Effective Date: September 26, 2026
1. INTRODUCTION
This Privacy Policy describes the Long Island CW Club (LICW) policies and practices regarding the collection, use, retention, sharing, and protection of member information.
LICW is an amateur radio club promoting Morse code education and on-air activity. Because amateur radio licensing information, such as callsigns, may already be publicly available through government or third-party databases, some information associated with LICW members is not inherently private. LICW nevertheless treats member information responsibly and seeks to collect and retain only information reasonably needed to operate the Club, provide member services, support its educational programs, and improve the member experience.
LICW does not sell member information.
2. INFORMATION LICW COLLECTS AND RETAINS
• Membership and Club administrative systems.
• The LICW Student Portal.
• Class and event attendance records, including information obtained from Zoom attendance reporting.
• Member selections and preferences within the Student Portal, including class interests, calendar-feed selections, attendance preferences, and data-sharing preferences.
• LICW web resources and training tools, including the Morse Practice Page.
• Participation in Club-sponsored operating events and other voluntary activities.
The information collected depends on the services and activities in which a member participates.
3. PERSONAL AND MEMBERSHIP INFORMATION
3.1 PERSONAL AND MEMBERSHIP INFORMATION LICW MAY COLLECT
LICW may collect and retain information provided by members or generated through normal Club operations, including:
• Amateur radio information: callsign, license class, and other information related to amateur radio activities.
• Contact information: name, email address, telephone number, and other contact information voluntarily provided to LICW.
• Location information: location information provided by the member or obtained from publicly available amateur radio databases such as QRZ.com.
• Membership information: membership number, membership status, renewal information, payment-related information, and related membership records.
• Member preferences: class interests, calendar selections, Portal preferences, and other choices made by the member.
• Operating-event information: information voluntarily submitted or generated in connection with LICW-sponsored operating events, activities, recognition programs, or similar programs.
3.2 HOW LICW USES PERSONAL AND MEMBERSHIP INFORMATION
LICW may use personal and membership information to:
• Process membership applications, renewals, and membership administration.
• Manage membership status and provide member support.
• Communicate class schedules, Club announcements, newsletters, educational information, and other Club-related information.
• Operate the Student Portal and other LICW systems.
• Provide personalized class information, schedules, recommendations, and calendar feeds.
• Organize operating events, special activities, and other Club programs.
• Provide member-selected data sharing with amateur radio services or Club features.
• Improve LICW programs, resources, technology, and the overall member experience.
4. CLASS AND EVENT ATTENDANCE DATA
4.1 HOW LICW USES ATTENDANCE DATA
LICW may record attendance at classes, forums, and other Club activities.
Attendance information is used to:
• Provide members with access to their attendance history.
• Support relevant class and activity recommendations.
• Understand participation in LICW programs.
• Support academic quality assurance.
• Evaluate academic effectiveness and teaching methods.
• Inform improvements to Club programs and services.
Attendance information supports evidence-based decision making and incremental improvement of LICW academic programs.
4.2 ATTENDANCE DATA LICW MAY COLLECT AND RETAIN
Attendance information may include:
• Callsign.
• Class or event name.
• Date and time of the class or event.
• Duration of participation in the session.
• Display name used in an online platform, such as Zoom.
Attendance information may be obtained through Zoom attendance reporting and incorporated into LICW systems.
Members may manage their attendance-recording preference through the “Manage My LICW Data” section of the Student Portal.
5. STUDENT PORTAL DATA AND MEMBER PREFERENCES
The LICW Student Portal provides members with personalized access to classes, forums, schedules, academic resources, participation history, calendar feeds, and other Club services.
The Portal may retain information about selections made by the member, including:
• Class and activity interests.
• Personal calendar-feed selections.
• Attendance-recording preferences.
• Data-sharing preferences.
• Visibility or participation choices associated with optional LICW features.
These selections are used to provide the services and functionality chosen by the member and to improve the relevance and usefulness of the Student Portal.
6. MEMBER-SELECTED DATA SHARING
Certain LICW services may allow members to choose whether limited information, such as their amateur radio callsign, is shared with or made available through external amateur radio services or Club features.
Examples may include:
• Reverse Beacon Network (RBN) Club-related services.
• POTA or SOTA spotting or activity features.
• Geographic or member-visibility features.
• Future LICW services involving voluntary data sharing.
Where such sharing is optional, members may manage their selections through “Manage My LICW Data” in the Student Portal.
LICW does not sell member information or provide member personal information to third parties for third-party marketing purposes.
7. RECORDED ONLINE EVENTS
LICW may record certain online classes, forums, and other virtual events for educational purposes, instructor development and standardization, and academic quality assurance.
This may include selected academic classes when recording is appropriate for instructor training, evaluation, or standardization.
When recording is enabled, the recording may capture participants’ audio, video, display names, chat messages, shared screens, or other content, depending on how participants engage during the session.
Online platforms such as Zoom may display an on-screen notice when a session is being recorded. By remaining in a session after the recording notice is displayed, participants acknowledge that the session is being recorded.
7.1 MEMBER CHOICE REGARDING RECORDINGS
Members who do not wish to be recorded may:
• Choose not to participate in a recorded session; or
• Participate with their camera off and limit spoken participation, chat contributions, or screen sharing as appropriate.
Turning off a camera prevents video capture but does not necessarily prevent a participant’s audio, display name, chat messages, or shared content from being included in a recording.
Requests to remove or edit content from recordings may be considered on a reasonable-effort basis but may not always be feasible depending on the nature of the recording and its distribution.
8. WEBSITE, STUDENT PORTAL, AND TOOL USAGE DATA
LICW may collect technical and usage information from LICW web services and resources, including the Student Portal and Morse Practice Page.
The Student Portal may collect and retain limited usage and diagnostic information internally. The Morse Practice Page may use Google Analytics or similar analytics services.
Usage information may include, where applicable:
• Pages or resources visited.
• Date and time of access.
• Time spent using particular resources.
• Device IP address.
• Approximate geographic location derived from technical information such as an IP address, and time-zone information provided by the web browser.
• Browser type and version.
• Session or device identifiers.
• Other technical or diagnostic information.
LICW uses this information to:
• Operate its systems.
• Troubleshoot technical problems.
• Identify the source of technical issues.
• Understand which resources and features members find useful.
• Guide future development and improvements.
LICW web resources may use cookies, session information, or similar technologies when necessary to maintain login sessions, remember settings and preferences, provide requested functionality, and support system operation.
9. THIRD-PARTY SERVICES
LICW uses third-party services to support Club operations. These may include services for:
• Email and member communications.
• Video conferencing.
• Community discussion.
• Web hosting.
• Analytics.
• Payment and membership administration.
• Video and content distribution.
• Amateur radio information or activity services selected by members.
These services may process limited information as necessary to provide their functions.
Third-party services operate under their own privacy policies, security practices, and terms of use.
10. DATA RETENTION
LICW retains information for as long as reasonably necessary to operate the Club, provide member services, support academic and administrative purposes, maintain appropriate historical records, and meet other legitimate operational needs.
Different categories of information may be retained for different periods depending upon their purpose.
Personal, membership, attendance, and Portal information may be retained as reasonably necessary for Club operations, academic quality assurance, member services, historical records, and system functionality.
Operating-event information may be retained to support event administration, recognition, and historical participation records.
Members who elect not to have future attendance recorded may also request deletion of historical attendance information where reasonably feasible.
Recorded content, when created, may be retained for a period appropriate to its educational, instructor-development, historical, or operational purpose.
11. DATA DISCLOSURE
LICW does not sell member personal information and does not provide member personal information to third parties for third-party marketing purposes.
LICW may provide or make available limited member information to:
• Service providers that support LICW operations.
• External amateur radio services when a member has selected or authorized that sharing.
• Other parties when reasonably necessary to comply with applicable legal obligations or protect LICW systems and operations.
Member information may be processed or stored using services located outside the member’s state, province, country, or other governmental jurisdiction where data protection laws may differ from those in the member’s jurisdiction.
12. DATA SECURITY AND ACCESS
LICW takes reasonable administrative and technical measures designed to protect member information and to ensure that it is handled in accordance with this Privacy Policy.
Access to member information retained by LICW is limited to Club leadership, designated developers, administrators, and other authorized individuals who require access to operate, maintain, or support Club systems and programs.
LICW seeks to limit access to the information reasonably necessary for each administrative or technical role.
13. MEMBER DATA CHOICES
Members may manage available data preferences through the “Manage My LICW Data” section of the Student Portal.
Depending upon the services available at the time, these choices may include:
• Opting out of future class and event attendance recording.
• Requesting deletion of historical attendance information where reasonably feasible.
• Controlling whether their callsign is included in optional external amateur radio data-sharing services.
• Controlling participation in optional POTA, SOTA, RBN, geographic, visibility, or similar features.
• Managing other optional data-sharing features introduced by LICW.
Certain information must still be maintained for membership administration, authentication, security, system operation, and other functions necessary to provide LICW services.
Members who have questions about this Privacy Policy or their information may contact LICW at:
info@longislandcwclub.org
14. CHANGES TO THIS PRIVACY POLICY
LICW may update this Privacy Policy from time to time as its programs, technology, and services evolve.
Updates will be reflected by a revised effective date and may be communicated through normal LICW communication channels.