Privacy policy
NORTH AMERICAN GROUP TRAVEL ASSOCIATION PRIVACY POLICY
Effective [effective date], 2026
1. Who we are
North American Group Travel Association ("NAGTA," "we," "us") is a nonprofit trade association organized under the laws of the District of Columbia. Our principal office is at 1235 Pennsylvania Ave SE, Suite 1340, Washington, DC 20003. This policy explains what information we collect through nagta.org, the member dashboard, and our member communications, how we use it, who sees it, and the choices you have. It forms part of our Membership Terms and Tier Schedule (nagta.org/terms). Questions and requests go to privacy@nagta.org.
2. What we collect
2.1 Information you give us when you join or update your profile. Your category, organization name, website, city, state or province, country, service area, request-for-proposal categories, size band, broker or intermediary status, and, for individual professionals, your employer if you choose to give it. For the contact person: name, role, business email, and business phone. Optional profile content you add later: logo, photos, group amenities, capacity, and contacts by department.
2.2 Records we create to run your membership. Your join date, tier, introductory-period end date, founding-member designation, tier history, the consents you gave (their text, date, time, version, and the network address they came from), the messages we sent you and when, requests for proposal delivered to you (counts and dates only, reported to us by the marketplaces described in section 5), dispute records, and payments and invoices if you order a paid tier.
2.3 Sign-in records. When you ask for a dashboard sign-in link we record the request, the network address, and the time the link was used. There are no passwords.
2.4 Communications with us. Email you send to membership@nagta.org or privacy@nagta.org, and our replies.
2.5 Website visits. Our host, Cloudflare, records the technical data every web server records (network address, browser type, pages requested, and time) in short-lived logs used for security and to keep the site working. We use cookie-free, aggregate analytics that measure page views without identifying you and without setting cross-site cookies. The only cookie the site sets is a session cookie after you sign in to the dashboard. We use no advertising or tracking cookies.
2.6 Payment information. If you order a paid tier when online payment is available, you pay through Stripe, our payment processor. Your card details go to Stripe and never to NAGTA's systems; we receive the amount, date, last 4 digits, and a receipt reference. We do not store a payment method and never charge you automatically.
We do not collect information from children. Membership is for businesses, organizations, and working professionals, and nagta.org is not directed to anyone under 18.
3. How we use it
We use the information in section 2 to operate the association and deliver the benefits of your tier: to create and maintain your membership record; to publish the public fields of your directory record (section 4); to route requests for proposal to members whose tier, categories, and service area match; to send the messages needed to operate your membership and, with the unsubscribe choice in section 7, the newsletter and program communications; to compute and show your introductory period and send the notices the Membership Terms require; to invoice and receipt dues; to run the dispute channel and keep its outcome ledger; to publish aggregate, anonymized statistics and research; to secure the site and the dashboard; and to comply with law and with our own record-keeping obligations.
We do not use member information to build advertising profiles, and we do not sell it.
4. What is public
The public fields of your directory record are visible to anyone once NAGTA's directory is published: your organization name, category, city, state or province, country, website, service area, size band, broker or intermediary status where it applies, tier designation (Founding Member 2026 or 2027 where it applies), and, for Introductory and paid tiers, your logo, photos, group amenities, capacity, and contacts by department as you choose to publish them. A Listed record shows name, category, city, and website only. Your business email and business phone appear on your public record only if you publish them in your profile. The dispute channel's outcome ledger records repeat findings against a member by organization name.
5. Who else sees it
5.1 Service providers. Companies that process information for us under written terms and only for our purposes: Cloudflare (website hosting, database, file storage, email delivery, and security), Stripe (payment processing, when online payment is available), and our email mailbox provider for the messages you send us. Each sees only what its service needs.
5.2 The marketplaces. Groupbinder, Charter Bus Directory, Group Hotel Index, the attractions directory, and the request-for-proposal infrastructure are owned and operated by a separate company in which NAGTA's founder holds an interest. NAGTA holds no ownership in that company. The only member data the marketplaces read from NAGTA is your tier flag, which sets your member-benefit status and whether you receive requests for proposal, and your public directory record for display. At launch, no automated connection exists; when it does, it reads those 2 items and nothing else. The marketplaces report back to us the number and dates of requests for proposal delivered to you, so your notices can show them. NAGTA never transfers member contact lists to the marketplaces or to anyone else, and the marketplaces may not market to you using NAGTA's data. Anything you do inside a marketplace is governed by that marketplace's own terms and privacy policy.
5.3 Sponsors. Allied vendors that sponsor the newsletter or research see no member data. Acknowledgments carry no member information.
5.4 Legal requirements. We disclose information when law requires it, to enforce the Membership Terms, or to protect the rights and safety of members and the public.
5.5 A successor. If NAGTA merges with or transfers its programs to another nonprofit, member records go with the program under this policy.
6. Prospects and invitations
Before you join, we may hold a business record about your organization (name, category, business address, business phone, business email, website) compiled from public business listings or referred to us with your consent from a marketplace quote form or signup. We use it only to invite you to join. We keep it for up to 18 months after our last contact with you; if you have not joined by then, we delete or anonymize it. Every invitation identifies NAGTA, carries our postal address, and has an unsubscribe link, and an unsubscribe is honored within 10 business days across every list we and the marketplaces keep.
7. Your choices
7.1 Review and correct. Your dashboard shows every field of your record; you can correct it at any time, and the Membership Terms ask you to keep it accurate.
7.2 Communications. By joining you agree to receive the transactional and relationship messages needed to operate your membership: the welcome message, the introductory-period notices at 60 days, 30 days, and the day of expiry, renewal notices, dues invoices, dispute notices, and notices of changes to the Terms. These continue for as long as your record exists. The newsletter and other program communications carry an unsubscribe link in every message, and an unsubscribe is honored within 10 business days. You can also manage these choices on your dashboard.
7.3 Delete. You may ask us to delete your record when you resign, subject to the records we must keep (invoices, consent records, dispute records, and the communications log, which we retain for 3 years after your record closes). Send the request to privacy@nagta.org.
7.4 Sign-in security. Sign-in links go only to the email address on your record. Keep that mailbox secure and tell us at once if it is compromised.
8. Members in Canada
We handle Canadian members' personal information in accordance with Canada's federal private-sector privacy law. We send commercial electronic messages to members in Canada only with the express or implied consent that Canada's Anti-Spam Legislation requires; your joining is express consent to NAGTA's program communications, which you may withdraw at any time using the link in any message or by writing to privacy@nagta.org. Every message identifies NAGTA and gives an unsubscribe mechanism, and we record the basis of your consent.
9. Members in states with privacy statutes
If you are a resident of a state whose consumer privacy statute gives you rights over personal information, you have the rights that statute provides, including to know what we hold about you, to correct it, to delete it, and to opt out of any sale or sharing for targeted advertising. We do not sell personal information and do not share it for targeted advertising. To exercise a right, write to privacy@nagta.org from the email address on your record; we respond within the time the statute allows and never treat you differently for asking.
10. Security and retention
We protect member information with access controls limited to the people who operate the association, encrypted connections, and nightly backups kept in the same secured environment. We keep your membership record for as long as it exists and, after it closes, keep the records described in section 7.3 for 3 years. Sign-in links expire in 15 minutes and work once. If we learn of unauthorized access to member information, we tell affected members promptly with the facts known and the steps taken.
11. Changes to this policy
We may update this policy. We give at least 30 days' notice of a material change by email to every member and by posting on nagta.org, and the current version with its effective date is always at nagta.org/privacy.
12. Contact
North American Group Travel Association 1235 Pennsylvania Ave SE, Suite 1340, Washington, DC 20003 Phone: (202) 873-2400 Fax: (202) 920-6777 privacy@nagta.org