Caltech Advancement and Alumni Relations Online Privacy Statement

Effective date: May 25, 2018

Caltech’s Advancement and Alumni Relations department (AAR) provides the following information relating to your privacy.  This online privacy notice (Privacy Notice) applies to the collection and processing of personal information that you provide to AAR.

Online Privacy Notice | Cookie Statement

Privacy Notice

This Privacy Notice applies to personal information (Personal Information) that we collect when you visit AAR’s main website and other websites that we operate or control and that link or refer to this Privacy Notice (together, the “Sites”). This Privacy Notice describes how your Personal Information is processed and maintained.

This Privacy Notice applies to information collected from or about users of the Sites and members of the Caltech community, including alumni, donors, prospective donors, students, current and former faculty, postdocs and staff.

Personal Information we collect and process:

When you access or use the Sites, or otherwise communicate with AAR, we may collect and process Personal Information from and about you.  When you make a gift to Caltech, become a member of a support group, sign up to receive emails, join as a volunteer, participate in a contest, sign a pledge, or participate in a survey or poll, Caltech collects Personal Information about you, which may include name, physical address, email address, and phone number.  Caltech also collects and maintains biographical information of alumni and others affiliated with Caltech, including gender, date of birth, marital status, spouse/partner, and employment and education related information.

How Caltech uses Personal Information

AAR may use Personal Information it collects from and about you for a variety of purposes, including to fulfill your subscriptions to Caltech Magazine and e-newsletters; provide you with the services and the information about our activities and events that you have requested; administer any user accounts we set up for you; conduct surveys and process your response to any survey in which you participate; ensure that content from our Sites is presented in the most effective manner for you; invite you to support our work with a charitable gift or become a member of a gift club; invite you and your spouse or partner to Caltech events; and to otherwise communicate with you in connection with our mission and activities.

Personal Information you submit through our Sites, such as your name, address and other contact information, may be collected by AAR for internal marketing and development purposes as well as to respond to your inquiry, complete a transaction for you, or fulfill other forms of customer service. You can choose not to receive marketing from us by “unsubscribing” using the instructions in any marketing email you receive from us.


Cookie Statement

This cookie statement (Cookie Statement) applies to the cookies we use when you visit AAR’s main website and other websites that we own or control and link or refer to this Cookie Statement.

This Cookie Statement provides you with more information about cookies, what types of cookies we use and how we use them. Our Sites use cookies with the intention of providing you with a user experience that best suits your needs, while concurrently allowing us to improve the design and functionality of our Sites. Cookies can be adjusted or disabled in your browser settings.


A cookie is a file designed to contain a small amount of user and website information stored on a user’s computer. The file interacts with the user and the website to provide a webpage tailored to the user through its awareness of information held within the file. Cookies also have the ability to carry all or parts of the information stored within the file to other websites that the user may visit or to third parties.

Types of Cookies

A third-party cookie is placed by a domain other than that of the website the user is visiting.

A session cookie is temporary, linking the actions of a user during the any given browser session. When the browser is closed, the cookie is deleted.

A permanent cookie, also known as a persistent cookie, is stored for a specific period of time and activates each time the user visits the website that created the cookie.

Our Use of Cookies

We use third-party, session and persistent cookies and similar technology to collect aggregate (non-personal) information about the usage of our Sites by all of our visitors and to help us remember you and your preferences when you revisit the Sites. These cookies may stay on your browser into the future until they expire, or you delete them. We also use technology to remember you the next time you log in. Some of these cookies are erased when you close your browser window, and some persist for a period of time. Further general information about cookies and how they work is available at

We may allow selected third parties to place cookies through the Sites to provide us with better insights into the use of the Sites or user demographics or to provide relevant advertising to you. These third parties may collect information about a user’s online activities over time and across different websites when he or she uses our Sites.

Sharing your Personal Information

We share your information internally within AAR and within Caltech to facilitate and manage the purposes listed above and with third parties as you may so request and as permitted by this and other AAR policies and applicable laws and regulations. This includes third parties whom AAR engages to process your Personal Information on our behalf for the purposes stated above, such as vendors who help AAR with our marketing, application processing, and web hosting. AAR may also share your personal data with government and law enforcement agencies or regulators to 1) comply with a tax and legal process, subpoena, order or other legal or regulatory requirement applicable to us; 2) enforce our terms of use or other policies; or 3) pursue available legal remedies or defend against legal claims. AAR will not sell any Personal Information to third parties for their use in direct marketing, advertising, or promotion of their products or services.

Non-personally identifiable information we collect and process

Standard, non-personally identifiable internet log information such as browser type and navigation to various parts of the Sites, in an aggregated form, is collected for analytical purposes to improve the browsing experience of our Sites, update relevant content and improve the overall design.

Protecting Personal Information

Caltech takes reasonable and appropriate measures to protect your Personal Information from loss, misuse, unauthorized access, disclosure, alteration, and destruction, taking into due account the risks involved in the processing and the nature of the Personal Information. Caltech uses safeguards to ensure that your Personal Information is secure. Once we have received your information, we will use appropriate procedures and security features designed to prevent unauthorized access. We limit access to Personal Information and ensure that your information is only accessible by appropriately trained staff, volunteers, and contractors.

Our online forms are always encrypted and our network is protected and routinely monitored. We process credit cards in accordance to industry standards. If you use your credit or debit card to join or donate to us, we pass your card details securely to our payment processing partners. AAR does not store your credit card information for future use.

Where we have given you (or where you have chosen) a password to access certain parts of our site, you are responsible for keeping this password confidential.

Children’s Online Privacy Protection Act

AAR’s Sites are in compliance with the requirements of the Children’s Online Privacy Protection Act. We do not intentionally collect any information from anyone under 13 years of age.

Users Located in the European Economic Area

If you reside within the European Economic Area (consisting of the European Union, Iceland, Lichtenstein, and Norway), please click here for additional information regarding rights and protections that apply to you under the General Data Protection Regulation.


Updates to Privacy Statement

AAR reserves the right to modify this Privacy Notice at any time. Prior to changes to the Privacy Notice, we will provide notice, which shall be available to you at, prior to the effective date of any notice. Please review the current Privacy Notice prior to your future use of the Sites as any change in this Privacy Statement will constitute your acceptance of such change.


If you have any questions, comments, requests or concerns about these Disclosures or other privacy-related matters, you may contact Caltech’s Privacy Manager:

Tye Welch
Director of Compliance
California Institute of Technology
1200 E California Blvd
Pasadena CA 91125
Phone: 001-626 395-8633