Privacy Policy

Who this policy applies to

Membersflow is a managed membership platform. Two kinds of personal information pass through our hands, and this policy covers both:

• Information you give us directly — for example when you request a demo through this website. For this, Membersflow is the data controller.
• Member information held in a portal we operate — your organization's register, applications, and payment records. For this, your organization is the controller and decides what is collected and why; Membersflow is a processor acting on its instructions.

What we collect on this website

When you request a demo, we ask for your name, work email, organization, phone number (optional), organization type, approximate number of members, and anything you choose to tell us in your message. The form is delivered through a specialist form-handling provider and arrives in our shared inbox — nothing more.

Like most websites, our hosting also keeps short-lived server logs (IP address, browser type, pages visited, timestamps) that help us keep the site available and secure.

What your organization's portal holds

A Membersflow portal typically contains member identity and contact details, membership classes and grades, application history, photographs, invoices and payment references, membership numbers and cards, and renewal records. Public directory entries are strictly opt-in, and field-level privacy keeps emails, phone numbers, and other hidden details out of public search entirely.

How we use information

• to respond to demo requests and arrange your walkthrough;
• to deploy, operate, secure, back up, and improve the portal we run for your organization;
• to send service notices — maintenance windows, security updates, and changes like these legal pages;
• to meet legal, tax, and accounting obligations that apply to us.

We do not sell personal information, and we do not use portal data for advertising or to train third-party models.

Legal bases we rely on

Where a privacy law asks for one, we rely on: performance of a contract (operating the portal you licensed), legitimate interest (keeping the service secure and available, responding to demo requests), consent (optional communications and each member's public-directory opt-in), and legal obligation (records the law requires us to keep).

Who we share information with

• Hosting and cloud providers that run the infrastructure your portal lives on.
• Paystack and Flutterwave, when a member pays by card. Card details are entered and held by the processor — Membersflow never sees or stores full card numbers.
• Email and form-delivery providers that carry notifications and demo requests.
• Authorities, where we are legally required to disclose information.

We do not otherwise share your information, and every provider we use is bound to process data only on our instructions.

How long we keep it

Demo requests are kept only as long as needed to respond and, if you become a customer, for the life of our commercial relationship. Portal data is retained while your organization subscribes; after the service ends you have an export window of at least 30 days, after which we delete your portal data — except records we must keep for legal, tax, or security purposes, which are kept only as long as the law requires.

How we protect it

• encryption for data moving between you and the service;
• role-based access boundaries so staff, finance officers, and administrators each see only what their role allows;
• multi-factor authentication for administrative access;
• activity logs that make every administrative action attributable;
• backups, monitoring, and a human team that patches and maintains each deployment.

No connected system can promise perfection. If something affects your information, we will tell the affected organization promptly and clearly.

Your rights

Visitors may ask us to access, correct, delete, or stop processing their personal information — email [email protected] and we will respond within a reasonable time.

Members of a Membersflow organization should direct requests about membership data to their organization, which is the controller of that data. We support every organization we serve in answering these requests properly.

International processing

Our infrastructure and providers may process information in countries other than yours. Where that happens, we use the safeguards the law requires — such as contractual clauses with our providers — to keep protections consistent.

Cookies and tracking

This website sets no advertising or cross-site tracking cookies. Any cookies a portal uses are functional only — keeping you signed in, for example — and are set when your organization's portal is configured.

Children

Membersflow is a platform for organizations and is not directed at children. We do not knowingly collect information from children, and if a member of an organization is a minor, that organization is responsible for the necessary consents from a parent or guardian.

Changes to this policy

We may update this policy as the service changes. Material updates are announced to your administrators before they take effect, and the "last updated" date above always reflects the current version.