Privacy Policy

1. Introduction

Active Members ("we", "us", or "our") is committed to protecting your privacy and handling your data responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our membership engagement and retention platform.

By using Active Members, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Account Information

When you create an Active Members account, we collect:

• Name and email address
• Organisation name and details
• Password (encrypted and securely stored)
• Billing information (processed securely through Stripe)

2.2 Member Data

When you upload or import member information into Active Members, this may include:

• Member names and contact details
• Membership status and activity history
• Attendance records and engagement metrics
• Custom fields you choose to import

Important: You are responsible for ensuring you have the right to process and share this member data with Active Members, and that you comply with applicable privacy laws in your jurisdiction.

2.3 Usage Information

We automatically collect certain information when you use our platform:

• Device information (IP address, browser type, operating system)
• Usage data (features accessed, pages viewed, time spent)
• Email campaign performance (open rates, click rates)
• Error logs and diagnostic data

2.4 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience and analyse platform usage. You can control cookie preferences through your browser settings.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve the Active Members platform
• Communication: To send you service-related notifications, updates, and support responses
• Email Campaigns: To send emails on your behalf to your members (as directed by you)
• Analytics: To understand how you use our platform and improve our services
• Security: To detect, prevent, and respond to security incidents and fraud
• Legal Compliance: To comply with legal obligations and enforce our terms
• Billing: To process payments and manage subscriptions

We will never sell your personal information to third parties or use your member data for our own marketing purposes.

4. Data Sharing and Disclosure

4.1 Service Providers

We share data with trusted third-party service providers who help us operate our platform:

• Hosting: Cloud infrastructure providers for data storage and processing
• Email Delivery: Email service providers to send campaign emails
• Payment Processing: Stripe for secure payment processing
• Analytics: Tools to help us understand platform usage

All service providers are contractually obligated to protect your data and use it only for specified purposes.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if necessary to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Respond to emergencies involving personal safety

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity. We will notify you of any such change and provide options regarding your data.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict access controls and authentication requirements
• Regular Audits: Security audits and vulnerability assessments
• Monitoring: 24/7 monitoring for suspicious activity
• Backup: Regular automated backups to prevent data loss

While we strive to protect your information, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active and for a reasonable period after closure
• Member Data: Retained according to your instructions; you can delete member data at any time
• Usage Logs: Typically retained for 12-24 months for security and analytics purposes
• Financial Records: Retained as required by law (typically 7 years)

After deletion, some information may persist in backups for up to 90 days before being permanently destroyed.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request your data in a portable format
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing in certain circumstances
• Withdrawal: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@activemembers.com. We will respond within 30 days.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by relevant authorities
• Ensuring service providers maintain adequate data protection standards
• Implementing technical and organisational security measures

9. Children's Privacy

Active Members is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will notify you of significant changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice in the platform

Continued use of Active Members after changes indicates acceptance of the updated policy.