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/

  1. We collect personal information that you provide to us.
  2. Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
  3. 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.
  4. 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.
  5. We may share information in specific situations and/or with third parties. 
  6. We may use cookies and other tracking technologies to collect and store your information.
  7. We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.
  8. We aim to protect your personal information through a system of organizational and technical security measures.
  9. 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. 
  10. In some regions, you have rights that allow you greater access to and control over your personal information.
  11. If you are a resident of California, Colorado, Connecticut, Utah or Virginia, you are granted specific rights regarding access to your personal information.
  12. We will update this notice as necessary to stay compliant with relevant laws and changing technology.
  13. 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

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

CC Logo

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.

Conflict of Interest, Whisteblower Policy, as well as Volunteering Policies available on request.