Terms of service

Last updated: October 13, 2026

These terms are a binding agreement between the club that opens or uses a Member Exchange account (the "Club") and Meetra, a sole proprietorship organized under the laws of Oklahoma, USA, doing business as Member Exchange ("Member Exchange," "we," "us"). By creating a club, starting a trial, or using the service, the person accepting confirms they have authority to bind the Club, and the Club accepts these terms.

Please read section 17. It requires disputes to be resolved by individual binding arbitration and waives jury trials and class actions.

1. The service

Member Exchange is a member portal for clubs: meetings and attendance, the member roster, tips (business referrals), dues and club finances, the club's bylaws and rules, and club communication — a Messages channel where members post messages, photos and other attachments and vote in polls, and Announcements that officers email to the roster — served at the Club's own address ({club}.memberexchange.io) and in the Member Exchange app. We may add, change, or remove features over time; we will not materially reduce the core service during a paid period without notice.

2. Accounts, officers, and members

The Club designates officers who administer its account. Officers can edit the roster, record attendance and tips, manage dues and billing, change club settings, and invite members. The Club is responsible for what its officers and members do in its account, for keeping access limited to people it has authorized, and for telling us promptly at hello@memberexchange.io if it suspects unauthorized access. Sign-in uses one-time email codes, or an Apple, Google or Microsoft account that vouches for the same address (on the web, or through the system sign-in sheet in the Member Exchange app); anyone with access to an authorized email address, or to a provider account for it, can sign in with it, so the Club and its members are responsible for the security of those mailboxes and accounts. A provider sign-in only ever matches an address a Club already has on its roster; it never creates a member.

3. Subscription and fees

• The service costs $79 per month per club, billed monthly in advance by card through our payment processor, Stripe.
• New clubs get a 30-day free trial with no card required. When a trial ends without a subscription, the account becomes read-only for a grace period and is then locked. Data is retained as described in section 11.
• Fees are non-refundable. The Club can cancel anytime from its billing page; cancellation takes effect at the end of the paid period, and the Club keeps access until then.
• We will give reasonable advance notice before any price increase. If the Club does not accept a new price, its remedy is to cancel before the next renewal.
• Fees do not include taxes; the Club is responsible for any that apply, other than taxes on our income.

4. Member dues run through the Club's own payment processor account

Dues autopay runs through the Club's own account with a supported card processor (Stripe or Square): the Club connects its own account, member cards are charged by the Club on that account, and the money goes directly to the Club. Member Exchange is not a party to dues transactions, does not hold, transmit, or control club funds, and is not a bank, money transmitter, or payment processor. The Club is responsible for its processor account, for the accuracy of dues it charges, for any card surcharge it enables (including whether a surcharge is lawful where the Club operates), and for handling member billing questions, refunds, and disputes. The processor's own terms (Stripe's or Square's) apply to the Club's account with it.

5. The Club's data and responsibilities

The Club's roster, records, and documents belong to the Club. The Club is responsible for the member information its officers enter, and confirms it has the right to enter and use that information (including photos and contact details). The Club decides who is on its roster and handles its members' questions and requests about their information, as described in our privacy policy. We process that data to run the service for the Club and never sell it.

What members post themselves — messages, polls, photos and other attachments in Messages, and announcements officers send — belongs to the member who posted it. By posting, a member gives the Club and us the right to store and show that content to the Club's members as part of the service, and confirms they have the right to share it. Officers may remove any posted content; members can edit or delete their own messages.

6. Acceptable use

The Club and its members must not:

• use the service for anything unlawful, or enter content they have no right to use;
• probe, overload, or interfere with the service, or access another club's data;
• resell the service, or copy, modify, or reverse-engineer it;
• misrepresent a club or impersonate another person or organization.

We may suspend or terminate accounts that violate these terms, with notice where practical.

7. Community rules

Messages, polls, announcements and attachments are shared with the whole club, so every member agrees to these rules. Members must not post content that:

• harasses, bullies, threatens, or intimidates anyone;
• is hateful or demeaning toward a person or group, including on the basis of race, religion, sex, orientation, disability, or origin;
• is sexually explicit or pornographic;
• is spam, a scam, unsolicited advertising, or malware;
• is unlawful, infringes someone else's rights, or exposes someone else's private information.

There is no tolerance for objectionable content or abusive users. Any member can report a message from inside Messages (the report action on the message) or by emailing hello@memberexchange.io, and can block another member so that member's messages are hidden from them. Reports are reviewed within 24 hours. Club officers and Member Exchange may remove content that breaks these rules and may remove the member who posted it from the club's channel or from the service, at their discretion and without prior notice where the content is clearly abusive.

8. Deleting your account

Any member can delete their own account from their profile page (My profile → Delete my account), in the app or on the web, after confirming a code emailed to their address. Deletion covers every club the address belongs to, and the member chooses which clubs to leave. It takes effect immediately: the member's name, contact details, photo, birthday, notes, notification preferences, sign-in, calendar feed and registered devices are removed, and any dues autopay they set up is cancelled with the Club's processor. Each Club keeps its attendance, tip and dues records with the member's name removed, because those are the Club's own governance and bookkeeping records; messages the member posted stay in the Club's conversation attributed to "Former member." A confirmation is emailed when the deletion is complete. The last officer of a club who can manage positions must hand that position to another member before deleting, unless no other active member remains — in which case the club is closed and its subscription cancelled with the account.

9. Ownership and feedback

The service, its software, and its branding belong to Meetra. The Club gets a limited right to use the service while these terms are in effect. If the Club sends us feedback or suggestions, we may use them without obligation.

10. Privacy

Our privacy policy explains what we collect and how we use it. It is part of these terms.

11. Term, cancellation, and data retention

These terms apply while the Club uses the service. The Club can cancel anytime; we can terminate for material breach or if required by law. When a trial lapses without a subscription, the account goes read-only, then locks; if it stays inactive, we may archive it after roughly 90 days, which frees the club address for others while retaining the data for restoration. Officers can export the roster at any time while the account is active, and can ask us for their data at hello@memberexchange.io.

12. Disclaimers

The service is provided "as is" and "as available." To the fullest extent allowed by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted or error-free. The Club's compliance figures (attendance standings, dues status, tip counts) are computed from what the Club records; the Club's own bylaws and judgment govern its membership decisions.

13. Limitation of liability

To the fullest extent allowed by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or lost profits or data. Our total liability for all claims arising out of the service is limited to the amounts the Club paid us in the 12 months before the claim. These limits do not apply where the law does not allow them.

14. Indemnification

The Club will defend and hold us harmless from third-party claims arising out of the Club's data, its use of the service in violation of these terms, or its dues charges to members, including reasonable attorneys' fees.

15. Governing law

These terms are governed by the laws of the State of Oklahoma, without regard to its conflict-of-laws rules.

16. Changes to these terms

We may update these terms. For material changes we will give notice by email to club officers or in the service at least 14 days before they take effect. Continued use after the effective date accepts the change; if the Club does not accept, its remedy is to cancel.

17. Dispute resolution and arbitration

The parties will first try in good faith to resolve any dispute informally by emailing hello@memberexchange.io. Any dispute not resolved within 30 days will be resolved by final, binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, by a single arbitrator, on an individual basis. Either party may instead bring a qualifying claim in small-claims court.

Both parties waive the right to a jury trial and to participate in a class action or class arbitration. The Club may opt out of this arbitration section by emailing hello@memberexchange.io within 30 days of first accepting these terms.

18. Everything else

Notices to the Club may be sent to officer email addresses or shown in the service; notices to us go to hello@memberexchange.io. The Club may not assign these terms without our consent; we may assign them in connection with a merger, acquisition, or sale. If part of these terms is unenforceable, the rest stands. These terms and the privacy policy are the entire agreement between the Club and us about the service.

Questions? hello@memberexchange.io