Xperitas Privacy Policy

Last Updated: 05/21/2018


This policy explains our information practices, defines your privacy options and describes how your information is collected and used on our website and through traditional methods.

This policy covers the website at http://www.xperitas.org (the “Xperitas Website”). The Xperitas Website is owned and operated by Xperitas. Should you have privacy questions or concerns, send an email to info@xperitas.org.

By using the Xperitas Website, you agree to the collection and use of information in the manner described in this policy. Xperitas shall have right at any time and without prior notice, at its sole discretion, to revise this policy. If we make material changes to this policy, we will notify you by email, by means of a notice the next time you log in to the Xperitas Website, or by means of a notice on the Xperitas Website. Such revisions and additions shall be effective immediately. You are responsible for reviewing the Xperitas Website periodically for any modification to this policy. Any access or use of the Xperitas Website by you after notice of modifications to this policy shall constitute and be deemed to be your agreement to such modifications.

Information Collected and Information Provided

This policy applies to all information collected by Xperitas on the Xperitas Website and any information you submit to Xperitas or post to the Xperitas Website. You will most likely provide personal information to us when you register as a user of the Xperitas Website, when you use the Xperitas Website or when you participate in certain Xperitas promotions or events. The personal information we may collect includes: the information you submit to Xperitas or post to the Xperitas website, your name, passwords, user names, addresses, email addresses, phone numbers, debit card information, credit card information and bank account information.

Your Information
The Xperitas Website may include areas that allow users to post or send information to the Xperitas Website. When you post information to the Xperitas Website, other site visitors can also view that information. We suggest that you exercise caution when providing personally identifiable information to Xperitas or the Xperitas Website.

How we Use Information

Our primary goal in collecting your information is to provide you with a personalized, relevant, and positive experience with the Xperitas Website. We are also required to collect certain personal information to execute the services which we provide.

You can register on the Xperitas Website to receive promotions and updates, or to be contacted for market research purposes. You can control your privacy preferences regarding such marketing communications (see the section below entitled “Your Privacy Preferences”).

From time to time, you may be invited to participate in optional customer surveys or promotions, and Xperitas may request that you provide some or all of the above listed personal information in those surveys or promotions. We use information collected from surveys and promotions to learn about our customers in order to improve our services and develop new products and services of interest to our customers.

In addition to the personal information you supply, we may collect certain information to evaluate how visitors, guests and customers use the Xperitas Website. We collect data to make the Xperitas Website work better for you in the following ways: to improve the design of the Xperitas Website, to provide personalization on the Xperitas Website and to evaluate the performance of our marketing programs. The technologies we may use to gather this non-personal information may include “IP” addresses, “cookies,” browser detection, and “weblogs” or other methods.

IP addresses define the Internet location of computers and help us better understand the geographic distribution of our visitors and customers and manage the performance of the Xperitas Website. Cookies are tiny files placed onto the hard drive of your computer when you visit the Xperitas Website, so we can immediately recognize you when you return to the Xperitas Website and deliver content specific to your interests. You may modify your browser preferences to accept all cookies, be notified when a cookie is set, or reject all cookies. Please consult your browser instructions for information on how to modify your choices about cookies. If you modify your browser preferences, certain features of the Xperitas Website may not be available to you.

We may detect the type of web browser you are using to optimize the performance of the Xperitas Website and to understand the mix of browsers used by our visitors, guests, and customers. To learn about how people use our site, we examine weblogs, which show the paths people take through the Xperitas Website and how long they spend in certain areas.

Xperitas may contract with unaffiliated third parties to provide services such as customer communications, website analytics, advertising and other services. When we do this, we may provide your personally identifiable information to third parties only to provide those services, and they are not authorized to use your personally identifiable information for any other purpose.

Data Security

Access to your data is limited to authorized Xperitas staff or approved vendors. Although total security does not exist on the Internet, Xperitas shall make commercially reasonable efforts to safeguard the information that you submit to Xperitas or that Xperitas collects.

Use of the Xperitas Website by Children

The Xperitas Website is not intended for use by children under the age of 13.

Your Privacy Preferences

When you sign up as a registered user of the Xperitas Website you may begin receiving marketing communications such as e-mail newsletters, product and service updates and promotions. Our visitors generally find this type of information useful. If you do not want to receive these updates, you can use any of the following methods to notify Xperitas that you do not want to receive such information: select the “unsubscribe” link at the bottom of the email and follow the instructions; or send an email to info@xperitas.org.

How to Access or Correct Your Information

You can access and maintain your personally identifiable information that we collect by sending us an email to info@xperitas.org. To protect your privacy, we require a user ID and password to verify your identity before granting access or making corrections to such personally identifiable information.

Disclosure of Information

We reserve the right to disclose your personally identifiable information as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order or legal process. It is also possible that Xperitas would sell the company or all or substantially all of its assets. In any transaction of this kind, customer information, including your personally identifiable information, may be among the assets that are transferred. If we decide to so transfer your personally identifiable information, you will be notified by an email sent to the last known email address in our files and/or by notice posted on the Xperitas Website.

Privacy and Other Websites

The Xperitas Website may contain links to other websites. Xperitas is not responsible for the privacy practices of these other sites. We encourage you to be aware when you leave our site, and to read the privacy statements of each web site that collects personally identifiable information. Some linked sites may be co-branded with our trademarks and those of our business partners. They may have the look and feel of www.xperitas.org but the URL in your browser window will indicate that you are visiting a different site. This policy only applies to information collected by Xperitas.

Legal Basis for Processing (EEA Individuals Only):

If Visitors are from the European Economic Area (“EEA”), Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which Xperitas collect it.

However, Xperitas will normally collect personal information from Visitors only where Xperitas have Visitors’ consent to do so, where Xperitas need the personal information to perform a contract with Visitors, or where the processing is in Our legitimate interests and not overriden by Visitors’ data protection interests or fundamental rights and freedoms. In some cases, Xperitas may also have a legal obligation to collect the personal information in question.

If Xperitas ask Visitors to provide personal information to comply with a legal requirement or to perform a contract with Visitors, Xperitas will make this clear at the relevant time and advise Visitors whether the provision of Visitors’ personal information is mandatory or not (as well as of the possible consequences if Visitors do not provide Visitors’ personal information).

Similarly, if Xperitas collect and use Visitors’ personal information in reliance on Our or a third party's legitimate interests and those interests are not already listed above, Xperitas will make clear to Visitors at the relevant time what those legitimate interests are.

If Visitors have questions about or need further information concerning the legal basis on which Xperitas collect and use Visitors’ personal information, please contact Xperitas using the contact details provided under the "How to Contact Xperitas" section below.

 Information Xperitas Share

Xperitas may share and disclose Visitors’ personal information to third parties in the following circumstances:

  • Within the Xperitas organization for the purposes outlined in this Policy.
  • To vendors and other third-party service providers who require access to Visitors’ personal information to assist in the provision of the Website, Our products and Services, and other business-related functions such as website analytics providers or Our third-party advertising partners. These vendors and third-party service providers are limited to only accessing or using this data to provide services to Xperitas and must provide reasonable assurances they will appropriately safeguard the data.
  • Xperitas may also disclose Visitors’ information to third-parties: (a) where required by law or regulatory requirement, court order or other judicial authorization, (b) in response to lawful requests by public authorities, including for the purposes of meeting national security and law enforcement requirements; (c) in connection with the sale, transfer, merger, bankruptcy, restructuring or other reorganization of a business; (d) to protect or defend Our rights, interests or property, or that of third parties; (e) to investigate any wrongdoing in connection with the Website or Our Services; or (f) to protect the vital interests of an individual.
  • With Visitors’ consent.

More information about EU data protection laws is available by visiting our General Data Protection Regulation (“GDPR”) page.

If you have questions on the GDPR or if you have specific questions regarding the use of data that you don't feel are covered by our Privacy Policy, feel free to contact us

Data Storage and Retention for Program Participants and Clients

Xperitas is required to collect and maintain records from our program participants in order to meet legal requirements and deliver our services. This collection is done through our secure website, or through other physical delivery methods. The table below outlines the specific types of participant information we store, the length of time we store it, and the reason behind maintaining the records.

Information Stored

Retention Period

Why Retained

Medical Information

13 years from participation

Used for the execution of program and retained for future questions on the participant

Copy of Passport

End (August)of Fiscal year from participation

Used for the execution of program and not needed once the program has ended

Passport Form

3 years from participation

Used for the execution of program and retained for future questions on the participant

Family Stay Letter & Pictures

End (August)of Fiscal year from participation

Used for the execution of program and not needed once the program has ended

Family Stay Questionnaire

3 years from participation

Used for the execution of program and retained for future questions on the participant

Traveler Information


Used for the execution of program and retained for future questions on the participant

This information in the above table is never collected without participants’ permission.

Updates to This Policy

Xperitas reserves the right to change or update this Policy from time to time. If material changes are made, we will place a notice on Our Website and will update the last revised date at the top of this Policy. Xperitas encourages Visitors to regularly check back on this page to ensure Visitors are up to date with any changes.

How to Contact Xperitas

If any visitors to our website have any questions or concerns regarding the use or disclosure of their personal information, they can contact Xperitas by sending an email to info@xperitas.org, or by mail at:

129 North 2nd Street Suite 102
Minneapolis, MN 55401

Phone: 612-436-8299
Toll-free: 800-892-0022

Xperitas respects your privacy.