Privacy Policy

What we collect

When you contact us or register. Your name, email address, and what you write to us. If you create an account: your name, email, password (stored only in hashed form by our authentication provider), and optionally your telephone number and country. If you report a technical problem, we also record the page address, browser, operating system and screen size so we can reproduce it.

When you book an event. The seats you book, and for each attendee their name and, where the event asks, email address, dietary requirements, allergies, meal choice and similar details needed to host them. Allergy information is used only to cater for the attendee safely. Each seat has a pass with a private link and QR code used at the door.

If you are a member. Your membership record: name, preferred name, title, rank, standing, chapter, region and country; and, as you or the Registry provide them, your address, telephone, birthday, occupation, biography, photograph, website, emergency contact, family information and personal assistant’s contact details. We also keep your privacy and communication preferences, notes the Registry makes about its dealings with you, your committee and correspondence activity, documents you upload, and a record of significant changes to your membership.

Payments. When you pay dues, book an event, subscribe to the Royal Chapter, buy from the store or donate, card details are entered on Stripe’s payment page and go directly to Stripe; we never see or store your full card number. We keep what was paid, for what, and when, and Stripe’s reference for it. For store orders we keep the shipping address.

Email. We record which messages we sent you and whether they were delivered or bounced. For newsletters and announcements only, we also record whether a message was opened and which links were clicked. We do not track opens or clicks on account messages such as receipts, passes or password resets.

Text messages. If you choose to receive texts, your mobile number, the date and wording of the consent you gave or withdrew, the messages we sent and whether they were delivered, links you tapped in them, and any reply you send. See Text Message Terms.

Referrals. If you arrive through a link from one of the Order’s ambassadors, we record the visit so the referral can be credited: the source, landing page and referring site, and a one-way scrambled fingerprint of the visit. We do not store your IP address.

Using the website. Our hosting provider keeps standard server logs. If Google Analytics is enabled, it collects information about how the site is used, described under Cookies below. We do not send Google your name, email or any member identifier.

Why we use it

• To run the Order: keeping the membership roll, admitting and recognising members, and administering committees, offices and nominations.
• To provide what you ask for: answering enquiries, booking and admitting you to events, fulfilling orders, and giving you access to the member portal.
• To take and record payments and donations, and to keep the financial records the law requires.
• To communicate with you: account messages you need, and, where you have not opted out, newsletters and announcements by email, and texts only where you have opted in.
• To keep the portal secure, prevent abuse and fraud, and fix problems.
• To understand, in aggregate, how the website is used so we can improve it.

We do not sell your personal information, and we do not use it for advertising.

Who can see it

Other members. The member directory shows members to one another only as each member allows in their privacy settings: you choose whether you appear, and whether your email address and title are shown. Members may send you a message through the portal if you allow it; your email address is not revealed to them by doing so. Committee members can see the other members of their committees.

The Order’s staff and officers see what they need for their role, and the portal records who changes what.

Service providers who handle information on our behalf, only to provide their service to us:

• Supabase — database, sign-in and file storage
• Vercel — website hosting
• Stripe — payments and subscriptions
• Google (Workspace email), Amazon Web Services (Simple Email Service) and Twilio SendGrid — sending email
• Twilio — text messages and mobile-number verification
• Google Analytics and Google Search Console — website statistics
• Click Search Solutions — our website developer, which receives support requests and technical problem reports so it can resolve them

Where the law requires it, or to protect the rights, safety or property of the Order, its members or others.

Text messaging. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are not shared with any third parties, other than the providers that deliver our messages.

Cookies and similar storage

• Sign-in cookies keep you signed in to the portal. They are essential and are set only when you sign in.
• A referral cookie (ro_ref) is set when you arrive through an ambassador’s link, so a later membership or purchase can be credited to them. It lasts 90 days and contains only a reference to the visit.
• Google Analytics cookies, when analytics is enabled, measure visits and pages viewed. They are set only if you choose Accept on the cookie notice; your choice is remembered for a year in a cookie called ro_consent, and clearing it brings the notice back. You can also block them in your browser or with Google’s opt-out add-on at tools.google.com/dlpage/gaoptout.
• Browser storage remembers things like your basket and whether you have already seen a notice, on your own device only.

How long we keep it

Membership records are kept for as long as you are a member and afterwards as part of the Order’s historical roll, because membership, honours and service are matters of record. Financial records are kept for as long as tax and charity law require. Enquiries, delivery records and referral visits are kept for as long as they are useful for the purpose they were collected for. You may ask us to delete information we no longer need.

Your choices and rights

• Change your details, directory visibility and communication preferences at any time on your portal profile.
• Stop newsletters and announcements with the unsubscribe link in any of them. Account messages you need, such as receipts and passes, still go.
• Stop text messages by replying STOP, or by switching them off on your profile.
• Ask to see the information we hold about you, to correct it, or to have it deleted, by writing to support@rocgsh.org. We will answer within 30 days. We may need to keep some records, such as financial ones, where the law requires.

Security

Information is stored with access controls that limit each person to what their role requires, sent over encrypted connections, and protected by our providers’ security measures. No system is perfectly secure; if we learn of a breach affecting you, we will tell you as the law requires.

Children

The portal is intended for adults. Where young people take part in the Order’s activities, their information is provided and managed by a parent or guardian. We do not knowingly collect information directly from children under 13; if you believe we have, write to us and we will delete it.

Changes

If we change this policy we will update the date above, and tell members of significant changes by email or in the portal.

Contact

Royal Order of Constantine the Great and Saint Helen
1188 Bishop Street, Suite 2502, Honolulu, Hawaii 96813, USA
support@rocgsh.org