is illegal, unethical or violates any adopted policy of Willamette Writers (“Violations”).

Anyone reporting a Violation must act in good faith, without malice to Willamette Writers or any individual in Willamette Writers and have reasonable grounds for believing that the information shared in the report indicates that a Violation has occurred. A person who makes a report does not have to prove that a Violation has occurred. However, any report which the reporter has made maliciously or any report which the reporter has good reason to believe is false will be viewed as a serious disciplinary offense.

No Retaliation

No one who in good faith reports a Violation or who, in good faith, cooperates in the investigation of a Violation shall suffer harassment, retaliation or adverse employment consequences. Any individual within Willamette Writers who retaliates against another individual who has reported a Violation in good faith or who, in good faith, has cooperated in the investigation of a Violation is subject to discipline, including termination of employment or volunteer status.

If you believe that an individual who has made a good faith report of a Violation or who has, in good faith, cooperated in the investigation of a Violation is suffering harassment, retaliation or adverse employment consequences, please contact Board President or Board Secretary.

Reporting Process

All directors, officers, employees, and volunteers should address their concerns relating to a Violation to any person within Willamette Writers who can properly address those concerns. In most cases, the direct supervisor of an employee or volunteer is the person best suited to address a concern.

However, if you are not comfortable speaking with your supervisor or if you are not satisfied with your supervisor’s response, you are encouraged to speak to the Board President, or to anyone in management you feel comfortable approaching.

An officer who believes that there has been an actual or probably material violation of the law, or any material breach of a duty owned to Willamette Writers, must report the violation to a superior officer or to the Board President. However, if the person to whom he or she would normally report is implicated in a Violation, the officer should report directly to the board of directors. In this scenario, the violation can be reported to the board during their monthly board meeting. Information on how to access these meetings is located here:

https://willamettewriters.org/our-organization-in-depth/.

Willamette Writers encourages anyone reporting a Violation to identify himself or herself when making a report in order to facilitate the investigation of the Violation. However, reports addressed to an individual within Willamette Writers may be submitted on a confidential basis using the process below.

You may print and submit this form via postal mail to:

Board President – Compliance

5331 SW Macadam Ave.

Suite 258, PMB 215

Portland, OR 97239

Your report will be received by our office assistant and not opened. It will be delivered to our Board President.

Reports will be kept confidential, to the extent possible, consistent with the need to conduct an adequate investigation.

The form for reporting is included here: https://forms.gle/Zq2fGm4SsWjZZvGy7

Compliance Manager

A supervisor, manager and board member is required to notify the Board President of every report of a Violation. The Board President will notify the sender and acknowledge receipt of a report of Violation within ten business days, but only to the extent the sender’s identity is disclosed or a return address is provided.

The Board President is responsible for promptly investigating all reported Violations and for causing appropriate corrective action to be taken if warranted by the investigation.

If the violation concerns the Board President, the complaint should be addressed to the Board Secretary.

The finance committee of the board of directors is responsible for addressing all reported concerns or complaints of Violations relating to corporate accounting practices, internal controls or auditing. Therefore, the Board President must immediately notify the finance committee of any such concern or complaint. In addition, if the Board President deems it appropriate, the Board President may advise the Executive Director or the audit committee of any other reported Violations.

The Board President has direct access to the board of directors and is required to report to the board of directors annually about whether they have received any reports under this policy.

Report of Violation

Willamette Writers is an organization founded on supporting and helping writers. We require our directors, officers, employees and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities within Willamette Writers, and also within the scope of their organizational duties and responsibilities. As representatives of Willamette Writers, we must practice honesty and integrity in fulfilling our responsibilities and must comply with all applicable laws and regulations. We want to represent the mission of Willamette Writers to the best of our ability.

If you have serious concerns about the occurrence of illegal or unethical actions within the Willamette Writers community that you are not comfortable reporting to your supervisors or to the Executive Director, please fill out the reporting form below. Before you do, please read our Whistleblower Policy above, so you know about your rights and protections.

You may print and submit this form via mail to:

Board President – Compliance

5331 SW Macadam Ave.

Suite 258, PMB 215

Portland, OR 97239

Willamette Writers Conflict of Interest Policy

Revised and adopted 01/26/2023

Policy: Board Members, Chapter Chairs, Program Leaders, Team Leaders, and select volunteers, as well as employees and contractors shall perform their responsibilities in the best interest of Willamette Writers without regard to personal, organizational or corporate gain.

Definition: A conflict of interest exists when an individual has a direct personal, organizational or corporate interest that may influence them when making a decision for Willamette Writers.

Implementation:

All Board Members, Chapter Chairs, Program Leaders, Team Leaders, and select volunteers, as well as employees and contractors will be given a form detailing the Conflict of Interest policy and procedures of Willamette Writers. These forms shall be signed by each individual and returned to the President of the Board or the Executive Director.
When a conflict of interest exists, or the appearance of a conflict of interest exists:
- The responsible party shall disclose this conflict of interest on the WW Conflict of Interest Form submitted to the Executive Director and the President of the Board of Directors.
- A majority vote of the entire Board of Directors, not merely a quorum, is required to waive a conflict of interest.
- No Director shall cast a vote on any matter that has a direct bearing on services to be provided by, or authority or responsibility to be imposed upon, that Director or any organization that such Director directly represents, or on any matter that would financially benefit such Director or any organization such Director represents.
- In the event any such Director fails to recuse himself or herself from voting on such an issue, the Board of Directors shall disqualify from voting any such Director whom the Board of Directors reasonably believes to have a conflict of interest as defined herein.
- Since the personnel comprising the Board of Directors may change annually, a conflict of interest approved by the Board of Directors after disclosure in a prior year(s) shall be disclosed to and voted on by the Board of Directors on an annual basis.

Additional Volunteering Policies available on request.

WW Diversity and Inclusion Statement

Willamette Writers is dedicated to building and supporting a diverse community of writers from all backgrounds and levels of experience. We are aware that prejudice exists in this world and that intolerance has led to oppression and disenfranchisement. Therefore, our goal is to create an inclusive and respectful community for writers of all races, ethnicities, genders, ages, abilities, religions, sexual orientations, and class.

In an effort to accomplish this goal, we strive to reach out to people of color, indigenous people, LBGTQ+ individuals, disabled people, and other marginalized populations to include them in our community of writers. We will continue to support and encourage all our members to voice their unique perspectives in an atmosphere of respect.

This is an ongoing process. We are talking to our chapter chairs, program leaders, members, and various innovators, experts, and organizations about this goal. We will continue to work on inclusion, and we are dedicated to reviewing and revising our approach to diversity.