Privacy Policy

This Privacy Policy explains how ChapterHub-AI LLC (“ChapterHub,” “we,” “us,” or “our”), a Kansas limited liability company, collects, uses, and shares information in connection with the ChapterHub platform and the website at chapterhub.ai (together, the “Service”). ChapterHub provides software that fraternity and sorority chapters use to manage alumni records, member communications, recruitment, events, and related chapter operations.

1. Our two roles: controller and processor

ChapterHub handles personal information in two distinct capacities:

• As a service provider (processor) for the chapters and chapter organizations that subscribe to the Service (each a “Chapter”). A Chapter decides what member, alumni, and prospective-member information to load and how it is used. For that information, the Chapter is the “controller” and we process it on the Chapter’s behalf and under our agreement with that Chapter. If you are a member or alumnus and have questions about your information, please contact your Chapter; we will support the Chapter in responding to you.
• As a controller for information we collect directly — for example, when you create a login, contact us through chapterhub.ai, or browse our website. This Policy governs that information directly.

2. Information we collect

Information Chapters provide about individuals

Chapters upload and maintain records about their members, alumni, and prospective members. Depending on the Chapter, this may include names and preferred names, email addresses, phone numbers, mailing addresses, membership and badge information, graduation and initiation years, employment and education details, event attendance and RSVPs, recruitment notes, and similar chapter-relevant information.

Account and authentication information

When you sign in or claim a profile, we and our authentication provider process your email address and account identifiers in order to create and secure your account. We do not store your password; authentication is handled by our identity provider.

Information you provide directly

If you submit a contact or demo request, claim an alumni profile, or otherwise communicate with us, we collect the information you choose to provide, such as your name, email address, chapter affiliation, and the contents of your message.

Information collected automatically

When you use the Service, we and our infrastructure providers automatically collect limited technical information such as IP address, browser type, pages viewed, and timestamps, along with a session cookie needed to keep you signed in. We do not use advertising or cross-site tracking cookies.

3. How we use information

• To provide, operate, secure, and improve the Service;
• To authenticate users and protect against fraud and unauthorized access;
• To send chapter communications (such as newsletters and notifications) that a Chapter chooses to send to its members and alumni;
• To respond to inquiries, demo requests, and support requests;
• To process subscription payments for Chapters; and
• To comply with legal obligations and enforce our agreements.

We do not use member or alumni information for our own advertising, and we do not use it to train third-party advertising or large-language-model products.

4. How we share information

We do not sell personal information. We share information only as needed to run the Service:

• With the relevant Chapter and its authorized officers and administrators, who manage their own members’ and alumni’s records.
• With service providers (subprocessors) that help us operate the Service under contractual confidentiality and security obligations. These currently include cloud database and application hosting, authentication, transactional email, marketing-email delivery, file storage, and payment processing providers.
• For legal reasons, if required by law or to protect the rights, safety, and security of ChapterHub, our Chapters, or others.
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to this Policy.

5. Email choices

Chapter newsletters and marketing emails include an unsubscribe link, and you can opt out at any time. You may still receive non-promotional messages necessary to the Service, such as account, security, or transactional notices. Members may also ask their Chapter to update or suppress their contact information.

6. Data retention

We retain information for as long as a Chapter maintains its account and as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When a Chapter ends its subscription, we will delete or return Chapter data in accordance with our agreement with that Chapter.

7. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including encrypted connections, access controls, tenant isolation between Chapters, and reputable cloud infrastructure providers. No system is perfectly secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify affected parties as required by applicable law.

8. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or restrict the use of your personal information, or to receive a copy of it. Because much of the information in the Service is controlled by a Chapter, please direct member and alumni requests to your Chapter; we will assist the Chapter as its service provider. For information we control directly, or if you are unsure whom to contact, you may reach us using the details below. We will not discriminate against you for exercising these rights.

9. Children’s privacy

The Service is intended for chapter operations involving college-age and adult members and is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us information, please contact us so we can delete it.

10. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the “Effective” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised Policy.

11. Contact us

If you have questions about this Policy or our privacy practices, contact us at privacy@chapterhub.ai, or write to ChapterHub-AI LLC, Kansas, USA.