Privacy Policy

This Privacy Policy explains how VibeTMS ("we," "us," or "our") collects, uses, and protects information about the members and students in our system. This application is operated by York Rite Leadership for internal administrative purposes.

1. What Information We Collect

We collect information you or an administrator provides when creating or updating a student record, including:

• Full name, display name, and suffix
• Email address and phone number(s)
• Mailing address
• Masonic affiliation details (lodge, chapter, council, commandery, and related bodies)
• Session enrollment and program status
• Internal notes and administrative flags

We do not collect payment information, government ID numbers, or sensitive personal data beyond what is listed above.

2. How We Use Your Information

Information in this system is used solely to:

• Manage student enrollment and program participation
• Communicate with students about their programs
• Generate administrative reports and exports for authorized staff

We do not sell, rent, or share your information with third parties for marketing or commercial purposes.

3. Who Can Access Your Information

Access to this system is restricted to authorized administrators and staff of York Rite Leadership. Student users may only access their own portal. All accounts are protected by passwords, and access is logged.

4. Data Retention

We retain your information for as long as you are an active participant in our programs. Records may be kept for a reasonable period after program completion for historical and reporting purposes. You may request deletion at any time (see Section 6).

5. Security

We use industry-standard security measures including encrypted connections (HTTPS), password hashing, session protections, and CSRF safeguards. No system is perfectly secure, and we cannot guarantee absolute security, but we take reasonable steps to protect your data.

6. Your Rights

Depending on your location, you may have the right to:

• Access — request a copy of the information we hold about you
• Correct — request that inaccurate information be corrected
• Delete — request that your information be removed from our system
• Object — object to certain uses of your information

To exercise any of these rights, contact the system administrator. We will respond within 30 days.

7. Cookies & Sessions

This application uses a single session cookie to keep you logged in. No tracking cookies, analytics cookies, or third-party advertising cookies are used.

8. Changes to This Policy

We may update this policy from time to time. The effective date at the top of this page will reflect the most recent revision. Continued use of the system after changes constitutes acceptance of the updated policy.

9. Contact

Questions about this policy can be directed to the system administrator at York Rite Leadership via the contact details on your program correspondence.

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