Last updated: December 1, 2025
Engineering Society of Systems Scholars (“ESSys”, “we”, “us”) operates the website essys.org (the “Site”). This Privacy Policy explains how we collect, use, and share information when you visit our Site, use our online store, or sign up for our email list.
By using the Site, you agree to the practices described here.
1. Information We Collect
We collect information in three main ways:
a. Information you provide directly
- Contact details (such as your name, email address, and any message) when you fill out forms or contact us.
- Order details (such as name, billing/shipping address, email address, and phone number) when you make a purchase through our store.
- Email list details (such as your email address and, optionally, your name) when you subscribe to our newsletter.
b. Information collected automatically
When you visit essys.org, our hosting platform and related plugins may automatically collect:
- IP address and approximate location
- Browser type, device information, and operating system
- Pages visited, referring URL, and timestamps
- Cookies and similar tracking technologies needed for the Site to function (see below)
c. Payment information
If you make a purchase, your payment details (such as credit card information) are processed securely by our payment processor(s). We do not store your full payment card information on our servers.
2. Cookies and Tracking Technologies
Our Site, uses cookies and similar technologies to:
- Keep you logged in (where applicable)
- Remember items in your cart
- Help our site function securely and reliably
- Generate basic, anonymized statistics about site usage
You can usually control cookies through your browser settings. Disabling certain cookies may affect how the Site functions.
3. Online Store
When you purchase products or services via our store, we use your information to:
- Process and fulfill your order
- Communicate with you about your order, account, or support requests
- Keep internal records (for accounting, tax, and administrative purposes)
Our store may use cookies to manage your cart, checkout, and account.
4. Email List
We use Mailchimp to manage our email newsletter and mailing lists. When you subscribe:
- Mailchimp stores your email address and any other details you choose to provide (such as your name).
- We use this information to send you updates, announcements, and other ESSys-related communications.
Every email we send via Mailchimp includes an unsubscribe link. Clicking it will stop future marketing emails from us.
Mailchimp may collect additional technical information (such as IP address, email client, and engagement data like opens and clicks) to help us understand and improve our communications.
5. How We Use Your Information
We use the information we collect to:
- Operate, maintain, and improve the Site
- Provide and deliver products, services, and support
- Send you administrative messages (order confirmations, support responses, etc.)
- Send you newsletters and updates (if you have subscribed)
- Comply with legal obligations (e.g., tax and accounting laws)
- Protect the security and integrity of the Site and our users
We do not sell your personal information.
6. How We Share Your Information
We may share your information with:
- Service providers that help us run the Site and services, such as:
- Web hosting and related services
- Store and payment processors (for orders and payments)
- Email list management
- Professional advisors, such as accountants or legal counsel, when reasonably necessary.
- Authorities, if required by law, regulation, or legal process, or to protect our rights or the rights of others.
These third parties are only allowed to use your information as necessary to provide their services to us.
7. Data Retention
We retain personal information only for as long as necessary to:
- Provide our services and run the Site
- Comply with legal, tax, and accounting requirements
- Resolve disputes and enforce our agreements
The specific retention period can vary depending on the type of information and applicable laws.
8. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information, such as:
- Accessing the information we hold about you
- Requesting corrections or updates
- Requesting deletion, subject to legal obligations to retain certain data
- Opting out of marketing emails at any time (via the “unsubscribe” link in our emails)
To exercise these rights or ask questions, please contact us using the details below.
9. Security
We use reasonable technical and organizational measures to protect your information from unauthorized access, loss, or misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. International Visitors
Our Site may be accessed from countries with different data protection laws than where we are located. By using the Site, you understand that your information may be transferred to and processed in other countries.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates when it was last revised. Changes take effect when posted on this page.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, you can contact us at:
Engineering Society of Systems Scholars
Email: admin@essys.org
Postal address: 2307 S. Rural Rd., Tempe, AZ, 85282