MembersApp Privacy Policy

Who this covers

MembersApp is an iPhone and iPad app that an organization's volunteers use to register members. The World Sikh Council uses it for its own members. The app is published on the App Store by Dyal Singh, who runs it for the Council. Questions about this policy go to worldsikhcouncil1313@gmail.com.

The people who use the app are registrars: volunteers who have a registration key from their organization. Members do not use the app themselves. A registrar enters a member's details with the member present, and the member agrees before anything is saved.

What the app collects about a member

• Name, phone number and address.
• Email address, if the member gives one.
• The ID number and expiry date from a government ID, only if the registrar scans one. Scanning is optional.
• The answer to one question: whether the member is a citizen of the country they are registering from.
• The member number the organization assigns, who registered the member and when, the member's consent, and a record of later changes to their details.
• Their monthly membership status: active, payment pending, past due or cancelled, the monthly amount, the date they are paid through, and the reference numbers Stripe uses for their payment.

The camera

The camera is used only to read the barcode on the back of a government ID, so the name, address and ID number do not have to be typed. No photo of the ID is taken, saved or uploaded.

Where the details are kept

Each organization's members are kept in that organization's own Google Sheet, reached through a Google Apps Script service that runs the app. One organization cannot see another organization's members. Only people the organization gives access to that sheet can read it.

When a member gives an email address, a welcome email is sent to them in the organization's name through Google.

Payments

Monthly membership is paid on Stripe's own checkout page, which opens in Safari. MembersApp never sees or stores a card number. The app reads each member's payment status from Stripe with a read-only key, so it can show whether their membership is active. Stripe's handling of payments is covered by Stripe's privacy policy.

What stays on the registrar's phone

• A member can be saved to the registrar's contacts, only after the registrar allows it. Practice keys never save contacts.
• A member card image is saved to Photos only when the registrar taps Save.
• A half-finished registration, and any registration waiting for a connection, stay on the phone until they are sent.
• The Send to WhatsApp button opens WhatsApp with a message ready to send. The app cannot read any chat.

What the app never does

MembersApp shows no advertising, contains no tracking or analytics tools, and does not sell or share member details with anyone for marketing.

How long details are kept

A member's details are kept while they are a member of the organization. Payment records are kept as long as the law requires.

Deleting a member's details

Email worldsikhcouncil1313@gmail.com with the subject "MembersApp data deletion request", the member's name, and their member number or phone number. The details are removed from the organization's sheet within 30 days and the member is told when it is done. The same email address can be used to ask what is held about a member or to correct it. The login screen of the app has a Request data deletion link that starts this email.

Children

MembersApp is for registering adult members and is not directed at children.

Security

The app talks to its service over encrypted connections only. A registration key is needed to use it, and an organization can switch its key off at any time.

Changes

If this policy changes, the new version will be posted on this page.