Utility.Community is committed to safeguarding your personal information and to being transparent about how it is used. This statement covers two areas: our webinars and our e-mail communications.
🎥 Webinars
Utility.Community webinars are hosted on Microsoft Teams and are typically recorded. By registering for or participating in a webinar, you acknowledge and agree to the following.
📋 What We Collect
- Attendees: your name, email address, and participation data, used for event coordination, communication, and post-event follow-up.
- Presenters: your audio, video, and shared materials may be recorded and shared with attendees or stored for future reference. Please ensure your materials comply with applicable privacy and intellectual-property guidelines.
🎙️ Recording, Voice and Participation
Webinars are recorded, and recordings may be made available to registered attendees and community members after the event. If you speak during a live webinar — for example, to ask a question or join the discussion — your voice becomes part of the recording. If you prefer not to be recorded, you can keep your microphone muted and take part through the written Q&A instead.
💬 Q&A
Questions submitted through the Q&A may be read aloud by the host and included in the recorded webinar. Please keep submitted questions free of any information you do not wish to be shared.
✅ Registration Acknowledgments
When you register for a webinar, we ask you to confirm that you understand the following:
- I understand this webinar will be recorded and the recording may be made available to registered attendees and community members.
- I understand that questions I submit during the Q&A may be read aloud and included in the recorded webinar.
📧 E-mail Communications & Newsletter Subscriptions
Utility.Community sends topic-based email updates — newsletters, research digests, and event and webinar announcements — only to people who have asked to receive them.
📋 What We Collect When You Subscribe
- Your email address and name.
- The topics you choose, so we send only what you are interested in.
- The date, source, and consent record of your sign-up.
- Basic engagement data — such as whether an email was delivered, opened, or a link was clicked — so we can improve what we send and keep our list healthy.
🔐 How We Use Your Information
We use it only to send the communications you signed up for and to let you manage your own subscription. We do not sell, rent, or trade your information, and we do not share it for advertising.
🛠️ How Your Email Is Managed and Sent
We host our own contact list in FluentCRM, installed directly on the Utility.Community website, rather than in a third-party marketing platform. Email is delivered through Amazon Web Services (Amazon Simple Email Service, “Amazon SES”), which acts solely as our sending provider. Both are used only to deliver the communications you requested.
✅ Your Consent
You join our list by opting in. New subscribers confirm their address before any topic emails are sent, and we keep a record of that consent. You are always in control and can change your mind at any time.
⚙️ Managing Your Preferences and Unsubscribing
Every email includes a one-click unsubscribe link and a link to your preference center, where you can add or remove topics or unsubscribe entirely. Unsubscribe requests are honored immediately and permanently — once you opt out, we will not email you again unless you re-subscribe yourself.
📨 Delivery Feedback
We receive automated bounce and complaint notifications from our sending provider so that we can promptly stop emailing addresses that are undeliverable or that have reported our mail. This keeps our list clean and our communications welcome.
🗄️ Retention
We keep your subscription details and consent records for as long as you remain subscribed. If you unsubscribe, we retain only the minimal record needed to honor your opt-out. You may request removal of your information at any time.
📱 Mobile App (iPhone and Android)
- Sign-in: the app sends your username and password to utility.community over HTTPS only to sign you in. If you turn on Face ID (iPhone) or fingerprint sign-in (Android), your credentials are stored on your phone in the Apple Keychain or the Android Keystore, protected by your face or fingerprint, and never leave the device otherwise.
- Notifications: if you turn notifications on, we store your device’s push token (and, when you’re signed in, your member ID) so we can send announcements. Notifications are delivered through Apple’s push service on iPhone and Google’s Firebase Cloud Messaging on Android. Turn notifications off in the app or in your phone’s settings at any time.
- Reports: when you report content or a problem, we store the page address, your reason, your message, your member ID if signed in, and your IP address, and email them to the administrators.
- Website pages in the app: the app shows pages from utility.community, so anything you do there is collected just as it is on the website — for example, posts and comments in Discussions, or the name, email address, company, job title, LinkedIn profile and reason you give when you request membership. These pages count visits with Jetpack Stats (from Automattic, the company behind WordPress.com), which we use only for overall page-view totals.
- Documents you share: files you upload to a working group are stored in that group’s Microsoft SharePoint library, visible only to the group’s members, and kept until you or a group administrator remove them.
- No tracking: the app contains no advertising, and neither the app nor the pages it shows are used to track you across other companies’ apps or websites.
- Deleting your account: in the app, open More → Delete my account, or follow the steps on our account deletion page (no app needed). We email you a confirmation link; after you confirm, we delete your account and personal data within 7 days.
🇪🇺 For People in the EU, EEA and UK
If you are in the European Union, the European Economic Area or the United Kingdom, the GDPR (or the UK GDPR) gives you the following information and rights.
- Who is responsible for your data: Rosson & Associates LLC, 522 W Riverside Ave Ste N, Spokane, WA 99201, USA, which operates utility.community and the Utility.Community app for iPhone and Android. Contact: privacy@utility.community.
- Why we may use your data (legal bases):
- To provide what you asked for (contract): your account, membership, working groups, discussions, webinars and the app’s features.
- Legitimate interests: keeping the site and app secure, preventing abuse (for example, the IP address stored with a problem report), overall page-view statistics, and running the community.
- Consent: email subscriptions and app notifications. You can withdraw consent at any time by unsubscribing or turning notifications off; this doesn’t affect anything done before you withdrew.
- Your rights: you can ask to access, correct or delete your data, to restrict or object to how we use it, and to receive a copy in a portable format. Email privacy@utility.community; we respond within one month. You can also delete your account yourself in the app (More → Delete my account).
- Where your data is stored: on servers in the United States, and with service providers that help us run the community (for hosting, document storage, email delivery, page-view statistics and app notifications). When data moves from the EU or UK to the United States, we rely on the safeguards the law requires, such as the European Commission’s Standard Contractual Clauses or the EU–U.S. Data Privacy Framework (with its UK extension) where our providers participate.
- How long we keep it: account data for as long as you are a member. After a confirmed deletion request, we delete your account and personal data within 7 days; copies in backups are overwritten in the normal backup cycle.
- Complaints: you have the right to complain to the data protection authority where you live or work. In the UK, that is the Information Commissioner’s Office (ICO). We’d appreciate the chance to resolve your concern first.
📨 Contact Us
If you have any questions or concerns about your data or privacy rights — for webinars or e-mail — please contact our Privacy Officer at privacy@utility.community.
💳 Paid Advisory Sessions (Rosson & Associates)
Utility.Community is free and does not process payments — no card details are ever collected on this site, and nothing described above involves a purchase. Paid one-to-one advisory sessions are provided separately by Rosson & Associates, which is the merchant of record for them and publishes its own privacy policy, terms of service and refund and cancellation policy. This policy does not cover those transactions.