Privacy Policy

We act as a controller (we decide how information is used) for: visitors to our own marketing website, people who request a demo or contact us, and account and billing information about our Chamber customers.

We act as a processor or service provider (the Chamber decides) for: member and representative records, event registrations, invoices and payments, community posts, files, email sent in the Chamber's name, engagement activity, and anything else a Chamber or its users put into their tenant. The Chamber's own privacy notice governs that information, and this policy describes how we handle it on the Chamber's behalf.

Information you or a Chamber provide:

• Account details: name, email address, phone number, role, and the Chamber you belong to. Authentication is handled by Clerk, which also stores sign-in credentials and session data.
• Business profiles: business name, address, category, logos, website and social links, and the representatives associated with the business, including a biography if one is written.
• Events and registrations: event details, attendee names and emails, ticket selections and check-in records.
• Financial records: invoices, dues schedules, payment status and receipts. Card numbers are entered directly with Stripe and never reach our servers.
• Community content: posts, comments, reactions, referral requests, deals, job listings and reports of inappropriate content.
• Files: documents and images uploaded to a Chamber's resource library or attached to profiles and events.
• Email: messages sent to a Chamber's dedicated inbound addresses (for example to submit an event or reply to an invoice), including sender, subject, body and attachment metadata.
• Support and sales: anything you include in a demo request, contact form or support email.

Information collected automatically:

• Usage and device data: IP address, browser type, pages viewed, referring URL, timestamps and error logs, through our hosting provider's logs.
• Engagement activity inside the platform: sign-ins, event registrations and attendance, email opens and clicks, directory profile views and website click-throughs on a Chamber's public site, community interactions, deal redemptions and resource downloads. Chambers use this to measure member engagement and to send members a report of the value they received.
• Cookies and similar technologies, described below.

Information from third parties:

• Stripe: payment status, payout account status and dispute information for Chambers that connect Stripe.
• Intuit: QuickBooks company identifiers and the records we create or update there, for Chambers that connect QuickBooks Online.
• Email delivery provider: delivery, bounce, complaint, open and click events for messages we send.

• To provide the platform: authenticate users, enforce roles and tenant boundaries, publish what a Chamber chooses to publish, process registrations and payments, run the automations a Chamber configures, and deliver email in the Chamber's name.
• To compute engagement scores and member value reports for Chambers, from the engagement activity described above.
• To power AI drafting features. When a user asks the platform to draft text, we send the relevant details (for example an event's facts or a member's recent activity summary) to our AI provider and return a draft. We do not allow the provider to use these requests to train its models.
• To synchronize accounting records with QuickBooks Online for Chambers that connect it, using the records the Chamber chooses to sync.
• To secure the service: detect abuse, verify webhook signatures, rate-limit public forms, investigate incidents and keep audit logs of administrative changes.
• To support customers, respond to inquiries and send service announcements.
• To operate our own business: billing Chambers, analytics about how the platform is used in aggregate, and legal compliance.
• To market our own services to prospective Chamber customers who requested a demo or opted in. We do not market to a Chamber's members using data in that Chamber's tenant.

We do not sell personal information and we do not share it for cross-context behavioral advertising.

• Authentication cookies set by Clerk keep you signed in to the application.
• A first-party visitor cookie on Chamber public sites holds a random identifier used only to count a directory view or website click once per visitor per day. It is hashed before storage and is not linked to an account unless you are signed in.
• Email open and click tracking is enabled on messages we send so Chambers can see engagement and we can detect delivery problems. You can disable image loading in your email client to prevent open tracking.
• Our marketing site may use privacy-respecting analytics provided by our hosting platform. We do not use third-party advertising cookies.

Most browsers let you block or delete cookies. Blocking authentication cookies will prevent you from signing in.

• With the Chamber whose tenant the information belongs to, and with the people that Chamber authorizes.
• On a Chamber's public site, directory, calendar and embedded widgets, for the information the Chamber chooses to publish. Business profiles and events are typically public; personal contact details for representatives are published only if the Chamber configures it.
• With the subprocessors listed below, who process information on our behalf under contracts that restrict their use of it.
• With Stripe when you pay a Chamber, and with Intuit when a Chamber connects QuickBooks Online, as described above.
• With professional advisers, and with law enforcement or regulators when required by law, to protect rights and safety, or to enforce our agreements.
• In connection with a merger, acquisition, financing or sale of assets, in which case we will require the recipient to honor this policy.

We rely on the following providers to run the platform. Each is bound by a data processing agreement.

We will update this list when providers change. Chambers may ask to be notified of changes by emailing privacy@chambergenie.app.

A Chamber Admin may connect the Chamber's QuickBooks Online company to the platform through Intuit's OAuth authorization. When connected, we receive an access token and the company identifier, which we store encrypted. We use them only to create and update customers, invoices, payments, voids and credit memos in that company that correspond to records in the Chamber's tenant, and to read the item list needed to map those records. We do not read unrelated QuickBooks data, and we do not sell or share QuickBooks data with anyone other than the Chamber. The connection can be revoked at any time from the Chamber's Integrations settings or from Intuit's connected apps page, after which we delete the tokens. Use of QuickBooks Online is also subject to Intuit's privacy policy.

• Tenant data is kept for as long as the Chamber's subscription is active and for thirty days afterward to allow export, then deleted from active systems within sixty days. Backups expire on a rolling schedule.
• Email delivery logs and engagement activity are kept for the life of the tenant to support member value reports, unless the Chamber deletes the member record.
• Inbound email drafts are kept until a staff member converts or dismisses them, and dismissed drafts are deleted after ninety days.
• Security and audit logs are kept for up to two years.
• Demo and contact requests are kept for up to two years unless you ask us to delete them sooner.

We use encryption in transit for all connections, encrypt integration credentials at rest, enforce tenant isolation at the application and database layers, apply role-based access controls, verify the signatures of all incoming webhooks, rate-limit public forms, and keep an audit log of administrative changes. Access to production systems is limited to personnel who need it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

• Account information: signed-in users can update their profile in the member portal or application settings.
• Published information: ask your Chamber to change or remove what appears about you on its public site.
• Email: every digest, report and marketing message includes a link to change preferences or unsubscribe. Transactional messages such as receipts and event confirmations are sent as part of the service.
• Access, correction, deletion and portability: depending on where you live you may have rights to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, and to not be discriminated against for exercising these rights. For information in a Chamber's tenant, please contact the Chamber, which can use the platform's tools to respond; we will assist. For information we control, email privacy@chambergenie.app. We will verify your identity before acting and respond within the time required by law.
• Appeals: if we decline a request you may appeal by replying to our response, and you may contact your local data protection authority or state attorney general.

California residents: we do not sell or share personal information as defined by the CCPA, and we do not use or disclose sensitive personal information for purposes other than providing the service. Our only categories of personal information collected in the past twelve months are those described in Section 2, and they are used and disclosed as described in Sections 3 and 5.

Residents of the European Economic Area, United Kingdom and Switzerland: where we act as a controller, our legal bases are performance of a contract (providing the service you or your organization requested), legitimate interests (securing and improving the service, business communications with customers), consent (marketing where required), and legal obligation. Information is processed in the United States; where required we rely on standard contractual clauses or an equivalent transfer mechanism.

The platform is designed for business use and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided information to us, contact privacy@chambergenie.app and we will delete it.

We may update this policy. We will post the new version here with a new effective date, and for material changes we will notify Chamber Admins by email or through the application before the change takes effect.

RenzaGroup LLC, operator of ChamberGenie. Privacy questions and requests: privacy@chambergenie.app. General support: support@chambergenie.app. Legal notices: legal@chambergenie.app.