Privacy Policy & Terms of Service

Session Tracking

We automatically collect session data to understand how users interact with our platform:

• • Anonymous session identifiers (stored in your browser's session storage)
• • Page views and time spent on different sections
• • Click interactions and user journey paths
• • Page visibility changes (when you switch tabs or return to our site)
• • Session duration and engagement metrics

Session data is anonymous and cannot be linked to your identity unless you create an account.

UTM Parameters and Campaign Tracking

We collect and analyze marketing campaign parameters to understand how users find our platform:

• • UTM source, medium, campaign, term, and content parameters
• • Referrer website information and domain analysis
• • Social media platform identification (Facebook, Instagram, WhatsApp, etc.)
• • Email campaign click tracking and conversion attribution
• • Direct vs. organic vs. paid traffic classification

View and Conversion Events

We track specific user actions to measure platform effectiveness and improve user experience:

• • Event page views and unique visitor counts
• • Volunteer signup conversions and completion rates
• • Share link clicks and social media engagement
• • Email campaign opens and link clicks
• • Form abandonment rates and completion analytics

Conversion tracking helps us understand which features are most valuable to users and optimize the volunteer signup experience.

Technical Information Collected

We automatically collect technical data about your device and browser:

• • User agent string (browser type, version, operating system)
• • IP address (for geographic analysis and security)
• • Screen resolution and device type (mobile, tablet, desktop)
• • Language preferences and timezone
• • Connection type and network information

Analytics Data Usage

We use analytics data for legitimate business purposes:

• • Improving platform performance and user experience
• • Understanding user needs and feature usage patterns
• • Optimizing event discovery and volunteer recruitment
• • Measuring marketing campaign effectiveness
• • Detecting and preventing fraud or abuse
• • Generating anonymized usage statistics and insights

Analytics Opt-Out

While our analytics tracking is anonymous and essential for platform functionality, you can disable tracking by:

• • Disabling JavaScript in your browser (may affect functionality)
• • Using private/incognito browsing mode
• • Clearing session storage and cookies regularly
• • Contacting us to request exclusion from analytics (where technically feasible)

Supabase (Database and Authentication)

We use Supabase as our primary database and authentication provider:

• • Data Stored: All user accounts, events, volunteers, and platform data
• • Security: Row Level Security (RLS) policies protect user data
• • Location: Data stored in secure US-based data centers
• • Access: Real-time database subscriptions for live updates
• • Backup: Automated backups and disaster recovery

Learn more: Supabase Privacy Policy

Postmark (Email Delivery)

We use Postmark for reliable email delivery and tracking:

• • Data Shared: Email addresses, names, and message content
• • Tracking: Email opens, clicks, bounces, and delivery status
• • Retention: Email logs retained for 45 days by Postmark
• • Security: TLS encryption for all email transmissions
• • Compliance: CAN-SPAM and GDPR compliant email handling

Learn more: Postmark Privacy Policy

Vercel (Hosting and Performance)

We use Vercel to host our platform and monitor performance:

• • Data Processed: Request logs, performance metrics, error tracking
• • Analytics: Page load times, server response metrics
• • Location: Global edge network for faster performance
• • Retention: Server logs retained for 30 days
• • Security: Automatic HTTPS and DDoS protection

Learn more: Vercel Privacy Policy

Service Provider Data Processing

All third-party services process data under strict contractual agreements that require:

• • Data processing only for specified purposes
• • Implementation of appropriate security measures
• • Compliance with applicable privacy laws (GDPR, CCPA)
• • Data deletion upon service termination
• • No use of data for their own commercial purposes

CAN-SPAM Act Compliance

Our email communications comply with the CAN-SPAM Act and international anti-spam regulations:

• • All marketing emails clearly identify Member Roundup as the sender
• • Subject lines accurately reflect email content without deceptive practices
• • Every email includes our physical mailing address
• • Unsubscribe links are prominently displayed and functional
• • Opt-out requests are processed within 10 business days
• • We obtain explicit consent before sending marketing communications

Email Tracking and Analytics

We use email tracking to improve communication effectiveness and user experience:

• • Open Tracking: We track when emails are opened to measure engagement
• • Click Tracking: We monitor link clicks to understand user interests
• • Bounce Monitoring: We detect and handle undeliverable email addresses
• • Delivery Status: We track successful delivery and spam filtering
• • Unsubscribe Tracking: We monitor and honor opt-out requests

Email tracking data is used solely to improve our services and is not shared with third parties for marketing purposes.

Contact Management and Bulk Campaigns

We provide tools for event organizers to manage contacts and send coordinated communications:

• • Contact Import: CSV/VCF file uploads with automatic parsing and validation
• • Contact Groups: Organized lists for targeted communications
• • Bulk Email Campaigns: Batch sending with personalization and tracking
• • Source Tracking: We track how contacts were added (manual, Google, file upload)
• • Duplicate Management: Automatic deduplication and contact merging

Users are responsible for ensuring they have permission to contact individuals on their imported lists.

Types of Emails We Send

We send different types of emails based on your relationship with our platform:

Email Preferences and Unsubscribe

You have full control over email communications:

• • Click "Unsubscribe" in any marketing email for immediate removal
• • Manage email preferences in your account settings
• • Contact us directly to modify your communication preferences
• • Choose specific types of emails to receive (event updates, reminders, etc.)
• • Set frequency preferences for non-critical communications

Note: Unsubscribing from marketing emails will not affect transactional messages necessary for account security and service operation.

SMS Consent and Data Collection

When you provide your phone number and consent to receive text messages from Member Roundup, we collect and process:

• • Your mobile phone number
• • Date, time, and method of consent
• • Message delivery status and responses
• • Opt-in and opt-out preferences
• • SMS interaction data for service improvement

Types of SMS Messages

We may send you text messages for the following purposes:

• • Event reminders and updates
• • Volunteer coordination notifications
• • Account security alerts
• • Service announcements and important updates

Data Sharing Restrictions for SMS

We will not share your mobile phone number or SMS consent data with third parties or affiliates for marketing purposes.

We may only share your mobile number and opt-in data with trusted service providers under strict confidentiality agreements, and only to support:

• • Customer service and technical support
• • SMS delivery and infrastructure services (e.g., Twilio)
• • Compliance with legal obligations

All text messaging originator opt-in data and consent records are kept private and will never be transferred to third-party marketers.

SMS Opt-Out and Consent Management

You can stop receiving SMS messages from us at any time using any of these methods:

• • Reply STOP to any text message from us
• • Reply UNSUBSCRIBE to any text message
• • Email us at hello@memberroundup.com with your opt-out request
• • Update your preferences in your account settings
• • Contact us through any reasonable means with your opt-out request

We will process opt-out requests immediately and stop sending messages within 10 business days as required by law.

Message Frequency and Charges

Message frequency varies depending on your event activity and notification preferences. Standard message and data rates may apply from your mobile carrier. You are responsible for any charges from your mobile carrier.

A2P 10DLC Compliance

Our SMS services comply with A2P (Application-to-Person) 10DLC requirements and carrier guidelines. We maintain proper business registration and campaign approval to ensure reliable message delivery while protecting against spam and fraud.

What Are Cookies

Cookies are small text files stored on your device when you visit our website. We use both first-party cookies (set by Member Roundup) and carefully selected third-party cookies to enhance your experience.

Types of Cookies We Use

Session Storage and Local Storage

In addition to cookies, we use browser storage technologies:

• • Session Storage: Temporary data stored during your browser session (anonymous session IDs, form data)
• • Local Storage: Persistent data for user preferences and settings
• • IndexedDB: Structured data storage for offline functionality
• • Cache Storage: Static assets and performance optimization

Cookie Control and Consent

You have control over cookie usage:

• • Browser settings: Configure cookie acceptance in your browser
• • Selective consent: Choose which types of cookies to accept
• • Regular deletion: Clear cookies and storage data anytime
• • Opt-out options: Disable non-essential cookies while maintaining functionality

Disabling essential cookies may affect platform functionality and user experience.

Children Under 13

Member Roundup is designed for use by adults (parents, teachers, organizers) in educational settings. We do not knowingly collect personal information from children under 13 years of age.

• • Account creation requires users to be 18 years or older
• • We collect parent/guardian information for volunteer coordination, not child data
• • Event information may reference children but does not collect their personal data
• • Photos and media require explicit parental consent before collection

School and PTA Context

When used in school or PTA contexts, additional safeguards apply:

• • Organization administrators must obtain proper permissions before creating events
• • Parent contact information is collected for adult volunteer coordination only
• • Any references to children (grade levels, activities) are descriptive only
• • Schools must comply with FERPA and local privacy requirements
• • We provide data deletion tools for compliance with school policies

Parental Rights and Controls

If any child information is inadvertently collected:

• • Parents can request immediate deletion of any child-related data
• • We will verify parental identity before processing requests
• • Data will be permanently deleted within 30 days of verified request
• • Parents can review any information collected about their children
• • We provide tools for schools to manage compliance with local laws

Reporting Child Data Concerns

If you believe we have inadvertently collected information from a child under 13, please contact us immediately at privacy@memberroundup.com with details. We will investigate and take appropriate action within 72 hours.

Retention Periods by Data Type

Automated Deletion

We implement automated systems to ensure data is deleted according to our retention schedule:

• • Monthly automated cleanup of expired data
• • Secure deletion with cryptographic verification
• • Backup purging synchronized with production deletion
• • Audit logging of all automated deletions

User-Requested Deletion

You can request deletion of your data at any time. We will process requests within 30 days and provide confirmation of deletion. Some data may be retained for legal compliance or legitimate business interests as permitted by law.

General Privacy Rights

Regardless of your location, you have the following rights regarding your personal information:

• • Right to Access: Request a copy of all personal information we hold about you
• • Right to Correction: Update or correct inaccurate or incomplete data
• • Right to Deletion: Request deletion of your account and associated data
• • Right to Data Portability: Export your data in a machine-readable format
• • Right to Opt-Out: Unsubscribe from non-essential communications
• • Right to Object: Object to processing for marketing or analytics purposes

GDPR Rights (EU Residents)

If you are located in the European Union, you have additional rights under GDPR:

• • Right to Restriction: Limit how we process your data while we resolve disputes
• • Right to Withdraw Consent: Withdraw consent for processing at any time
• • Right to Lodge Complaints: File complaints with your local data protection authority
• • Right to Know: Detailed information about how and why we process your data
• • Right to Automated Decision Opt-Out: Avoid solely automated decision-making

CCPA Rights (California Residents)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• • Right to Know Categories: Learn what categories of data we collect and share
• • Right to Know Sources: Understand how we obtained your personal information
• • Right to Deletion: Request deletion with some exceptions for compliance
• • Right to Non-Discrimination: Equal service regardless of privacy choices
• • Right to Opt-Out of Sale: We don't sell data, but you can opt-out if we ever do

How to Exercise Your Rights

To exercise any of these rights:

• • Online: Use your account settings to update preferences and data
• • Email: Send requests to privacy@memberroundup.com
• • Verification: We may need to verify your identity before processing requests
• • Response Time: We respond to requests within 30 days (GDPR) or 45 days (CCPA)
• • No Cost: Exercising your privacy rights is free of charge

Data Export and Deletion

We provide self-service tools for common requests:

• • Account Dashboard: Export your event and volunteer data as CSV files
• • Contact Export: Download your contact lists and communication history
• • Analytics Data: Request analytics data associated with your account
• • Account Closure: Permanently delete your account and all associated data

Some data may be retained for legal compliance, security, or fraud prevention as permitted by law.

SMS Service Terms

By providing your phone number and consenting to receive text messages from Member Roundup, you agree to these SMS service terms:

• • You have provided express written consent to receive automated text messages
• • Consent is not a condition of purchase or use of our services
• • Message frequency varies based on your activity and preferences
• • Standard message and data rates may apply from your mobile carrier
• • You are responsible for all charges from your mobile carrier

TCPA Compliance

Our text messaging services comply with the Telephone Consumer Protection Act (TCPA) and related regulations:

• • We only send messages with your prior express written consent
• • You may revoke consent at any time through multiple methods
• • We honor all opt-out requests made through "any reasonable means"
• • We maintain detailed records of all consent and opt-out actions
• • Messages are sent for legitimate business purposes only

Acceptable Use for SMS

When using our SMS features, you agree not to:

• • Use SMS for spam, harassment, or inappropriate content
• • Send messages that violate any applicable laws or regulations
• • Share or sell your SMS consent with third parties
• • Use SMS for illegal activities or unauthorized purposes
• • Send messages containing malicious content or viruses
• • Attempt to bypass our opt-out or consent mechanisms

SMS Opt-Out Rights

You can stop receiving text messages from us at any time by using any of these methods:

• • Reply STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any message
• • Send an email to hello@memberroundup.com with your opt-out request
• • Update your communication preferences in your account settings
• • Contact us through any reasonable means expressing your desire to opt out

We will process your opt-out request immediately and confirm the cancellation via text message.

SMS Service Disclaimers

Our text messaging service is provided "as is" and we make no warranties regarding:

• • Delivery timing or reliability of messages
• • Compatibility with all mobile carriers or devices
• • Uninterrupted or error-free service
• • Protection against carrier-related issues or outages

We are not responsible for delays, failures, or additional charges related to mobile carrier services or network issues.

Help and Support

For help with SMS services, reply HELP to any message or contact us at hello@memberroundup.com.