Privacy policy
This policy explains how this deployment of the platform handles personal information. It is a general template: the operator of this deployment (the "Operator") must review it, add its legal name and contact details, and adjust it to its own practices and local law before going live.
Who is responsible
The Operator runs this service on behalf of one or more clubs. For the records a club keeps about its members, the club and the Operator decide together why and how the information is used.
What we collect
- Account details: name, email address, phone number, mailing address and profile fields you choose to provide.
- Membership records: your application, screening and accreditation answers, subscription and signature records, and your status in a club.
- Financial records: commitments, contributions, distributions, fees, statements and tax documents that relate to you.
- Participation records: ballots you cast, and the time you cast or changed them.
- Documents: files uploaded by you or by club administrators that relate to you or to the club.
- Technical data: sign-in events, session information, and logs of emails sent to you. Audit logs record who changed which records and when.
How we use it
- To run your membership: onboarding, signing, funding, voting, statements and tax reporting.
- To send service emails such as invitations, vote notices, reminders and statements. You can switch off optional topics in your notification settings. Emails that are required for voting and tax compliance are always sent.
- To keep the service secure, prevent misuse and meet legal and regulatory duties.
We do not sell personal information and we do not use it for advertising.
Who can see it
- You can see your own records.
- Club administrators can see the records of their own club, including its members, finances and documents.
- Other members see only what the club chooses to share, such as results of votes and documents marked for members. Your individual ballot is visible to administrators only if the club has enabled that setting.
- Platform support staff can see a club's data only when that club has granted them access.
- Service providers that host the database, store files, and deliver email process information on the Operator's behalf under contract.
Retention
Records are kept for as long as the club needs them for its legal, tax and accounting duties, and for the life of the club. Audit logs are append-only. When you leave a club, your records stay with the club for those purposes but your access ends.
Security
Access is limited by role and enforced in the database. Administrator sign-in can require two-factor verification. Files are held in private storage and are delivered through short-lived links. No system is perfectly secure; report suspected problems to the Operator promptly.
Your choices and rights
Depending on where you live, you may have the right to access, correct, export or ask for deletion of your personal information, and to object to some uses. Contact a club administrator or the Operator to make a request. Some records cannot be deleted while a legal or financial duty requires them.
Changes
The Operator may update this policy. The current version is always shown on this page.
Contact
Contact the Operator of this deployment, using the details it publishes for your club, with privacy questions or requests.