Privacy Policy

1. Who we are

memBoard ("we", "us") is a platform that lets apartment associations, resident welfare associations, clubs and professional bodies ("associations") manage members, committees, meetings, minutes, resolutions, votes and documents.

For the records an association keeps about its members, the association decides what is collected and why; we process it on the association's behalf. For your account, sign-in and billing details, we decide how it is used.

2. What we collect

Account details: name, email address, mobile number, password (stored only as a salted hash), language and theme preference.

Membership records entered by you or your association: membership number, category, flat or unit, committee positions and terms, attendance, RSVPs, votes, complaints, messages, tasks and documents.

Association billing details for paid plans: billing name, GST details and payment references. Card and bank details are handled by our payment provider and never stored by us.

Technical data: device and app version, IP address, and security logs needed to keep sign-in safe and to detect abuse. If you enable push notifications we store a device token.

3. How we use it

To run the service: sign you in, show you your association's records, send notices, reminders and one-time codes, and produce minutes and reports.

To keep it safe: prevent fraud and abuse, keep audit trails of governance actions, and fix faults.

To bill associations on paid plans. We do not sell personal data and we do not use it for third-party advertising.

4. Who can see your information

Within an association, what you can see depends on the permissions its office-bearers give each role. Member directory details are visible only to people your association allows.

Anonymous votes are stored so that the ballot cannot be linked back to the voter in the association's results.

We never show one association's data to another association.

5. Service providers

We use trusted providers to operate memBoard: cloud hosting and database, file storage, email delivery, SMS delivery for one-time codes, push notification delivery, and online payments. They process data only to provide their service to us.

SMS is used only for one-time codes. WhatsApp is used only through share links you choose to open; we do not send WhatsApp messages on your behalf.

6. Retention

We keep your data while your account is active. Governance records such as resolutions, minutes and election results may be kept by the association as its permanent record. If you delete your account, we remove your personal profile and sign-in details; records the association is required to keep may remain, limited as far as the law allows.

Security and audit logs are kept for a limited period and then deleted.

7. Your choices and rights

You can view and update your details, change notification preferences, and request deletion of your account from the Account section in the app or website.

You may ask us to access, correct or erase your personal data, or to withdraw consent, subject to applicable law including the Digital Personal Data Protection Act, 2023. For records held by an association, please also contact its office-bearers.

8. Security

Data is encrypted in transit. Each association's data is isolated at the database level, and sign-in is protected by hashed passwords, one-time codes and rate limits. No system is perfectly secure; tell us promptly if you suspect misuse of your account.

9. Children

memBoard is meant for adults. It is not directed at children under 18.

10. Changes

We may update this policy. The date at the top shows the latest version, and we will notify you in the app for material changes.