Effective Date: 01/11/2025

 

1. Introduction

 

Welcome to HBSA! This Privacy Policy explains how we collect, use, disclose, and protect the personal information of all users of our app. By accessing or using HBSA, you agree to the terms outlined in this policy.

 

2. Data Collection and Storage

 

We prioritize your privacy and security. All user data is securely stored using Firebase services, including Firebase Authentication, Firebase Cloud Storage, Firestore, and Google Cloud Tasks. These are trusted cloud service providers that help us manage and operate our app efficiently. We collect personal information to facilitate communication, manage organizational activities, and enhance your experience within the app.

 

3. Types of Data Collected

 

We collect the following types of information:

• Basic Information:

• First and last name

• Major

• Class year

• Hometown​

• Profile Picture

• Socials (Optional):

• Instagram

• LinkedIn

• Messaging handles

• Photos:

• Event photo wall submissions

• Office Hours:

• Location

• Time

• Place

 

4. User Roles and Data Access

 

Access to data varies based on your role within the organization:

• Members (Officially Recognized by the Organization):

• Can access other members’ social accounts if shared.

• Can submit photos to event walls (subject to Officer approval).

• Fans (Non-Members of the Organization):

• Can view basic fields of members (first and last name, major, class year, and hometown).

• Cannot access member social accounts, even if shared.

• Cannot submit photos or add social accounts.

• Officers (Leadership Roles):

• Socials and office hours are visible to all users.

• Photo Walls:

• Event photo wall images are visible to everyone after Officer approval.

• Office Hours:

• Officers can add office hours, including location, time, and place, which are visible to all users of the app.

 

5. Special Access

 

Certain administrative roles have extended access privileges:

• Internal Relations Chairs, Internal Relations Officer, and Director of Tech:

• Can view all user data, including socials, basic fields, and email addresses.

 

6. Data Use and Sharing

 

We use your data to:

• Promote engagement within the HBSA community

• Manage and organize events and activities

• Facilitate communication among members

 

Data Sharing:

• Third Parties: We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as outlined below.

• Service Providers: We may share your information with trusted third-party service providers, including Firebase, Google Cloud, and others who assist us in operating our app, conducting our business, or serving you, provided they agree to keep this information confidential and comply with relevant data protection regulations.

• Legal Requirements: We may disclose your information if required by law or in response to valid requests by public authorities.

 

7. Security Measures

 

We implement a variety of security measures to maintain the safety of your personal information:

• Data Encryption: All data is encrypted both in transit and at rest using industry-standard encryption protocols provided by Firebase and Google Cloud services.

• Access Controls: Access to personal data is restricted to authorized personnel only.

• Regular Audits: We conduct regular security audits to identify and address potential vulnerabilities.

 

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

 

8. Data Retention

 

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law.

 

9. User Rights

 

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: You can request access to the personal data we hold about you.

• Correction: You can request corrections to any inaccurate or incomplete data.

• Deletion: You can request the deletion of your personal data, subject to certain exceptions.

• Opt-Out: You can opt-out of receiving promotional communications from us at any time.

 

To exercise these rights, please contact us using the information provided in the Contact Us section below.

 

10. Changes to This Policy

 

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by updating the “Effective Date” at the top of this policy and, if applicable, providing additional notice within the app.

 

11. Contact Us

 

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:

 

Email: tech@texashbsa.org