The American Philosophical Society (APS) respects the privacy of everyone who visits our websites and uses the APS online application and reference system (the "Portal"). This policy explains what information we collect through the Portal, how we use it, and with whom it is shared.
Information we collect
Information you provide. To create an account and apply for a grant or fellowship you provide information such as your name, email address, telephone number, and institutional affiliation, together with the contents of your submission, including your proposal, budget, supporting documents. You also provide the name, telephone number, email address and institutional affiliation of persons from whom you authorize us to submit a letter on your behalf.
Information collected automatically. Like most websites, the Portal automatically records standard log information, including IP address, browser and device type, the pages and files accessed, and the date and time of access. We use cookies and similar technologies that are necessary for the Portal to function, such as keeping you signed in, maintaining your session, and protecting against cross-site request forgery. These cookies are required to use the Portal.
How we use your information
We use the information collected through the Portal to:
- process, review, and administer applications and letters of recommendation;
- communicate with you about your account, submissions, and decisions;
- operate, secure, maintain, and improve the Portal;
- produce aggregate, de-identified statistics and trend analyses, including reporting to APS funders; and
- with your consent, contact you (recommenders and other scholars) about serving as an evaluator of grant and fellowship proposals.
How your information is shared
We do not sell your personal information. We share it only as follows:
- Reviewers and evaluators. Application materials and letters of recommendation are made available to the APS staff and to the external reviewers and evaluators responsible for assessing proposals.
- Service providers. We use trusted third-party providers to operate the Portal, such as cloud hosting and email-delivery services. They may process personal information on our behalf and are permitted to use it only to provide services to APS.
- Funders. We report aggregate, de-identified information about our programs to APS funders.
- Legal reasons. We may disclose information if required by law or to protect the rights, safety, and security of APS, our users, or others.
Data security
Information transmitted to and from the Portal is encrypted in transit using Transport Layer Security (TLS). Access to personal information is restricted to authorized APS staff and service providers who need it to perform their duties. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Data retention
We retain the information you provide for as long as needed to administer our grant and fellowship programs and to meet our legal, accounting, and reporting obligations. Inactive accounts and prior application cycles are periodically archived.
Your choices and rights
You may review and update your account and contact information by signing in to the Portal. Recommenders may change whether they wish to be contacted as an evaluator at any time. To request access to, correction of, or deletion of your personal information, contact us using the details below; we will respond consistent with applicable law.
International users
The Portal is operated and hosted in the United States, and information you provide is processed there. If you access the Portal from outside the United States, you understand that your information will be transferred to and processed in the United States.
Links to other websites
The Portal may contain links to other websites. We are not responsible for the privacy practices or content of those websites.
Changes to this policy
We may update this policy from time to time. When we do, we will post the revised policy here and update the effective date below. Material changes will be noted prominently.
Contact us
If you have questions about this policy or your personal information, contact us at https://www.amphilsoc.org/contact.
Effective date: July 2026