Privacy Policy

1. Information We Collect

Depending on how you use MemberTrace, we may collect or process the following categories of information:

• Account and profile information, such as name, email address, phone number, organization, role, membership status, profile details, and account identifiers.
• Organization and membership records, including applications, renewals, event participation, dues or payment status, directory information, and organization-defined profile fields.
• Communications and user content, including messages, posts, files, forms, comments, attachments, images, and other content you submit through MemberTrace.
• Transaction information, such as purchase, invoice, payment, refund, and subscription-related details. Payment card information may be processed by our payment providers rather than stored directly by MemberTrace.
• Device and usage information, such as browser or device type, operating system, app version, IP address, session and diagnostic information, feature usage, page views, and interaction events.
• Notification information, such as device push tokens and notification preferences used to deliver app notifications.
• Integration information, when you connect services such as file-storage or other third-party integrations, including identifiers and authorization information required to provide the requested integration.
• Partner Marketplace information, including benefit engagement and information you choose to submit through a request-for-information form. We share individually identifiable lead information with a partner only when you affirmatively submit it with consent.

2. How We Use Information

We use information to:

• provide, operate, secure, and maintain MemberTrace;
• authenticate users and manage accounts, permissions, and memberships;
• support communications, events, directories, forms, files, billing, and other platform features;
• process transactions and support subscriptions and organization billing;
• deliver notifications and other service communications;
• provide customer support, troubleshoot issues, and improve reliability and performance;
• analyze product usage and improve MemberTrace features and user experience;
• detect, prevent, and investigate fraud, abuse, security incidents, or violations of our terms; and
• comply with legal obligations and enforce applicable agreements.

3. How Information Is Shared

We may share information in the following circumstances:

• With your organization. MemberTrace is used by member organizations and their authorized administrators. Information you provide may be available to the organization that manages your MemberTrace community, subject to its settings and permissions.
• With service providers. We may use hosting, infrastructure, analytics, payment processing, communications, file-processing, security, and other vendors that process information on our behalf.
• With connected services. If you choose to connect a third-party service, information may be exchanged with that service as necessary to provide the integration.
• With marketplace partners when you consent. If you submit a Partner Marketplace request for information, the information you choose to provide may be shared with the relevant partner. We do not provide partner lead information merely because you viewed a benefit.
• For legal and safety reasons. We may disclose information when reasonably necessary to comply with law, respond to lawful requests, protect rights or safety, or investigate misuse.
• In a business transaction. Information may be transferred in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to applicable law.

4. Payments

MemberTrace may support dues, event registrations, subscriptions, and other payments. Payment information may be handled by third-party payment processors. Their processing of payment data is governed by their own privacy terms in addition to applicable contractual protections.

5. Mobile App Permissions and Device Features

The MemberTrace mobile app may request access to device capabilities that support app features, such as push notifications and biometric authentication. Biometric matching is performed by the device operating system; MemberTrace does not receive your fingerprint or facial biometric template.

6. Analytics and Similar Technologies

We may use analytics and similar technologies to understand how our websites and applications are used, measure performance, and improve features. These tools may process device, browser, usage, interaction, and diagnostic information.

7. Data Retention

We retain information for as long as reasonably necessary to provide the services, fulfill the purposes described in this Policy, comply with legal or contractual obligations, resolve disputes, maintain security, and enforce agreements. Retention periods may vary depending on the type of data, the organization using MemberTrace, and applicable legal requirements.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Privacy Choices and Rights

Depending on your location and relationship with MemberTrace, you may have rights to request access, correction, deletion, or restriction of certain personal information, or to object to or opt out of certain processing. In many cases, your member organization is responsible for decisions about its member records, and we may coordinate requests with that organization.

You can also manage certain profile information, communication preferences, and app permissions through MemberTrace or your device settings where those controls are available.

10. Children

MemberTrace is designed for professional and membership communities and is not directed to children. If an organization uses MemberTrace in a context involving minors, that organization is responsible for ensuring it has an appropriate legal basis and any required parental or guardian permissions.

11. International Use

MemberTrace may be accessed from different countries. Information may be processed in jurisdictions other than where you live, subject to applicable legal and contractual safeguards.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date and provide additional notice when required by law.

13. Contact Us

Questions or privacy requests may be sent to support@membertrace.com.

MemberTrace is provided by New Wave Software LLC.