Privacy Policy

1. Who we are and what this covers

Chapter Room is made by Chapter Room LLC, a Wisconsin limited liability company ("Chapter Room", "we", "us"). This policy explains what we collect, why, who can see it, and what you can do about it. It applies to the Chapter Room app for iOS and Android and to our website at joinchapterroom.com.

Questions or requests: support@joinchapterroom.com.

2. The short version

What	Why we have it	Who can see it
Your name, school email, chapter, role and profile photo	To run your account and put you on the right roster	Your chapter's members and officers, as your role allows
Messages, announcements, polls, photos and videos you post	To deliver them to the people you sent them to	The chapter, group or chat you posted them in
A one-time location check when you tap Check in	To verify you are at the event	Nobody sees a location. Officers see only "verified" or "not verified"
Excuse requests and the reason you give	So your officers can approve or deny them	Officers with attendance permissions
Screenshot logs in secured chats	So the chapter knows when something was captured	The chapter's designated security officers only
Payment status for dues and vouchers	So you and your treasurer know what is paid	You and officers with dues permissions. Card numbers go to Stripe, never to us

We do not sell personal information. We do not sell or share precise location. We do not run advertising or ad tracking in the app or on the website.

3. Information we collect

Account information

When you join, we collect your name, school email address, the chapter you belong to, your school, your role in the chapter, and a profile photo if you add one. You may also add a phone number. We use your email to sign you in and to send account and chapter notices.

Roster and invite codes

Chapters run on a roster that their officers control. An officer adds you to the roster and issues an invite code for your role. That means the chapter, not Chapter Room, decides who is a member, what role each person holds, and what each role can do. We store the roster and the role permissions the chapter sets.

Content you post

We store the messages, announcements, polls, comments, photos and videos you post so we can show them to the people you sent them to. Photos and videos in albums only open for members. A copied link does not work outside the app.

Some chats include other chapters at your school. A chapter's officers invite another chapter, that chapter's officers accept or decline, and each chapter chooses which of its own members join. Anything you post in a cross-chapter chat is visible to every member in it, and your name and chapter are shown alongside your messages. If a chapter leaves the chat, its members leave with it. The chat's security level applies to everyone in it.

When you submit an excuse for an event, we store the reason you give and the decision your officers make. Reasons can be personal, so please share only what you are comfortable with your officers reading.

Attendance and location

Chapter Room verifies attendance by location. Here is exactly how that works:

• Check-in opens shortly before an event and closes on its own afterward.
• When you tap Check in, the app reads your device's precise location once and compares it to the event location the chapter set.
• We record the result: whether you were verified, whether you were present or late under the grace period the chapter set, the time, and the approximate distance from the event. The location coordinates themselves are not stored. Every member can see their own attendance record.
• We also check signals that indicate a faked or mocked location. A check-in that fails those checks is rejected.
• Nobody in your chapter can see where you are. Officers see attendance results, not locations. The app never reads your location outside of the moment you check in.

Precise location is treated as sensitive information under many state privacy laws. We only read it with the location permission you grant your device, and only at the moment you choose to check in. You can revoke that permission at any time in your device settings, but check-in will not work without it.

Screenshot logs in secured chats

Every chat, feed and album has a security level that the chapter sets:

• Low. A normal chat. Nothing is stamped, monitored or logged.
• Medium. Every message is stamped with the name of the member viewing it, so a leaked capture can be traced to the account it came from. The app detects screenshots and screen recordings. A notice is posted in the chat so everyone in it can see that a capture happened, and we save a record of who captured it, which chat it was in, when it happened, and an image of what was on the screen. That record goes to a log that only the chapter's designated security officers can open.
• High. Everything in Medium, plus screen recording is blocked outright, the screen blurs if someone tries, and images cannot be saved to your device.

Name-stamping, capture logging and the High-level blocks apply only in chats, feeds and albums the chapter has set to Medium or High. When you join a secured chat, the app tells you that it is secured. The chapter decides how long to keep its log. Entries stay until the chapter removes them or the chapter is deleted. Chapter Room staff do not browse screenshot logs. We access one only to investigate abuse, respond to a legal request, or fix a technical problem, and we log that access.

Payments

Dues and vouchers are paid through Stripe. When you pay, your card details go directly to Stripe over an encrypted connection. We never receive or store your full card number. We receive a payment token, the card brand and last four digits, the amount, and the payment status so we can show you and your treasurer what is paid and what is owed.

Chapter officers who set up payouts create a Stripe connected account for the chapter. To do that they give Stripe identity, tax and bank account information directly. That information goes to Stripe under the Stripe Connected Account Agreement, not to us, though Stripe shares verification status and payout details with us so the chapter can use the feature.

Stripe receives personal data and processes it in accordance with Stripe's Privacy Policy.

Device and technical information

The app collects a push notification token, your device model and operating system version, the app version, and crash reports so we can send notifications and fix problems. Our servers log IP addresses, request times and the actions taken, which we keep for security and troubleshooting.

Website and waitlist

If you join the waitlist on joinchapterroom.com, we collect your email address, a contact phone number, and the chapter you enter, plus the time you signed up. Your school comes from your email domain. That information is delivered to a spreadsheet in a Google account we control. We use it to contact you about the launch.

The website sets no cookies and runs no analytics. It loads fonts from Fontshare, a third-party font service, which receives your IP address when the fonts load.

4. How we use information

We use what we collect to:

• create and run your account and your chapter's roster
• deliver messages, announcements, polls, photos and videos to the people you sent them to
• verify attendance and manage excuses
• process payments and keep dues and voucher records
• send push notifications and emails about your account and chapter activity
• send you updates about Chapter Room, which you can opt out of at any time
• keep the service secure, investigate abuse, and enforce our terms
• fix bugs and understand how the app performs
• comply with the law and respond to lawful requests

We do not use your content, your messages or your photos to train artificial intelligence models, and we do not sell or rent any of it.

5. Your chapter's role

Much of your information is visible to your chapter, because that is what a chapter app is for. Officers control the roster, roles and permissions, attendance rules, dues, suspension records, and the screenshot log. Here is what that means in practice.

Officers with the right permissions can see: who is on the roster and in which position, attendance results, excuse requests and reasons, who has paid dues and vouchers, suspension records and the reason on file, and, for designated security officers, the screenshot log. Officers can switch on Admin Mode, a moderation view of the same records; it switches off automatically when their powers are removed.

Officers cannot see: your location, your card number, your password, private chats they are not part of, or anything from another chapter.

When an officer suspends a member, the member's spot, history and the reason for the suspension stay on file so the chapter has a record. The chapter can lift a suspension at any time.

Your chapter, not Chapter Room, decides how long to keep its attendance, dues and screenshot records. If you have a question about a record your chapter holds, ask your officers first. If you believe an officer is misusing information, contact us and we will look into it.

6. Who we share information with

We share personal information only in these cases:

• Your chapter. Members and officers see your information according to the roles and permissions your chapter sets, as described above.
• Stripe, for payments and chapter payouts. See Stripe's Privacy Policy.
• Service providers who host our servers, store files, send email and push notifications, and report crashes. They act on our instructions and may not use your information for their own purposes. This includes Apple and Google, whose systems deliver push notifications and distribute the app.
• Google, which hosts the spreadsheet our website waitlist writes to.
• Law enforcement or others when the law requires it, such as in response to a subpoena or court order, or when necessary to protect someone's safety.
• A successor, if Chapter Room is acquired or merges with another company. This policy would continue to apply to your information.

We do not sell personal information, and we do not share it for targeted advertising. We do not sell or share precise location with anyone.

7. How long we keep information

• Your account and the information in it: for as long as your account is active.
• After you delete your account: we delete your account information and your content within 30 days. Messages you sent in group chats remain visible to the other members, attributed to a deleted account. Attendance, dues and screenshot records that belong to the chapter are kept under the chapter's control but no longer link to your profile.
• Backups: deleted information may persist in encrypted backups for up to 90 days before it is overwritten.
• Payment records: kept as long as tax and financial regulations require.
• Waitlist signups: until launch communications end or you ask us to remove you, whichever comes first.

8. Your choices and rights

Delete your account. You can delete your account yourself, from inside the app, under Settings. You do not have to email anyone. Deletion removes your account and content as described in Section 7.

See, correct or export your information. Email support@joinchapterroom.com and we will send you a copy of the information we hold about you, correct anything that is wrong, or provide your content in a portable format. We respond within 45 days.

Marketing email. Every launch or product email we send includes an unsubscribe link. Account and chapter notices, such as a dues reminder from your treasurer, are part of the service and continue while you have an account.

Location. You can turn off the location permission for Chapter Room in your device settings at any time. Check-in requires it.

Push notifications. Turn them off in the app or in your device settings.

State privacy rights. If you live in California, Colorado, Connecticut, Virginia, Texas, Oregon, or another state with a comprehensive privacy law, you have the right to access, correct, delete and obtain a copy of your personal information, to opt out of targeted advertising and the sale of personal information (we do neither), and to appeal if we decline a request. To exercise these rights, email support@joinchapterroom.com with the subject line "Privacy request". We will not treat you differently for making a request. If we decline, we will tell you why and how to appeal. We do not sell personal information and have not done so in the preceding 12 months.

9. Security and breaches

Information is encrypted in transit and at rest. Access inside Chapter Room is limited to the people who need it to run the service, and access to sensitive records such as screenshot logs is logged. No system is perfectly secure, so please use a strong password and tell us right away if you think your account has been accessed without permission.

If a security breach affects your personal information, we will notify you within 45 days of learning of it, as Wisconsin law requires, and sooner where another state's law sets a shorter deadline.

10. Age

Chapter Room is for members of college chapters. You must be at least 18, or the age of majority where you live, to use it. The app is not directed to children, and we do not knowingly collect personal information from anyone under 13. If you believe a child has provided us information, contact us and we will delete it.

11. Schools and FERPA

Chapter Room is not a school and does not act on behalf of your school. Your chapter is a private student organization. We do not receive education records from your college or university, and the Family Educational Rights and Privacy Act does not govern this app. Your school email address is used only to sign you in.

12. Where information is stored

Chapter Room is operated from the United States and your information is stored on servers in the United States. If you use the app from outside the United States, you understand that your information is transferred to and processed there.

13. Changes to this policy

If we change this policy, we will post the new version here with a new "Last updated" date. If a change materially affects how we handle your information, we will also tell you in the app before it takes effect.

14. Contact

Chapter Room LLC
201 W Lakelawn Pl, Madison, WI 53703
support@joinchapterroom.com