Privacy Policy

What this policy covers

This policy explains what KeepTheClub LLC ("we", "us") collects when you use keeptheclub.com, a club's private member portal, a club's public website, or the emails the service sends, and what we do with it. It applies to visitors, members, club officers, and people who write to a club through its website. Keep The Club is available in the United States only.

Your club decides a lot about your information as well: who is on its roster, what goes on its public website, and how long it keeps you on the roster. Where this policy says "your club", it means the club's officers acting through the service.

Information you give us

• Account: your email address; a password, handled by Google's Firebase Authentication so that we never see or store it; your first and last name; and, if you add them, a profile photo and a phone number. Whether other members see your email or phone number is a switch you control, and both are off unless you turn them on. If you sign in with Google, we receive your Google account's email address and, if you allow it, your name and photo.
• What you post in your club: forum threads and replies, messages, For Sale listings, photos and their captions, and event RSVPs; and, if you are an officer, announcements, events and locations. Attachments you add to posts and messages are stored with them.
• Documents you file with your club, such as an association card or an insurance certificate, when the club asks for them through an upload link.
• Forms: a request to join a club (name, email, message); a message to a club from its public website (name, email, subject, message); a question to a seller about a public listing (name, email, message); a request to join our beta (name, email, club name, city, state, and optionally a website and a note); and a message to us from this site's Contact page (name, email, message).
• Email replies: when you reply to a notification email, we keep the text of your reply without any quoted history, your name and address, and the message's technical headers. Amazon Web Services, which receives mail for us, keeps the raw email as well; see "Who helps us run this".
• Preferences: which notifications you want from each club, your dark mode setting, and which club is your primary one.
• Your acceptance: the date you confirmed you are 18 or older and accepted the Terms of Service and this policy, and which versions you accepted.

Information your club gives us about you

Your club's officers maintain your roster row: your role, your access level, your membership standing (active, lapsed or inactive), the dates your membership started and ends, and a dues tier if the club uses them. If a club registers an existing membership list, it gives us each member's name, email address and those dates, and we email each person an invitation to set up their account. Officers may also record a reason when they make a member inactive.

Information collected automatically

We do not use analytics or advertising trackers, and we do not build profiles of your browsing. The Cookie Policy lists what the site keeps in your browser. What we do collect automatically is the following.

• Sign-in times, kept by Firebase Authentication and read by us once a day to see which clubs are active.
• A one-way hash of your IP address, used only to limit how often the public forms (join, contact, ask the seller, beta) can be submitted. The hash is keyed with a secret, cannot be turned back into your address, and the record is deleted within about two days.
• Error reports when something goes wrong in the app: your account id, an error code, which feature failed and a version number, and never the content of what you were doing. Deleted after 90 days.
• Email delivery events from Amazon Web Services: whether a message bounced or was reported as spam, so that we stop sending to addresses that do.
• The country your connection comes from, as determined by Cloudflare, used to serve club websites only in the United States. We do not store it.
• When the app's bot check (Google's reCAPTCHA Enterprise) is enabled, Google collects signals from your browser to tell people from automated traffic.

How we use your information

We do not sell your personal information, and we do not share it with advertisers or data brokers. We use it for the following.

• To run your club's site: the roster, forums, messages, listings, photos, events and the public website.
• To send the emails you and your club have opted into: invitations, announcements, messages and replies, new forum threads, new listings, event changes, and a welcome when you join. We email you only about clubs you belong to or have written to.
• To keep the service safe: rate limits, bot checks, suppressing addresses that bounce, and finding bugs.
• To answer you when you write to us, and to run the beta.

Who can see your information

• Other members of your club can see your name, profile photo, role and membership standing, and your email address or phone number only if you have turned sharing on. They can see what you post in the club's forums, in club-wide messages and on its For Sale board, and the direct messages you send them.
• Your club's officers (power users and admins) can always see your email address and phone number, whether or not you share them, along with your membership dates, dues tier, any documents you have filed, and the requests to join and messages the club receives from its public website. Full admins can also read email sent to the club's own address.
• Other clubs you belong to see only what you share into them yourself, such as a For Sale listing you cross-post, which shows your name and the club it came from. Your membership in one club is not visible to another.
• The public, on your club's website, if the club puts it there: the names, roles and photos of the club's officers, with an officer's email or phone number only if that officer has turned sharing on; events, announcements and listings that have been marked "Show in public site", where a public listing shows no seller name; the photos in any album the club chooses to publish; and the club's locations, with the description an officer writes for the public site (the notes for members stay in the member portal). Search engines and AI assistants are allowed to read the public website.
• When someone asks a seller about a public listing or writes to a club through its website, the seller or the officers see that person's name, email and message.
• Keep The Club staff can see aggregate usage and cost figures, error reports, beta requests and alert settings. We do not read members' private messages or documents. To fix a problem a club or member reports, to investigate abuse, or where the law requires, our support account can open your club's pages and make changes the way a club admin can. Anything it posts or changes is signed Support_KeepTheClub, and every visit it makes is recorded.

Who helps us run this

We use a small number of providers to run the service. Each may process your information only to provide its service to us.

• Google (Firebase and Google Cloud): authentication, including sign in with Google; the database; file storage; server code; and website hosting, in the United States. When enabled, Google's reCAPTCHA Enterprise checks that you are not a bot.
• Amazon Web Services: sends every email the service sends, and receives email replies and mail to club addresses (Simple Email Service, with received mail stored in Amazon S3), in the United States.
• Cloudflare: routes traffic to club websites and determines the country a visit comes from.
• Google Maps: maps on a club's site are embedded from Google. When your browser loads one, it connects to Google directly, and Google's privacy policy applies.
• UptimeRobot: checks that the service is up. It receives no personal information.

When we would disclose information

We will disclose information if the law requires it, to protect the rights and safety of members, clubs or the public, or as part of a sale or reorganization of KeepTheClub LLC, in which case this policy would continue to apply to it.

How long we keep it

• Your account and roster information, for as long as you belong to a club. When a club makes you inactive, your roster row stays in that club's records with your standing changed, your posts, messages and listings stay where they were, and any listings you had for sale are withdrawn. Two years after that, or the period your club has chosen between one month and ten years, your name, email address, phone number, photo and any filed documents are removed from the row, which stays only as a record that a membership existed and when.
• Content you delete yourself (a forum post, a photo, a listing) is deleted from the service when you delete it. Announcements, events, messages and conversations cannot be deleted by members.
• A request to join that did not lead to a membership has the applicant's name and address removed after twelve months. Messages to a club and email replies stay for as long as the club exists.
• Invitation and upload links, 14 days, then removed within a week. One-time sign-in codes, two minutes.
• Rate-limit records, about two days. Error reports, 90 days.
• Received email is kept in the raw form Amazon stores only until it has been filed into the club's messages, which normally takes seconds. Anything that could not be filed is deleted after thirty days.
• Beta requests and messages to us, until we no longer need them for the beta.

Your choices

Residents of California and of other states with privacy laws may have additional rights to know, correct and delete their information and to opt out of its sale or sharing. We do not sell or share personal information for advertising. To exercise any right, email support@keeptheclub.com; we will verify the request through the email address on your account.

• Edit your name, photo, phone number and email at any time in My Account, and choose whether other members see your email and phone number.
• Turn each kind of notification on or off for each club, or all of them at once, in your account settings or from the unsubscribe link at the foot of every notification email.
• Change your password, or reset it from the sign-in screen. If you signed up with Google, Google manages your password.
• Ask your club's officers to change or remove your roster row.
• Download a copy of your data from My Account, once every seven days; the link works for seven days. Delete your account from the same screen, after signing in again: your name, email address, phone number, photo and documents are removed from every club you belong to and your sign-in is deleted, while what you posted stays under "Former member", which is what your club is entitled to keep in its own records. If you need help with either, email support@keeptheclub.com.

Children

Keep The Club is for adults and is not directed to children. Only people 18 or older may hold an account, and everyone confirms that when they create one. We do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has an account or has sent us information, email support@keeptheclub.com and we will delete it.

Security

The service is served over HTTPS only. Access to club data is enforced by rules on every read and write, so a member of one club cannot read another's, and only officers can read what is reserved for officers. Sign-in between the central sign-in page and a club's site uses one-time codes that expire in two minutes. Passwords are handled by Firebase Authentication and are never stored by us. No system is perfectly secure, so we cannot promise that information will never be lost or accessed without permission. If we learn of a breach affecting your personal information, we will tell you and your club as the law requires.

Where your information is kept

In the United States, on Google Cloud and Amazon Web Services facilities there. The service is offered only in the United States.

Changes to this policy

We may update this policy. The date at the top says when it last changed. For a material change we will email club administrators and post a notice on this site before it takes effect.

Contact

Questions about this policy or your information: email support@keeptheclub.com, or write to KeepTheClub LLC, 202 N Cedar Ave Ste #1, Owatonna, MN 55060, USA.