ELECTRONIC COMMUNICATIONS POLICY
Last Updated: August 13, 2026 The Flute Society of Greater Philadelphia (FSGP) uses electronic communication to keep members, participants, volunteers, supporters, and others informed about Society activities and to conduct the business of the organization efficiently. This Electronic Communications Policy explains how FSGP may communicate electronically and the responsibilities associated with those communications. Forms of Electronic Communication Electronic communications from FSGP may include:
Consent to Electronic Communications By providing an email address to FSGP through membership registration, event registration, an application, competition entry, mailing-list subscription, or another voluntary interaction with the Society, you agree that FSGP may use that address to communicate with you regarding the purpose for which it was provided. FSGP may also send information about Society programs, events, membership opportunities, concerts, educational activities, competitions, and other matters related to the mission and activities of the organization. Providing a mobile telephone number does not automatically authorize promotional text messaging. When consent is required for text or other electronic communications, FSGP will seek the appropriate permission before sending those communications. Membership and Administrative Communications Certain electronic communications are necessary for FSGP to administer memberships, event registrations, competitions, payments, and other programs. These may include:
Because these communications relate directly to a membership, registration, transaction, or other requested service, they may continue even if a recipient has chosen not to receive general newsletters or promotional announcements. Email Newsletters and Announcements FSGP may send newsletters, event announcements, program information, and other Society news to individuals who have provided their email addresses or requested to receive such communications. Recipients may unsubscribe from nonessential email communications at any time by using the unsubscribe option provided in the message, when available, through their member portal, or by contacting FSGP at info@philaflutesociety.org. FSGP will make reasonable efforts to honor unsubscribe requests promptly. Text Messages FSGP may occasionally use text messaging for time-sensitive or event-related communications when a participant has provided a mobile telephone number and such communication is appropriate. Examples may include:
Recipients may request that FSGP discontinue nonessential text communications at any time. Standard message and data rates imposed by a recipient's mobile carrier may apply. Electronic Records and Signatures FSGP may use electronic forms, acknowledgments, registrations, applications, waivers, approvals, and signatures when appropriate. Electronic records may be maintained as part of FSGP's official organizational records when reasonably necessary for membership, program administration, financial recordkeeping, governance, or other legitimate Society purposes. When a paper copy or original signature is required by law or determined by FSGP to be appropriate, the Society may request one. Privacy and Confidentiality Personal information obtained through electronic communications will be handled in accordance with the FSGP Privacy Policy. Members, officers, directors, volunteers, committee members, and others acting on behalf of FSGP should exercise appropriate care when handling confidential or personal information electronically. Membership lists, email addresses, telephone numbers, registration information, and other personal information obtained through FSGP should not be copied, distributed, sold, shared, or used for purposes unrelated to authorized Society activities. Use of Group Email When sending messages to groups of recipients, FSGP representatives should take reasonable steps to protect individual email addresses from unnecessary disclosure. When appropriate, blind-copy features, mailing-list services, or other methods should be used to prevent the unintended distribution of members' or participants' email addresses. FSGP mailing lists and membership contact information may not be used for personal solicitation, commercial advertising, political campaigning, or other purposes unrelated to authorized FSGP activities without appropriate authorization. Security Electronic communication carries inherent security risks, and no method of electronic transmission can be guaranteed to be completely secure. FSGP takes reasonable measures to protect its electronic accounts and communications from unauthorized access. Individuals communicating with FSGP should avoid sending highly sensitive information, such as complete credit card numbers, passwords, Social Security numbers, or similar confidential information, through ordinary email. Payments should be made through the payment methods designated by FSGP rather than by sending payment-card information through email. Official FSGP Communications and Accounts Electronic communications made on behalf of FSGP should be professional, respectful, and consistent with the mission and activities of the organization. Only individuals authorized by FSGP may represent that they are communicating officially on behalf of the Society. FSGP email accounts, mailing lists, social media accounts, websites, and other electronic communication systems are organizational resources and should be used primarily for authorized Society purposes. Social Media FSGP may maintain accounts on social media platforms to share information about concerts, programs, events, educational opportunities, members, performers, and other Society activities. Interaction with FSGP through a third-party social media platform is also subject to the terms and privacy practices of that platform. Comments or other content posted by members of the public do not necessarily represent the views of The Flute Society of Greater Philadelphia. FSGP reserves the right to moderate or remove content from platforms it controls when the content is unlawful, threatening, abusive, defamatory, discriminatory, obscene, fraudulent, unrelated to the purpose of the platform, or otherwise inappropriate. Photographs, Recordings, and Media Electronic communications may include photographs, video, audio recordings, or other media relating to FSGP programs and events. The use of photographs, recordings, or other identifiable media will be subject to applicable FSGP policies, permissions, releases, and event-specific notices. Special care should be taken when photographs, recordings, or identifying information involve minors. Communications Involving Minors FSGP offers activities that may include young musicians. When practical and appropriate, substantive electronic communications concerning a minor's participation in an FSGP program should include or be directed through the minor's parent or legal guardian. Personal contact information for minors should be collected, used, and shared only when reasonably necessary for the administration of an FSGP activity. Appropriate Use Electronic communications associated with FSGP may not be used to:
FSGP may restrict access to its electronic communication systems or platforms when necessary to protect the Society, its members, participants, or electronic resources. Retention of Electronic Communications FSGP may retain electronic communications and records when reasonably necessary for administrative, financial, historical, governance, legal, or program-related purposes. Not every routine electronic communication is required to be permanently retained. Records containing personal information should be retained only as long as reasonably necessary for their intended purpose or as otherwise required by applicable law or FSGP recordkeeping practices. Third-Party Communication Services FSGP may use third-party services for email distribution, event registration, membership administration, payment processing, surveys, video conferencing, file sharing, social media, and other electronic communications. Use of these services may also be governed by the privacy policies and terms of the applicable third-party provider. FSGP will select and use such services with reasonable consideration for privacy and security. Changes to This Policy The Flute Society of Greater Philadelphia may revise this Electronic Communications Policy periodically to reflect changes in technology, Society practices, or applicable requirements. The current version will be posted on the FSGP website with the date of the most recent revision. Contact Us Questions about this Electronic Communications Policy or requests concerning FSGP electronic communications may be directed to: The Flute Society of Greater Philadelphia (FSGP) |