Introduction

KVK ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the KVK Member Portal and its associated administrative tools.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of our services.

Information We Collect

We collect the following categories of personal information:

• Identity Information: Full name, member ID, profile photo.
• Contact Information: Email address, phone number, residential address.
• Membership Details: Chapter affiliation, membership date, membership status.
• Attendance Records: Meeting attendance, event participation history.
• Activity Data: Thanks notes sent/received, meeting records, and other in-app interactions.

How We Use Your Information

We use the information we collect to:

• Manage and maintain your KVK membership account.
• Record and display attendance at chapter meetings and events.
• Facilitate thanks notes and member-to-member recognition.
• Send important membership notifications and announcements.
• Monitor platform security and detect unauthorised access.
• Comply with legal obligations and organisational governance requirements.
• Generate anonymised reports and statistics for chapter management.

Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data only in the following limited circumstances:

• Within KVK: Chapter admins and super admins may access your membership data as necessary to manage operations.
• Legal Requirements: If required by law, court order, or governmental authority.
• Organisational Necessity: To protect the rights, property, or safety of KVK, its members, or the public.

Data Retention

We retain your personal data for as long as your membership is active or as required by organisational policy. Upon an approved account deletion request, your personal data will be permanently removed within 30 days, except where retention is required by law or legitimate organisational interest.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include:

• Password hashing using industry-standard algorithms.
• Session-based authentication with role-based access control.
• Activity logging for administrative actions.
• Regular security reviews of our systems and practices.

While we strive to use commercially acceptable means to protect your data, no method of transmission over the internet or electronic storage is 100% secure.

Your Rights

You have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request permanent deletion of your account and personal data.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Objection: Object to the processing of your data for specific purposes.

To exercise any of these rights, please visit our User Privacy Choices page or contact your chapter administrator.

Cookies & Sessions

We use session cookies solely to maintain your authenticated login state. These cookies are temporary and are deleted when you log out or close your browser. We do not use tracking, advertising, or analytics cookies.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.