Privacy Policy

Club information

Schedules, announcements, club descriptions, membership instructions, and posted contact addresses are available to registered members of that club and visitors who enter its Member Code. A Member Code can be shared, so officers should not put sensitive student information in these areas.

Accounts and meeting records

When you check into an active event, Club Link records your account, the event, and the check-in time. You can see your own completed-event attendance total for each club. Club officers and the platform Super Admin can see attendee names, member names, and club attendance statistics. Other members and guests cannot see your attendance history or the member directory. Event start and end times are visible to registered club members. Attendance is removed when its event or account is deleted.

Registration asks for a first name, last initial, email entered twice, and password. Entering the email twice helps catch typos; it does not verify ownership of that address. A profile stores the first name and last initial. Supabase Auth handles email, password credentials, and sessions. Club Link does not store plaintext passwords in its own tables or display account emails to other members.

A meeting QR link lets you check in while the event is running. Without an account, we record your first name, last initial, event, and check-in time. Officers can also add attendance after an event. Guest records are visible only to that club's officers and the platform Super Admin. Creating an account afterward is optional and does not automatically link a guest attendance record to it. Guest records are removed with their event; ask a club officer or site owner about correcting or removing a name-only record.

QR check-in uses a signed browser cookie lasting up to one year and a keyed, meeting-specific device hash to discourage duplicate guest entries. This is a browser check, not a fingerprint or proof of identity. Another browser or cleared cookies can bypass it. The restriction applies separately to each meeting. QR links grant attendance access only and stop accepting entries when the event ends.

Membership records link an account to its clubs and member or officer roles. Meeting talking points and secretary notes are stored separately from the member schedule. Only that club's officers and the platform Super Admin can access them. Avoid recording sensitive information without a clear reason and appropriate permission.

Technical information

Club Link uses Vercel Web Analytics to measure visits, page views, referring websites, and general device and country statistics. We use these traffic reports to understand how the site is used. We do not send form contents, officer credentials, agendas, or secretary notes to analytics.

The website host, Supabase, Google Fonts, and the jsDelivr content delivery service may process basic technical information, such as IP address, browser type, request time, and error logs, to deliver site files and maintain the service. Their handling of that information is governed by their own policies.

How information is used

• To display current club information to members.
• To sign in users and check their permissions for each club.
• To prevent unauthorized changes and troubleshoot site problems.

Club Link does not include advertising, sell personal information, or create public member profiles.

Data choices and questions

You may enter a Member Code without creating an account. Guest access is held in this tab's memory for up to 8 hours and is not saved as an account membership. Reloading or closing the page requires entering the code again. Rotating a Member Code also ends guest access issued under the old code.

Signed-in sessions are stored by Supabase in your browser until sign-out or expiry. Sign out on shared devices. Click your account area to update your name, request an email change, or change your password. The account panel also provides account deletion with confirmation steps.

Access checks and retention

The code-entry and QR check-in services use keyed hashes of your network address to limit repeated requests. Raw network addresses are not stored in the application's rate-limit table, though hosting providers may keep request logs. Rate-limit entries older than one day are removed when the next code or QR request runs. Expired guest club sessions are removed on code requests. QR check-in pages do not load web analytics; the meeting link token stays in the URL fragment and is submitted to the check-in service.

You can leave a club from its page. Officers can remove members. Leaving or being removed ends your membership but does not erase shared content or past attendance. A club with no registered members is scheduled for deletion after seven days; a new membership cancels that timer. Deleting a club removes its active content and memberships, not user accounts. A restricted snapshot of the original Black Student Union data is retained for migration verification; it is not accessible through the website. The site owner manages its retention and any provider backups.

Changes to this policy

If the club changes how Club Link handles information, this page should be updated with a new effective date and a clear description of the change.