Privacy policy

1. Who we are

MemberLoop is an integrated member benefits platform for Canadian associations. Our address is 55 York Street, Suite 801, Toronto, Ontario M5J 1R7. Our Privacy Officer is responsible for how we handle personal information and can be reached at info@memberloop.ca.

2. Your association and MemberLoop

Each association decides who can use its member portal. For member information, we act on the association's behalf: we use it to run the association's program and for the purposes in this policy, and we never use it to market our own services to members. For questions about your membership itself, such as dues or your member record, contact your association.

3. What we collect

Members

• Your name, email address and member number, which your association gives us when it sets up your access. They can come from a file your association uploads, a link to its membership system or its sign-in system.
• Membership details from your association's membership system, such as status, level, dues invoices and application answers, if your association connects that system.
• The offers you open and the purchases vendors report back to us, with the amount, the commission and your saving.
• Your choices: language, the categories you follow, and whether you've agreed to receive the monthly savings summary or your association's emails.
• Referrals you make, including the email address of the person you refer.
• We don't collect your password, phone number, home address or payment card details. Card payments for dues are handled by Stripe.

Association staff

• Name, work email, role and a securely hashed password.
• Your association's legal name, billing email, mailing address and branding.
• Payout account details, which Stripe collects and holds. We keep only the Stripe account reference and its status.
• A record of important actions in the admin tools, for security and audit.

Website visitors

• What you send through our contact, demo, vendor and download forms: usually your name, work email, organization, role and message.
• Your cookie choice, recorded with a shortened one-way code made from your IP address so we can show we asked.
• We don't use analytics or advertising cookies. See the Cookie policy.

4. How we use it

• To give you access to your association's portal and sign you in.
• To show offers and track purchases, so the right commission is credited and your savings are counted.
• To calculate and pay each association's share of commissions, and to send statements.
• To send account and service messages, such as sign-in links, dues notices and account changes.
• To send the monthly savings summary and your association's emails, only if you've agreed.
• To answer enquiries from our website.
• To keep the platform secure, prevent fraud and meet our legal obligations.

5. Consent

We rely on your consent, which in most cases your association obtains when you join or when it gives you access to its portal. Emails beyond account and service messages need your express consent: you give it with unticked boxes in the portal and can withdraw it at any time with the unsubscribe link or in your account settings. Withdrawing some consent limits what we can do; for example, we can't credit a purchase we can't track.

6. Who we share it with

We don't sell personal information, and we never give vendors your name or email address.

• Your association, which can see its members' activity and savings and the information it provided.
• Affiliate networks, such as Awin and Impact, which tell us when a purchase happens. When you open an offer, they receive a coded reference made from your account number (never your name or email), your association's short name and the offer.
• Stripe, for association payouts and dues payments.
• Service providers that run parts of the platform for us: hosting, database, file storage, email delivery, scheduled tasks and error reports. They may use the information only to provide their service to us.
• Authorities or others when the law requires it, or to protect people, the platform or our rights.

We'll send a current list of our service providers on request.

7. Where it's stored

Some of our service providers store or process information outside Canada, including in the United States. Information held there is subject to that country's laws, and its authorities may be able to access it.

8. How long we keep it

• Your member account stays active while your association gives you access.
• If you delete your account, it is erased 14 days later. You can cancel the deletion during that time.
• When we erase an account, we remove your name, email, member number, preferences and messages. We keep purchase, commission and payout records without your name or email, because accounting and tax law require them.
• Your association may keep its own copy of your information in its membership system.
• Website enquiries are kept in our email for as long as we need them to respond and follow up.

9. How we protect it

We use encrypted connections, hashed passwords, role-based access for association and MemberLoop staff, limits on sign-in attempts, short sign-in sessions and an audit log of sensitive actions. No system is perfectly secure. If a breach creates a real risk of significant harm, we'll notify the people affected and the Privacy Commissioner, as the law requires.

10. Your rights

You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent. Members can download their data and delete their account in account settings. For anything else, email info@memberloop.ca. We reply within 30 days. People in Quebec also have the rights set out in Quebec's private-sector privacy law, including receiving their information in a structured, commonly used format.

11. Changes to this policy

We'll post changes here with a new effective date, and tell associations and members by email or in the portal before a significant change takes effect.

12. Contact and complaints

Privacy Officer, MemberLoop, 55 York Street, Suite 801, Toronto, Ontario M5J 1R7. info@memberloop.ca

If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca. In Quebec, you can also contact the Commission d'accès à l'information at cai.gouv.qc.ca.