Privacy Policy

Who We Are

ChapterAgent is a chapter management platform. Chapter-based organizations use it to manage membership, youth mentoring programs, events, governance, finances, and communications. This policy covers the ChapterAgent website (chapteragent.com) and the ChapterAgent application.

Two kinds of information flow through the platform. Information you provide to us directly — for example, joining our waitlist or creating an account — is information we control. Records a chapter keeps in the platform about its members and program participants belong to that chapter; we process them on the chapter's behalf to provide the service. Each chapter remains responsible for its own membership records and for the communications it sends.

Information We Collect

• Account information — your name, email address, phone number, and role within your chapter.
• Chapter records — the membership, contact, committee, event, RSVP, dues, and governance records a chapter manages in the platform.
• Youth program information — program applications completed by a parent or guardian, including the participant's name, school and grade information, and emergency contacts.
• Applications and signatures — membership and youth program applications, including signatures captured at submission.
• Communications — the emails and text messages chapters compose and send through the platform, along with delivery status.
• Meeting records — meeting recordings a chapter chooses to transcribe, and the resulting transcripts and minutes.
• Payment records — the amount and date of dues, donations, and event payments, processed by our payment providers.

How We Use Information

• Operate the platform: membership management, events, governance, programs, and finance features.
• Deliver the communications chapters compose — emails, newsletters, and text messages — to recipients who have opted in.
• Power the platform's AI assistant, which drafts content and performs tasks a chapter user reviews and approves. Chapter data sent to our AI service providers is used only to provide the feature and is not used by those providers to train their models.
• Provide support, maintain security, and improve the service.

We do not sell personal information, and we do not share it with third parties for their own marketing purposes.

Text Messages (SMS)

Text messages are sent only to people who have expressly opted in through their chapter. For full details on how SMS consent is collected and how to opt out, see our Text Messaging (SMS) Policy. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Connected Email Accounts (Google Workspace)

A chapter officer who holds a role tied to a chapter email address may choose to connect that Google Workspace mailbox (for example, treasurer@examplechapter.org) to the platform using Google's secure sign-in. This connection is optional and is used only to:

• Send messages on the chapter's behalf from that role mailbox, so the message appears in the mailbox's own Sent folder.
• Record communication history with the chapter's existing contacts and members. The platform only stores messages exchanged with people already in the chapter's records; email with anyone else is never read, stored, or displayed.

We request the minimum Google permissions needed for this: permission to send mail as the connected mailbox, and read access used solely to match and record correspondence with existing chapter contacts. Access tokens are encrypted at rest, stored email is protected by the same role-based access controls as the rest of the platform, and a mailbox connection is automatically disconnected when the officer leaves the role or their account is deactivated. An officer can disconnect a mailbox at any time.

ChapterAgent's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell this data, use it for advertising, or transfer it to others except as needed to provide the platform's features.

Service Providers

We use a small number of service providers that process information on our behalf and only as needed to provide their services: payment processing (dues, donations, and event payments), email delivery, text messaging, accounting (when a chapter connects its accounting system), meeting transcription, AI model providers, cloud hosting and file storage, and — when an officer connects a chapter mailbox — Google Workspace / Gmail. These providers act on our instructions; we do not sell your information, and we do not share it with third parties for their own marketing purposes.

Children's Privacy

Information about youth program participants is collected by chapters with the consent of a parent or guardian, who completes the program application on the participant's behalf. The platform uses this information only for program administration, such as enrollment, mentoring assignments, attendance, and program communications.

Data Retention & Security

We retain information for as long as it is needed to provide the service to you and your chapter. We protect it with reasonable safeguards, including encryption of stored credentials and role-based access controls that limit who within a chapter can view and manage records.

Your Choices

You can opt out of email communications at any time via the unsubscribe link in any email, and you can opt out of text messages by replying STOP to any message (see the SMS Policy). You can also request corrections to your information by contacting your chapter or by contacting us directly.

Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at eric@chapteragent.com.