Encorum Privacy Policy
1. Who is responsible
Your association decides what information about its members and contacts goes into Encorum and how it is used. Echo5 Creative provides Encorum and handles that information on the association's behalf, following its instructions and this policy. For your own sign-in account (your email, sign-in history and settings), Echo5 Creative is responsible directly.
2. What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Contact and membership details | Name, email, phone, organization, credentials, member number, membership status and dates | The association's member list, and forms you fill in |
| What you do in the association | Board and committee seats, attendance, motions, minutes, documents, volunteer shifts, speaker proposals, course progress and certificates | You and the association |
| Elections | Whether you were sent a ballot and whether you voted | Encorum. How you voted is not linked to you. |
| Registrations and payments | What you registered for, amounts, receipts, refunds | You. Card details go only to the payment company, never to Encorum. |
| Sign-in and security | Sign-in codes (stored only as a scrambled hash), sessions, IP address, an audit history of changes | Encorum, to keep accounts secure |
| Email delivery | Whether an email was delivered, bounced, or marked as spam, and unsubscribe choices | Our email provider |
We do not use advertising trackers. Encorum uses only what is needed to keep you signed in (a sign-in cookie or browser storage).
3. How we use it
- To provide Encorum to your association: meetings, elections, events, communications, learning and payments.
- To send the emails your association sends you, and sign-in codes.
- To keep Encorum secure, prevent abuse, and keep a record of who changed what.
- To fix problems and improve Encorum, using your association's records only as needed for that.
- When the law requires it.
We do not sell personal information, share it for advertising, or use it to train artificial intelligence models.
4. Who can see it
- Your association: the people your association gives access to, at the level it sets.
- Other associations: no. Each association's records are separated in the database itself. If you belong to more than one association, each sees only its own records about you. When two associations run a joint event, each sees only what that event shares.
- Echo5 Creative: only when needed to support your association, fix a problem, or keep Encorum secure. Support access is logged.
- Service providers that run parts of Encorum for us, under contracts that limit them to that work:
| Provider | What they do | Where |
|---|---|---|
| Microsoft Azure | Hosting, database, file storage, secure key storage | United States (Central US) |
| Amazon Web Services | Sending email (Amazon SES) and reporting bounces and spam complaints | United States (Ohio) |
| Your association's payment company | Taking card payments, refunds | Under its own privacy policy |
| Dropbox (only if your association connects it) | Course video and files for Encore Studio | Under its own privacy policy |
We may share information if the law requires it, to protect someone's safety, or as part of a sale of the business, in which case this policy continues to apply.
5. How long we keep it
- Your association's records are kept while it is a customer, and for up to 90 days after it leaves, then deleted at its request or when that period ends. During beta, the export and the deletion are done by hand by Echo5 Creative. Backups age out within 35 days after that.
- Sign-in codes and links are removed 7 to 30 days after they expire; old sessions after 90 days; rate-limit counts after 7 days.
- Removing your access does not erase history: minutes, votes and signatures keep the name of who took part, because the record would otherwise be false.
6. Security
Information is encrypted in transit. Each association's records are isolated at the database level. Passwords and keys live in a secure vault, never in our code. Sign-in codes are stored only as hashes. No system is perfectly secure; if a breach affects your information, we will tell your association and, where the law requires, you.
7. Your choices and rights
- Unsubscribe from newsletters and announcements with the link in any of them. Ballots and required notices from your association may still come.
- See, correct or delete your information: ask your association first, since it controls its records. You can also write to us and we will pass the request to your association and help it respond.
- Depending on where you live, you may have other rights under privacy laws, including the Texas Data Privacy and Security Act. Contact us and we will help.
8. Children
Encorum is for associations of adults and is not directed to children under 13. If you believe a child's information was entered, contact us and we will help the association remove it.
9. Changes
If we change this policy in a way that matters, we will tell associations at least 30 days before it takes effect and update the date above.
10. Contact
Echo5 Creative · · privacy@echo5creative.com