Privacy Policy

1. Information We Collect

Account & Profile Data

• Name, email address, and password (hashed, never stored in plain text)
• Phone number and mailing address (optional)
• Elks member number
• Profile photo (if uploaded)
• Social media links you choose to share (Facebook, Instagram, X, LinkedIn)

Membership Application Data

• Eligibility acknowledgment
• How you heard about the Lodge
• Volunteer interests and availability
• Application notes and comments

Activity Data

• Event RSVPs and attendance
• Committee memberships and volunteer sign-ups
• Poll responses
• Messages sent through the portal
• Dining reservations

Payment Data

• Membership dues and event ticket payments are processed by Stripe. We do not store credit card numbers or bank account details on our servers. Stripe's privacy policy governs payment data: stripe.com/privacy

2. How We Use Your Information

• Operate and maintain your member account and portal access
• Process membership dues and event ticket purchases
• Send transactional emails (confirmations, password resets, event reminders)
• Display your name and contact info in the member directory (subject to your privacy settings)
• Coordinate committees, volunteer activities, and events
• Improve the portal experience

3. Member Directory & Privacy Controls

You control who sees your contact information in the member directory. On your profile page you can set each field (email, phone, address, social links) to:

• Members — visible to all logged-in members
• Board Members — visible only to board and admin
• Hidden — not displayed in the directory

Lodge administrators always have access to your basic contact information for official Lodge communications regardless of your privacy settings.

4. Third-Party Services

We use the following services to operate the portal. Each has its own privacy policy:

• Supabase — database hosting and authentication
• Stripe — payment processing for dues and event tickets
• Resend — transactional email delivery
• OpenAI — AI assistant feature (admin-initiated; conversations may include event and member summary data)
• Zoom — embedded meeting support for virtual events
• Vercel — web application hosting

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

5. Cookies & Tracking

This portal uses only essential cookies required for authentication (Supabase session tokens). We do not use Google Analytics, advertising pixels, or any third-party tracking scripts.

6. Calendar Feed

The portal offers an iCal calendar subscription feed containing event titles, dates, locations, and descriptions. This feed does not include any member personal data.

7. Data Retention

Your profile data is retained for as long as your membership account is active. If you leave the Lodge or request account deletion, we will remove your personal information within 30 days, except where we are required to retain records for legal or organizational purposes (e.g., financial transaction records).

8. Data Security

We protect your information with industry-standard measures including encrypted connections (HTTPS), hashed passwords, row-level database security policies, and role-based access controls. Only Lodge administrators can access member management tools.

9. Your Rights

You may at any time:

• View and edit your profile information
• Adjust your directory privacy settings
• Request a copy of the personal data we hold about you
• Request deletion of your account and personal data

California residents may have additional rights under the California Consumer Privacy Act (CCPA). To exercise any of these rights, contact the Lodge office.

10. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated via the portal or email. Your continued use of the portal after changes are posted constitutes acceptance of the updated policy.

11. Contact

Questions about this privacy policy or your personal data? Contact the Lodge office:

• Pasadena Elks Lodge #672
• 400 W Colorado Blvd, Pasadena, CA 91105
• Email: info@pasadenaelks.org