Privacy policy

Yolobeam LLC ("Yolobeam", "we", "us", or "our") provides chapter operations software for member-led organizations, including rosters, recruitment, events, alumni engagement, donations, dues, forms, compliance records, and officer handoffs. This policy applies to the Yolobeam marketing website, the Yolobeam application, and the support channels we operate.

This policy does not apply to the practices of organizations we do not control, including the chapters, national organizations, host institutions, and third-party services that may direct you to us or that you connect to the platform. Their handling of your information is governed by their own policies.

The role we play depends on the information involved, and that role determines who you should contact about it.

• We act as a controller (or business) for information collected through our marketing website, sales and support correspondence, billing records, and the account records of the administrators who contract with us. We decide why and how that information is processed.
• We act as a processor (or service provider) for the member, prospect, alumni, event, financial, and compliance records that a subscribing organization loads into or generates within the platform. We call this customer data. The subscribing organization decides what is collected and why; we process it on documented instructions under our subscription agreement.

We collect the categories below. Not every category applies to every person — what we hold about a website visitor is far narrower than what a subscribing organization stores about an active member.

We do not intentionally collect government identification numbers, precise geolocation, biometric identifiers, or payment card numbers. Organizations should not load such data into free-text fields. For the full detail of what we collect automatically through cookies, browser storage, analytics, and session replay — and how to switch analytics off — see our cookie policy.

Some organizations configure fields that may capture information treated as sensitive under applicable law — for example dietary restrictions or allergies for event planning, accessibility accommodations, or disciplinary and conduct records. Where that occurs, the organization is responsible for establishing a lawful basis and for obtaining any consent required before collecting it.

We do not use sensitive information to infer characteristics about you, and we do not use it for advertising, profiling, or any purpose beyond delivering the service to the organization that collected it.

We use personal information for the following purposes and no others without telling you first:

• Providing, maintaining, and supporting the platform, including authenticating users and enforcing permissions.
• Processing subscriptions, invoicing, and collecting fees.
• Responding to support requests, onboarding, and account correspondence.
• Sending service and security notices, such as maintenance windows, policy changes, and incident notifications. You cannot opt out of these while your account is active.
• Monitoring performance, diagnosing errors, and improving reliability and usability.
• Understanding how the website and platform are used, through product analytics and session replay, so we can improve navigation, features, and documentation.
• Detecting, investigating, and preventing fraud, abuse, unauthorized access, and other security incidents.
• Producing aggregated and de-identified statistics that cannot reasonably be used to identify any individual.
• Complying with legal obligations and enforcing our agreements.
• Marketing our own products to business contacts and prospective customers, subject to the choices described below.

Where the General Data Protection Regulation or the UK GDPR applies, we rely on the following legal bases:

• Contract — to provide the platform to the organization you belong to, and to administer subscriptions and billing.
• Legitimate interests — to secure the platform, prevent abuse, improve our services, and communicate with business contacts, balanced against your rights and freedoms.
• Legal obligation — to retain financial records and respond to lawful requests.
• Consent — for optional cookies and for marketing where consent is required. You may withdraw consent at any time without affecting processing that already occurred.

We disclose personal information only in the circumstances below.

• Within your organization. Officers, advisors, and administrators can see records according to the permissions your organization configures. National organizations on multi-chapter plans may have oversight access to their chapters' records.
• Service providers. Vendors that host infrastructure, deliver email, process payments, provide product analytics and session replay, monitor errors, and operate our support tooling. They are bound by written agreements that limit them to processing on our instructions. Our analytics provider is PostHog, processing data in the United States.
• Legal and safety. When required by law, subpoena, or court order, or where we reasonably believe disclosure is necessary to investigate suspected fraud, protect the safety of any person, or enforce our terms. Where we are legally permitted to do so, we will notify the affected customer before disclosing customer data.
• Corporate transactions. In connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply to the transferred information.
• With your direction. When you or your organization connect a third-party integration or ask us to share information.

We maintain a current list of subprocessors that handle customer data. Email support@yolobeam.com to request the list or to subscribe to notifications of changes to it.

We keep personal information only as long as needed for the purposes described in this policy, or as required by law. Specific periods by record type, our deletion process at the end of a subscription, and how backups are handled are set out in our data retention policy.

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit using TLS, encryption at rest for stored data, hashed passwords, role-based access controls, least-privilege access for our personnel, audit logging of significant actions, and regular review of our infrastructure configuration.

No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify affected customers and, where required, regulators and individuals, within the timeframes applicable law requires.

Account security also depends on you. Use a unique password, do not share credentials between officers, and remove access promptly when a member leaves a role.

Depending on where you live, you may have some or all of the following rights regarding your personal information:

• Access — obtain confirmation of whether we process your information and a copy of it.
• Correction — have inaccurate or incomplete information corrected.
• Deletion — request erasure of your information, subject to exceptions such as records we must retain by law.
• Portability — receive your information in a structured, commonly used, machine-readable format.
• Restriction and objection — limit or object to certain processing, including processing based on legitimate interests.
• Opt out — of sale or sharing of personal information and of targeted advertising. We do not engage in these activities.
• Non-discrimination — exercise these rights without receiving different pricing or a lower quality of service.
• Withdraw consent — where processing is based on consent.

To exercise a right over a record held in the platform, contact your chapter or national organization, which controls that record. For information we control, email support@yolobeam.com with enough detail to locate your records. We will verify your identity before acting and respond within the period required by applicable law, generally 30 to 45 days. You may use an authorized agent where the law permits.

If you are in the European Economic Area, the United Kingdom, or Switzerland, you may lodge a complaint with your local supervisory authority. We ask that you contact us first so we can try to resolve the matter.

You can unsubscribe from marketing email using the link in any such message, or by emailing us. Unsubscribing does not stop transactional and service messages relating to an active account, such as billing notices, security alerts, and changes to these policies.

Yolobeam is intended for use by adults administering and participating in collegiate and alumni organizations. The platform is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

If an organization enrolls a member under the age of majority in its jurisdiction, that organization is responsible for obtaining any parental or guardian consent required by law. If you believe a child has provided us personal information without appropriate consent, email support@yolobeam.com and we will delete it.

Where a host institution uses the platform in a way that makes records subject to the Family Educational Rights and Privacy Act, we will process those records as a school official with a legitimate educational interest under the institution's direct control, on the terms of our agreement with that institution.

We operate primarily in the United States, and information we collect is processed and stored there. If you access Yolobeam from outside the United States, you are transferring information to a country whose data protection laws may differ from those of your own.

Where we transfer personal information out of the European Economic Area, the United Kingdom, or Switzerland, we rely on appropriate safeguards, including the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, together with supplementary measures where needed.

We do not make decisions producing legal or similarly significant effects about you based solely on automated processing, and we do not profile individuals for that purpose.

We may update this policy to reflect changes to our practices, our services, or the law. We will revise the effective date at the top of this page. If the change is material, we will provide advance notice by email to account administrators or by an in-product notice before it takes effect. Continued use of the platform after a change takes effect means you accept the revised policy.

For questions about this policy or our privacy practices, email support@yolobeam.com. Our registered entity is Yolobeam LLC, organized under the laws of the State of Texas, United States. We will provide our mailing address on request.