Privacy Policy

Introduction

ChapterVault ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fraternity and sorority chapter management platform.

By using ChapterVault, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our service.

Information We Collect

Personal Information

We may collect the following personal information:

• Name, email address, and phone number
• Chapter affiliation and membership status
• Academic information (graduation year, major)
• Profile photos and biographical information
• Emergency contact information
• Event attendance and participation data

Usage Information

We automatically collect certain information when you use our service:

• Device information (IP address, browser type, operating system)
• Usage patterns and feature interactions
• Log files and error reports
• Communication metadata (timestamps, recipients)

How We Use Your Information

We use the collected information for the following purposes:

• Provide and maintain our chapter management services
• Facilitate communication between chapter members
• Manage events, announcements, and chapter activities
• Maintain member directories and contact information
• Send important notifications and updates
• Improve our platform and develop new features
• Ensure platform security and prevent misuse
• Comply with legal obligations and chapter policies

Information Sharing and Disclosure

Within Your Chapter

Your information is shared with other members of your chapter based on your membership level and privacy settings. Chapter officers may have access to additional information necessary for administrative purposes.

Third Parties

We may share your information with third parties in the following circumstances:

• Service providers who assist in platform operations (hosting, analytics, support)
• National fraternity/sorority organizations (as required by chapter policies)
• Legal authorities when required by law or to protect safety
• Business partners with your explicit consent

Data Security

We implement appropriate security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure.

Your Privacy Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate personal information
• Deletion: Request deletion of your personal information (subject to retention requirements)
• Portability: Request a copy of your data in a machine-readable format
• Opt-out: Unsubscribe from non-essential communications
• Privacy Settings: Control what information is visible to other members

To exercise these rights, please contact us at help-desk@codesages.net.

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specific retention periods include:

• Active member data: Retained while you are an active member
• Alumni data: Retained indefinitely for alumni engagement (unless deletion requested)
• Communication logs: Retained for 7 years for record-keeping purposes
• Financial records: Retained according to applicable legal requirements

Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies help us:

• Remember your login status and preferences
• Analyze platform usage and performance
• Provide personalized content and features
• Ensure platform security and prevent fraud

You can control cookie settings through your browser preferences.

Children's Privacy

ChapterVault is intended for use by college-age and adult members of fraternity and sorority organizations. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

International Users

ChapterVault is operated in the United States. If you are accessing our service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.

Contact Information

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

Chapter-Specific Policies

Individual chapters may have additional privacy policies or data handling requirements. Please review your chapter's specific policies, which may be found in your chapter's settings or provided by chapter leadership.

In case of conflict between this Privacy Policy and chapter-specific policies, the more restrictive privacy protection will apply.