This Privacy Policy explains how the National Dental Association ("NDA," "we," "us" or "our") collects, uses, and protects information through our website (ndaonline.org), member portal, and related digital services.
About the National Dental Association
Founded in 1913, the NDA is the largest professional association of minority dentists in the world. We serve over 3,000 Black dentists and represent more than 30 million Black Americans through our six geographic districts throughout the U.S. and Caribbean.
As a JEDI organization, we're committed to providing high-quality oral healthcare to underserved communities while advancing opportunities for minorities in the dental profession.
Contact Information
National Dental Association
Address: 3517 16th Street, NW, Washington, DC 20010
Supporting patient referrals and professional connections
Facilitating academic recruitment efforts
Enhancing visibility of diverse dental professionals
Communications & Engagement
Sending newsletters, journal publications, and professional updates
Notifying members about conventions, CE opportunities, and events
Sharing advocacy alerts and policy developments
Facilitating chapter and district communications
Providing industry news and best practices
Community Outreach & Education
Supporting public health initiatives and community screenings
Promoting oral health awareness in underserved communities
Highlighting contributions of minority dental professionals
Encouraging minority youth to pursue dental careers
Member Portal & Account Data NEW
Our enhanced member portal provides secure access to exclusive resources and personalized services.
Account Management via MemberStack
We use MemberStack for secure account management and tier-based access control. This system manages your login credentials, membership status, and content permissions. MemberStack operates under its own privacy policy and security standards, which comply with industry best practices.
Membership Tiers & Access Levels
Free Tier: Basic access to public resources and limited directory visibility
Paid Member Tier: Full access to resources, directory, CE content, and member benefits
Corporate Tier: Enhanced features for institutional partners ($5,000-$30,000 value)
What Data Is Stored in Your Member Portal
Professional profile and practice information
CE credit history and certificate downloads
Event registration history and upcoming bookings
Payment history and membership receipts
Saved content preferences and bookmarks
District/chapter affiliation and participation records
Communication preferences and subscription settings
Data Integration & Workflows
Your member portal data integrates with several systems to provide seamless service:
Database & Backend Infrastructure
We use a secure, enterprise-grade PostgreSQL database system to store and manage member information. This database serves as the central hub for all member data, with automated triggers and functions that ensure real-time synchronization with external systems.
Real-Time Data Synchronization
When you register or update your profile, our system employs automated workflows that instantly sync your information across platforms:
Database Triggers: Automated server-side processes that fire immediately when member data changes
Edge Functions: Secure, serverless functions that handle authentication and API calls to external services
OAuth 2.0 Authentication: Industry-standard secure authentication for API connections
Encrypted Storage: All database connections and data transmission use encryption
Salesforce CRM Integration
Member data automatically syncs to Salesforce for relationship management through two methods:
Direct Integration (Primary Method): When you register or update your profile, database triggers activate serverless functions that authenticate with Salesforce using OAuth 2.0 and create or update your Contact record. This happens in real-time without any manual intervention.
Zapier Integration (Backup Method): As an alternative or redundant system, we can route data through Zapier's workflow automation platform, which provides visual workflow management and additional data transformation capabilities.
Data Flow Process
Member Action: You register or update your profile through the portal
Database Update: Your information is securely stored in our PostgreSQL database
Trigger Activation: Automated database trigger detects the change
Edge Function: Serverless function authenticates with external service (Salesforce)
API Call: Secure API request sent with your data
External Update: Your Contact record is created or updated in Salesforce
Confirmation: System logs the successful sync
Integration Partners
Typeform: Collects detailed information during registration and applications
Stripe: Processes payments securely through tokenized payment APIs
Salesforce CRM: Manages member relationships with real-time bidirectional sync
Zapier (Optional): Provides workflow automation and system integration backup
Google Drive: Stores member resources via secure API connections
Mapbox: Powers interactive district map with geolocation services
Server-side only processing (no client-side sensitive data exposure)
Admin-only access to integration management
Automated logging and monitoring of all sync operations
Admin Approval Workflows
Free tier applications require administrative review to verify professional credentials. During this process:
Your submission is stored securely in our database with "pending" status
NDA staff receive automated notification of new applications
Staff review credentials through secure admin portal
Upon approval, database status updates trigger membership activation
You receive email confirmation with portal access credentials
Your approved profile automatically syncs to all connected systems
We typically complete reviews within 3-5 business days.
Information Sharing and Disclosure
Within the NDA Network
Affiliated Organizations
We may share information with our affiliated organizations to support our collective mission:
Student National Dental Association (SNDA): Supporting student members and recruitment
National Dental Hygienists' Association (NDHA): Coordinating allied professional programs
National Dental Assistants Association (NDAA): Supporting dental team development
Auxiliary National Dental Association: Family and supporter engagement
NDA Foundation: Scholarship and grant program administration
Chapter Organizations (Districts I-VI)
We share member information with your designated district and local chapter to facilitate:
Local networking events and CE opportunities
Regional advocacy initiatives and community outreach
Chapter-specific communications and programs
Leadership development and volunteer opportunities
Professional Partners
Continuing Education Providers
When you register for CE courses, we share necessary information to:
Process course registrations and materials access
Issue CE certificates and report credits to state boards (when required)
Facilitate live and virtual course delivery
Track completion and maintain CE records
Industry Partners & Sponsors
With appropriate safeguards and your consent, we work with dental companies and organizations that support our mission to provide:
Educational resources and product information
Scholarship and grant opportunities
Convention exhibitor connections
Professional development programs
Service Providers
Service Type
Providers
Data Shared
Technology Infrastructure
Webflow, MemberStack, Mapbox
Account info, usage data, location preferences
Payment Processing
Stripe
Payment details, transaction history
CRM & Communications
Salesforce, Email service providers
Contact info, engagement history
Event Management
Convention centers, Hotels, PassKey
Registration details, travel preferences
Data Collection
Typeform
Application responses, survey data
Legal and Safety Requirements
Legal Compliance: Sharing as required by law, court orders, or legal proceedings
Professional Standards: Reporting relevant to professional licensing or ethics when required
Safety and Security: Protecting against fraud, abuse, or threats to our community
Business Transfers: In the unlikely event of a merger or acquisition affecting NDA operations
Your Rights and Choices
Membership Directory Control
Profile Visibility Options
Public Directory Listing: Choose what information appears in public searches
Member-Only Visibility: Restrict your profile to NDA members only
Complete Opt-Out: Remove yourself from directories while maintaining membership
Enhanced Profiles: Add photos, specializations, and additional practice details
Access directory settings through your member portal account preferences.
Communications Preferences
Email Subscriptions
Control which types of communications you receive:
Monthly newsletters and journal publications
Event announcements and convention updates
CE course opportunities and professional development
Advocacy alerts and policy updates
District and chapter communications
Partner offers and industry news
How to Update: Use the preference center link in any email, contact our office, or update settings in your member portal. Note that certain membership-related communications (payment confirmations, convention registrations) cannot be opted out of while maintaining active membership.
Data Access and Control
Your Data Rights
Access: Request copies of your personal information we maintain
Corrections: Update or correct inaccurate information
Portability: Obtain your data in a portable format for transfer
Deletion: Request deletion of non-essential personal information
Restriction: Limit how we process certain types of data
Important Notes on Data Deletion
While we honor data deletion requests, some information must be retained for:
Active membership records and benefits administration
Financial transaction history and tax compliance
CE credit reporting to state dental boards
Legal and regulatory requirements
Fraud prevention and security purposes
We will clearly explain what can and cannot be deleted when processing your request.
Protecting your personal and professional information is a top priority for the NDA.
Technical Safeguards
Infrastructure Security
Encryption: Industry-standard SSL/TLS encryption for all data transmission
Secure Hosting: Enterprise-grade hosting through Webflow and trusted cloud providers
Database Protection: Encrypted data storage with access controls and monitoring
Payment Security: PCI-compliant processing through Stripe (we never store full payment card details)
Regular Updates: Maintaining current security patches and system monitoring
Backup Systems: Secure data backup and recovery procedures
Organizational Safeguards
Access Controls
Limiting data access to authorized personnel with legitimate business needs
Multi-factor authentication for administrative systems
Role-based permissions for staff and chapter administrators
Regular access reviews and credential management
Staff Training & Policies
Privacy and security training for all NDA staff and volunteers
Clear data handling policies and procedures
Confidentiality agreements with service providers
Regular privacy and security awareness updates
Vendor Management
Requiring privacy and security commitments from all service providers
Data processing agreements with third-party vendors
Regular vendor security assessments
Limiting data sharing to only what's necessary
Incident Response
In the unlikely event of a data security incident:
We maintain documented incident response procedures
Affected members will be notified promptly as required by law
We will provide guidance on protective measures you can take
Investigations will be conducted to prevent future incidents
Your Role in Security
Best Practices for Members
Use strong, unique passwords for your member portal account
Never share your login credentials with others
Log out of the member portal when using shared computers
Keep your contact information current for security notifications
Report suspicious emails or communications claiming to be from NDA
Review your account activity regularly for unauthorized access
Cookies and Tracking Technologies
Types of Cookies We Use
Cookie Type
Purpose
Duration
Essential Cookies
Required for website functionality and member login systems
Session / Persistent
Analytics Cookies
Understanding website usage and improving user experience
12 months
Preference Cookies
Remembering your settings and customization choices
12 months
Functionality Cookies
Enhanced features like map interactions and directory searches
Session / 6 months
Third-Party Analytics
Google Analytics
We use Google Analytics with privacy-focused settings to understand:
Which pages and resources are most valuable to members
How visitors navigate our website and member portal
Technical issues affecting user experience
Effectiveness of our communications and content
IP anonymization is enabled, and we do not combine Analytics data with personally identifiable information.
Mapbox Analytics
Our interactive district map uses Mapbox, which collects usage data to:
Improve map performance and loading times
Understand which regions members search most frequently
Optimize the directory and location services
Your Cookie Choices
Managing Cookies
Browser Settings: Configure your browser to block or delete cookies
Do Not Track: We respect browser Do Not Track signals
Essential Cookies: Required cookies cannot be disabled without affecting site functionality
Third-Party Opt-Outs: Use industry opt-out mechanisms for advertising cookies
Note: Disabling cookies may limit your ability to use certain features of our website and member portal, particularly login functionality and personalized content.
Payment Processing & Financial Data
Stripe Payment Integration
All payment processing for memberships, event registrations, and donations is handled securely through Stripe, a PCI-DSS compliant payment processor.
How Payment Data Is Handled
Direct Processing: Payment card information goes directly to Stripe, not NDA servers
Token-Based Security: We store only payment tokens, never full card numbers
PCI Compliance: Stripe maintains full PCI-DSS Level 1 certification
Fraud Protection: Advanced fraud detection and prevention systems
Secure Connections: All payment pages use 256-bit SSL encryption
What Financial Information We Retain
For membership administration and tax compliance, we maintain:
Transaction dates and amounts
Payment method type (last 4 digits only)
Membership dues payment history
Event registration payment records
Donation receipts and acknowledgments
Refund and adjustment history
Financial Data Retention
Financial records are retained for a minimum of 7 years to comply with:
IRS tax requirements for non-profit organizations
State and federal financial record-keeping laws
Audit and compliance obligations
Refund and Cancellation Policies
Refund eligibility varies by purchase type:
Memberships: Refund policies outlined in membership terms
Convention Registration: Cancellation deadlines in event terms
Donations: Generally non-refundable (tax receipts issued)
Contact [email protected] for refund requests with transaction details.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We are committed to transparency in how we notify members of changes.
How We Notify You
Update Notification Process
Email Notice: Advance notice of significant changes via email to all members
Website Updates: Current version posted prominently on ndaonline.org
Portal Alerts: In-app notifications within the member portal
Effective Dates: Clear indication of when changes take effect
Version Archive: Previous policy versions available for reference
What Constitutes a "Significant" Change
We will provide advance notice and, where appropriate, seek consent for changes that:
Expand the types of personal information we collect
Change how we use sensitive professional data
Introduce new categories of third-party data sharing
Reduce your privacy rights or control options
Fundamentally alter our data protection practices
Your Acceptance of Changes
By continuing to use our services after changes take effect, you accept the updated Privacy Policy. If you disagree with changes, you may:
Contact us to discuss your concerns
Opt out of new data uses where possible
Request account closure if changes are unacceptable
Review and Audit Schedule
The NDA conducts regular privacy practice reviews:
Annual Review: Comprehensive policy and practice assessment
Technology Updates: Reviews when implementing new systems
Legal Changes: Updates to comply with new privacy regulations
Incident Reviews: Policy adjustments following any security incidents
Version Information
Current Version: 2.0
Effective Date: December 10, 2025
Last Revised: December 10, 2025
Previous Version: Dated September 11, 2025
Major Changes in This Version:
Enhanced member portal and digital services information
Mail:
National Dental Association
Attn: Privacy Officer
3517 16th Street, NW
Washington, DC 20010
Resolution Process
When you contact us with a privacy concern:
Acknowledgment: We will acknowledge receipt within 2 business days
Investigation: We will thoroughly investigate your concern
Response: You will receive a detailed response within 30 days
Resolution: We will work with you to address your concerns satisfactorily
Escalation: If unsatisfied, you may request review by NDA leadership
Regulatory Complaints
While we hope to resolve any concerns directly, you have the right to file complaints with relevant regulatory authorities:
U.S. Members: Federal Trade Commission (FTC) or state attorney general
International Members: Your local data protection authority
Documentation
When contacting us about privacy issues, please provide:
Your name and membership number (if applicable)
Contact information for follow-up
Detailed description of your concern
Relevant dates, documents, or correspondence
Your desired resolution
Professional Ethics and Confidentiality
As a professional organization serving healthcare providers, we understand the critical importance of confidentiality and ethical data handling. Our privacy practices align with:
Dental Professional Ethics: ADA Code of Professional Conduct and confidentiality principles
Healthcare Privacy: HIPAA principles where applicable to health information
Professional Development: Supporting career advancement while protecting professional reputation
Community Trust: Maintaining the trust of communities we serve
Acknowledgment and Acceptance
By Using Our Services
By accessing the NDA website, member portal, and related services, you acknowledge that you have read and understood this Privacy Policy. For NDA members, this policy supplements but does not replace the privacy provisions in your membership agreement.
Our Commitment to You
The National Dental Association is committed to protecting your privacy while advancing oral health equity and supporting the professional development of minority dental professionals. For over 112 years, we have served our community with integrity and excellence, and this commitment extends to how we protect and use your
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