Introduction

ACMA ("we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our client portal, request assessments, communicate with us by SMS, or use our services.

By using our website, portal, or services, you consent to the practices described in this Privacy Policy. If you do not agree with our practices, please do not use our website, portal, or services.

1. Information We Collect

   1.1 Information You Provide
   We collect information you voluntarily provide when you:
   • Fill out contact forms or request assessments
   • Request a quote or consultation
   • Subscribe to our newsletter or communications
   • Engage us for consulting or managed services
   • Communicate with us via email, phone, or chat
   
   This information may include:
   • Name, email address, phone number, and mailing address
   • Company name, job title, and industry
   • Information about your technology environment and needs
   • Payment information (processed securely through third-party providers)
   
   

   1.2 Information Collected Automatically
   When you visit our website, we automatically collect certain information, including:

   • IP address and approximate location
   • Browser type and version
   • Device type and operating system
   • Pages visited on our website and time spent on those pages
   • Referring website or source
   • Click patterns and navigation behavior on our website
   
   

   1.3 ACMA Client Data
   For ACMA clients, we may access system configuration data, usage logs, and technical information necessary to provide support and monitoring services. This data is used solely for service delivery and is subject to confidentiality obligations in our service agreements.

2. How We Use Your Information

   We use the information we collect to:
   • Respond to your inquiries and provide requested services
   • Deliver and improve our consulting and services
   • Send you information about our products, services, and industry updates
   • Process payments and manage billing
   • Analyze website usage to improve user experience
   • Detect and prevent fraud or security threats
   • Comply with legal obligations and enforce our terms
   • Communicate important updates about your services
   
   

3. Information Sharing

   We do not sell your personal information.
   We may share your information in the following circumstances:

   • Service Providers: We share information with trusted third-party service providers who assist us in operating our business, including hosting providers (Amazon Web Services), CRM systems (Salesforce and HubSpot), and payment processors.
   • Technology Vendors: With your consent, we may share information with technology vendors (Microsoft, Zoom, Cisco, etc.) as necessary to facilitate services you have requested.
   • Legal Requirements: We may disclose information if required by law, regulation, legal process, or government request.
   • Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
   • Protection of Rights: We may disclose information to protect the rights, property, or safety of ACMA, our clients, or others.
   
   

4. Third-Party Service Providers

   We use the following categories of third-party service providers:
   • Website Hosting: Amazon Web Services provides hosting, CDN, and security services for our website.
   • CRM and Marketing: Salesforce manages our customer relationship data and Hubspot manages our marketing communications.
   • Analytics: We may use analytics services to understand website usage patterns.
   • Payment Processing: Secure payment processors handle billing transactions.
   
   These providers are contractually obligated to protect your information and use it only for the services they provide to us.

5. Data Retention

   We retain your personal information for as long as necessary to:

   • Provide services you have requested
   • Comply with legal obligations (e.g., tax and accounting requirements)
   • Resolve disputes and enforce our agreements
   • Maintain records related to professional certifications, credentials, continuing education, or training activities where applicable
   • Maintain business records for legitimate purposes
   
   When you cancel services or request deletion, we will delete or anonymize your personal information within 90 days, except where retention is required by law, accreditation audits or for legitimate business purposes.
   

6. Data Security

   • We implement appropriate technical and organizational measures to protect your personal information, including:
   • Encryption of data in transit (TLS/SSL) and at rest
   • Access controls and authentication requirements
   • Regular security assessments and monitoring
   • Employee training on data protection practices
   
   While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Breach Notification

   In the event of a data breach that affects your personal information, we will notify you in accordance with applicable laws. For California residents, notification will be provided within 72 hours of discovery if the breach is reasonably likely to result in harm. Notification will include the nature of the breach, types of information affected, and steps you can take to protect yourself.

8. California Privacy Rights (CCPA/CPRA)

   If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

   Your Rights

   • Right to Know: You can request information about the categories and specific pieces of personal information we have collected about you.
   • Right to Delete: You can request deletion of your personal information, subject to certain exceptions.
   • Right to Correct: You can request correction of inaccurate personal information.
   • Right to Opt-Out: You can opt out of the sale or sharing of your personal information.
   • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

   
   Do Not Sell or Share My Personal Information
   ACMA does not sell your personal information. We do not exchange your personal information for monetary consideration.

   We may share certain information with analytics and advertising partners for targeted advertising purposes, which may constitute "sharing" under CCPA. You can opt out of this sharing by:

   • Emailing us at theacma@acmaweb.org with subject "Do Not Share"
   • Using Global Privacy Control (GPC) signals in your browser
   
   How to Exercise Your Rights

   To exercise your California privacy rights, contact us at theacma@acmaweb.org or call (501) 907-2262. We will verify your identity before processing your request and respond within 45 days as required by law.

9. Cookies and Tracking Technologies

   We use cookies and similar tracking technologies to collect information about your browsing activities. You can manage your cookie preferences through your browser settings.
   For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

10. SMS/Text Messaging Consent Policy

    ACMA may use SMS (Short Message Service) and MMS (Multimedia Message Service) text messaging to communicate with clients and prospects who have provided consent. This section describes how we collect consent, use text messaging, and your rights regarding text communications.

    10.1 Consent Requirements
    By providing your mobile phone number and opting in to receive text messages from ACMA, you expressly consent to receive recurring automated marketing and informational text messages at the phone number provided. Your consent is not a condition of purchase.

    Consent may be obtained through:

    • Website forms where you check a box agreeing to receive text messages
    • Written consent on service agreements or contracts
    • Verbal consent documented by our team
    • Replying "YES" or an affirmative keyword to an opt-in request

    10.2 Types of Messages
    ACMA may send text messages for the following purposes:

    • Service Notifications: Updates about your ACMA services, appointments, and support tickets
    • Account Alerts: Important information about your account, billing, or service changes
    • Promotional Messages: Information about new services, assessments, and special offers (with your consent)
    • Appointment Reminders: Confirmations and reminders for scheduled consultations
    • Two-Factor Authentication: Security codes for account access
    
    

    10.3 Message Frequency Message frequency varies based on the type of communication and your service level. Typically, you may receive:

    • Service notifications: As needed based on your account activity
    • Promotional messages: Up to 4 messages per month
    • Appointment reminders: 1-2 messages per scheduled appointment
    
    

    10.4 Opt-Out Instructions
    You may opt out of text messages at any time. To stop receiving text messages from ACMA:

    • Reply STOP, END, CANCEL, UNSUBSCRIBE, or QUIT to any text message
    • Email us at theacma@acmaweb.org with "Unsubscribe SMS" in the subject line
    • Call us at (501) 907-2262 to request removal
    • Log into your ACMA Account and update your communication preferences
    
    

    After opting out, you will receive a confirmation message. Please allow up to 48 hours for your request to be fully processed. Opting out of promotional messages will not affect service-related or transactional messages necessary for your account.

    10.5 Help and Support
    For help with text messaging, reply HELP to any message or contact us at (501) 907-2262 or theacma@acmaweb.org.

    10.6 Costs and Carrier Information
    Message and data rates may apply. Standard messaging rates from your wireless carrier apply to messages sent and received. ACMA does not charge for text messages, but your carrier may. Check with your mobile carrier for details about your messaging plan. Text messaging services are supported by most major carriers including AT&T, Verizon, T-Mobile, Sprint, and others. Carriers are not liable for delayed or undelivered messages.

    10.7 Delivery and Limitations
    Text messages are delivered on a "best efforts" basis. ACMA utilizes third-party messaging service providers and carriers to deliver messages. We cannot guarantee:

    • Delivery of all messages or delivery within any specific timeframe
    • Message delivery to all wireless carriers or devices
    • That the service will be uninterrupted or error-free
    
    

    The Text Messaging Service may not be available in all areas or on all devices. Zoom Phone or other underlying service providers may impose limitations on message delivery.

    10.8 Information We Collect via Text Messaging
    When you opt in to text messaging, we collect:

    • Your mobile phone number
    • Consent timestamp and method
    • Message delivery status and engagement metrics
    • Opt-out requests and dates
    
    

    We do not sell, rent, or share your phone number or text messaging consent information with third parties for their marketing purposes. Your information may be shared with our messaging service providers solely for the purpose of delivering messages.

    10.9 Consent Records
    We maintain records of your consent for a minimum of four (4) years or as required by applicable laws. Consent records include the timestamp of consent, the method of consent acquisition, the specific messaging program consented to, and the phone number provided.

    10.10 Compliance
    ACMA text messaging practices comply with the Telephone Consumer Protection Act (TCPA), Cellular Telecommunications Industry Association (CTIA) guidelines, and applicable state and federal regulations. We register all messaging campaigns with The Campaign Registry as required by major wireless carriers.

11. International Data Processing

    ACMA is based in the United States, and your information is processed and stored in the United States. If you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

12. Children's Privacy

    Our website and services are not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.

13. Changes to This Policy

    We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on this page with a new "Last updated" date. For material changes, we will provide notice through our website or by email. Your continued use of our website or services after changes constitutes acceptance of the updated policy.

14. Contact Us

    If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

    
    ACMA
    17200 Chenal Parkway Ste 300 #345
    Little Rock, AR 72223
    Email: theacma@acmaweb.org
    Phone: (501) 907-2262

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Karen Vanaskie was one of case management's brightest and most dedicated professionals. She was serving as Secretary / Treasurer on the ACMA National Board of Directors at the time of her unexpected passing on June 21, 2024.

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To apply for the scholarship, click here. For eligibility details, please see below.

To donate to the scholarship fund in Karen's memory, click here.

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