Privacy Policy

1. The two relationships this policy covers

The Platform involves two different relationships, and it matters which one applies to you.

• The club is our customer and the owner of its member data. When an organization (a "Club") uses the Platform to manage its membership, the Club decides what data is collected and why. With respect to that member data, the Club is the controller and CMN is a service provider / processor acting on the Club's instructions. We do not use a Club's member data for our own purposes.
• Members are served on behalf of their Club. If you are a member of a Club that uses the Platform, your personal information is held on your Club's behalf. Requests about your data are generally directed to your Club (see Section 9).

This policy also covers information we collect directly — for example, when a Club's administrator creates an account with us, or when someone contacts us for support.

2. Information we collect

2.1 Club and administrator account information

When a Club signs up and its officers use the admin portal, we process account and contact details such as names, email addresses, and assigned roles (Owner, Treasurer, Secretary, Officer).

2.2 Member information (on the Club's behalf)

A Club uses the Platform to manage its members. Depending on how the Club configures it, member records may include:

• Name and contact information (address, phone, email)
• Membership type, status, join date, and dues/payment status
• Date of birth, where the Club uses age-based membership types that require it (for example, a senior-rate eligibility rule). Birth dates are classified sensitive and are encrypted; administrators generally see computed age/eligibility rather than the full date.
• Occupation, employer, and other affiliations
• Volunteer hours, interest tags, and volunteer-area tags
• Emergency contact information (captured through a Club's liability waiver)
• Electronic-signature records for a Club's pledge and waiver documents (the typed attestation, timestamp, IP address, and the document version signed)
• Optional sensitive fields, off by default. A Club may choose to enable collection of firearms-license status (e.g., LTC/FID/NONE) or certification flags (e.g., range-safety certification) for its own operational needs. These exist in the Platform only if a Club deliberately turns them on; when enabled they are classified sensitive, encrypted, access-restricted, and governed by the retention rules below. A Club that does not enable them, never collects or stores them, and we never see them.

2.3 What we do not collect

By design, the Platform does not ask for, provide fields for, or encourage the collection of firearm-ownership details — no serial numbers, no inventories, no purchase records. Our default field templates exclude such data and our guidance steers Clubs away from collecting it. What we don't have, no one can take.

2.4 Payment information

The Platform does not process payments and never handles cardholder data. Payments are collected through QuickBooks Payments on Intuit's hosted pages. We read back only whether and when an invoice was paid — never card numbers or bank details. The Platform is outside the scope of card-data (PCI) handling.

2.5 Technical and usage information

We use first-party, self-hosted telemetry to operate and secure the Platform (for example, error logs and per-tenant operational metrics). We do not place third-party advertising or analytics trackers on member-facing pages.

3. QuickBooks Online integration

The Platform integrates with Intuit QuickBooks Online ("QBO") so that a Club's treasurer can keep its books in QuickBooks while its secretary manages members in the Platform.

• The connection is authorized by the Club. A Club connects its own QuickBooks company through Intuit's OAuth flow. Nothing is connected without that authorization, and the Club can disconnect at any time from within the Platform.
• What we access and why. Once connected, we access the QBO data needed to create and track dues invoices and reflect payment status — principally Customers, Invoices, Payments, Items, and the income-account mappings the treasurer selects. We do not access QBO data beyond what the dues-invoicing and payment-status features require.
• What we store. We store read-only models of invoice and payment status (such as balance, due date, and paid date) and the Club's QBO OAuth tokens. OAuth tokens are encrypted at rest (AES-256-GCM, with keys held in a managed key vault) and are never exposed to other Clubs.
• Intuit's terms also apply. Data inside QuickBooks Online is also governed by Intuit's own terms and privacy commitments. We act only as the Club's connected application.

4. How we use information

We use information solely to provide and support the Platform: to administer memberships, generate and track dues invoices through the Club's QuickBooks, reflect payment status, send transactional emails the Club has configured, secure the Service, and provide support.

We do not sell, rent, share for advertising, or data-mine member information — ever. This is a contractual commitment, not just a policy statement.

5. How we share information

We share information only as needed to run the Service, and only with the following categories of providers ("subprocessors"):

• Microsoft Azure — hosting and infrastructure (United States regions).
• Intuit / QuickBooks Online — the accounting and payments integration the Club chose to connect.
• Postmark — delivery of transactional email (renewal notices, receipts, claim links, password resets, application-status updates, reminders).

We do not share data with advertising networks or data brokers. We may disclose information if required by valid legal process (see Section 10) or to protect the rights and safety of Clubs, members, or the public.

6. Where data is stored

All Platform data is stored and processed in the United States (Microsoft Azure, East US 2). We maintain US data residency and do not store member data outside US regions. Backups are encrypted and kept within US regions only.

7. Security

Security is a core feature of the Platform. Our controls include:

• Encryption in transit: TLS 1.2 or higher everywhere, with HSTS; no plaintext listeners.
• Encryption at rest: infrastructure-level encryption on the database and storage, plus application-level AES-256-GCM encryption on sensitive fields (such as birth dates, e-signature records, QBO tokens, and any field a Club marks sensitive), with keys held in a managed key vault.
• Tenant isolation: two independent layers — application-level query filtering and database row-level security — so a flaw in one layer does not expose another Club's roster.
• Access control: least-privilege roles (Owner, Treasurer, Secretary, Officer); members see only their own data. Multi-factor authentication is available for administrator accounts, and session and token lifetimes are kept short.
• Audit logging: writes and bulk member-data reads (such as roster exports) are logged with who, what, and when; export events are visible to the Club's Owner.
• Operational security: secrets held in a managed key vault (never in code or configuration), dependency and container scanning, security monitoring, and least-privilege access to infrastructure.
• Backups: encrypted, with point-in-time restore, within US regions only.

No system is perfectly secure, but minimizing the data we hold is our strongest control.

8. Data retention

• Member records are retained while the member is active and according to the Club's configured retention settings.
• Rejected or withdrawn applications and resigned-member records purge on a Club-set schedule (for example, 24 months) rather than being kept indefinitely.
• When a Club leaves the Platform, it can export all of its data, and on request we perform actual deletion — including from backups within the documented backup-retention window — rather than a soft-delete flag.

9. Your choices and rights

• Clubs can export all of their data at any time and can request deletion and termination at any time.
• Members: because your Club owns and controls its member data, requests to access, correct, or delete your information are generally handled by your Club. You can also update much of your own contact information directly in the member portal. If you contact us directly, we will route your request to your Club where appropriate.
• Depending on where you live, you may have additional rights under applicable privacy laws; we will honor those rights as required by law, coordinating with your Club as the data controller.

10. Legal process

We will state this plainly, because honesty is the point: like any U.S. business — and like QuickBooks, other membership platforms, or a club's own filing cabinet — we must comply with valid legal process. No vendor that promises "the government can never access your data" is telling the truth. What we commit to is meaningful and concrete:

• We will notify the affected Club promptly of a legal demand for its data, unless we are legally barred from doing so.
• We will require valid legal process and resist overbroad or improper requests.
• We hold minimal data, so there is little to produce.

11. Children and minors

Some Clubs offer junior (minor) memberships. The Platform is designed so that minors are never issued login credentials — a junior member's record is managed under a parent or guardian's portal account. We do not knowingly allow minors to create accounts or interact with the Platform directly, and we do not knowingly collect personal information directly from children. Minor membership data is provided and managed by the Club and the member's parent or guardian.

12. Breach notification

If a data breach affects a Club's information, we will provide prompt notification with specifics — what happened, what data was involved, and what we are doing about it — not vague reassurance.

13. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify Clubs. Continued use of the Platform after an update constitutes acceptance of the revised policy.

14. Contact us

Questions about this Privacy Policy or our data practices:

If you are a member of a Club, please also contact your Club's officers for questions about your specific membership data.