Member Exchange

Privacy policy

Last updated: October 13, 2026

Member Exchange is a member portal for clubs, operated by Meetra, a sole proprietorship organized under the laws of Oklahoma, USA ("we," "us"). This policy explains what personal information we handle, why, and the choices you have. Questions any time: hello@memberexchange.io.

1. The most important thing: your club runs its roster

Each club on Member Exchange controls its own portal. Club officers decide who is on the roster and enter member information; we process that information to run the service for the club, on the club's instructions. If you are a club member and want your information viewed, corrected, or removed, your club's officers are the right first stop, and they have the tools to do it. If you contact us instead, we will loop in your club. We are not responsible for a club's own practices, which may differ from this policy.

We act for ourselves (not for a club) when you visit our marketing site, start a signup, or email us. The rest of this policy covers both situations.

2. What we collect

Entered by you or your club's officers:

  • Roster profiles: name, contact details, company and classification, and optionally a photo, birthday, addresses, and notes your club keeps.
  • Club records: meeting attendance, tips (business referrals), dues and payment status, club finances, and the club's bylaws.
  • Club communication: messages, photos and other attachments you post in your club's Messages channel, polls you create or vote in, and announcements officers send.
  • Address text you type into the address fields: as you type, the text is sent to Google's address autocomplete so it can suggest a complete address.
  • Signup details: the founder's name, email, and club name.
  • Anything you send us by email.

Collected automatically:

  • A sign-in session cookie, scoped to your club's address. We have no analytics or advertising trackers.
  • Standard server logs (such as IP address and pages requested) kept by our hosting provider for security and reliability.
  • In the Member Exchange app: a push-notification device token for your phone (only if you allow notifications) and your per-kind notification preferences. The app's Face ID lock setting is stored only on your device.
  • Your light/dark theme choice, stored only on your device.

From other services:

  • Billing status from Stripe or Square (whether a subscription or dues autopay is active). Card numbers go directly to the processor; we never see or store them.
  • If you sign in with Apple, Google or Microsoft (on the web, or through the system sign-in sheet in the Member Exchange app): your email address and name from that provider, through Supabase Auth, used only to match you to your club roster. Sign in with Apple lets you hide your email behind a private relay address; we can only match you to a club if the address you share is the one on its roster.
  • For clubs whose officers connect a bank feed: the club's bank account names and transactions from Plaid, so the Treasurer can reconcile the club's books. Officers choose whether to connect a feed; access tokens are encrypted at rest.

3. How we use information

  • To run the service: rosters, schedules, attendance, tips, dues, the club's bylaws, and club messages, polls and announcements.
  • To sign you in — with one-time email codes, or with Apple, Google or Microsoft through Supabase Auth, including the in-app sign-in sheet — and keep sessions secure.
  • To deliver push notifications you have turned on in the app, and the emails you have turned on.
  • To bill clubs and support dues autopay through each club's own Stripe or Square account.
  • To keep an audit trail of officer actions for the club's own governance.
  • To answer support requests and send service emails. We do not send marketing email.
  • To protect the service: preventing abuse, enforcing tenant isolation, debugging.

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

4. Who we share it with

Only service providers that host and operate the product, under their own security and privacy commitments:

  • Vercel: application hosting and networking.
  • Supabase: database and file storage (member and club photos).
  • Stripe: club subscription billing, and dues processing for clubs that use it.
  • Square: dues processing for clubs that use it.
  • Resend: sending sign-in codes and service email.
  • Google Workspace: receiving email you send to us.
  • Stream: hosting each club's Messages channel — messages, attachments and polls.
  • Apple (Apple Push Notification service): delivering push notifications to the app, using the device token.
  • Google (Places API): address autocomplete for the text you type into address fields.
  • Plaid: the bank feed, for clubs whose officers connect one.
  • Supabase Auth, with Apple, Google and Microsoft as sign-in providers, for members who sign in that way (on the web or in the app).

Beyond that, we disclose information only if the law requires it, to protect the service and its users, or as part of a business transfer (in which case this policy continues to apply to your information).

5. Retention

Club data is kept while the club's account is active. When a free trial lapses without a subscription, the account goes read-only and then locks; after roughly 90 days of inactivity it may be archived, retaining the data so the club can be restored. Clubs can export their roster while active, and can ask us to delete their data at hello@memberexchange.io. Audit and billing records may be kept as needed for legal and accounting purposes.

Deleting your account (section 7) removes your personal information immediately. What remains afterwards: each club's attendance, tip and dues records with your name removed (the club's own governance and bookkeeping records); messages you posted, attributed to "Former member"; and the club's audit trail and email delivery log, which no longer link to you. Push device tokens and sign-in identities are deleted with the account.

6. Security

Traffic is encrypted in transit. Access to club data is scoped per club at every layer, including row-level protections in the database. Photos and files are stored privately and served through access-controlled routes. Sign-in codes are single-use, short-lived, and stored only as hashes. No system is perfectly secure; if we learn of a breach affecting your information, we will notify affected clubs promptly.

7. Your rights and choices

  • Roster information: edit your own profile from your profile page, or ask your club's officers to correct it.
  • Delete your account yourself, in the app or on the web: My profile → Delete my account. You confirm with a code emailed to your address, choose which of your clubs to leave, and the deletion takes effect immediately — your name, contact details, photo, birthday, notes, notification preferences, sign-in, calendar feed and registered devices are removed, any dues autopay you set up is cancelled, and your Apple, Google or Microsoft sign-in identity with us is deleted once no club lists your address. Each club keeps its attendance, tips and dues records with your name removed, and chat messages you posted stay attributed to "Former member." You get a confirmation email when it is done.
  • Messages: report any message from inside Messages, block any member, and edit or delete your own messages.
  • Notifications: turn each kind of email and push notification on or off from your profile page; push can also be turned off in your phone's settings.
  • If something above doesn't work for you, or you have any other request: email hello@memberexchange.io and we will help, including verifying your request and forwarding it to your club where the club controls the data.
  • Sessions: you can sign out everywhere from your profile page.
  • Calendar feeds: your personal feed link can be rotated from your profile page at any time.

8. Children

The service is for adult business and social clubs and is not directed to anyone under 18. We do not knowingly collect information from children.

9. Changes to this policy

We will post changes here and update the date above. For material changes we will also notify clubs by email or in the service before they take effect.

10. Contact

Meetra (d/b/a Member Exchange), Oklahoma, USA · hello@memberexchange.io. See also our terms of service.