Privacy Policy

This Privacy Policy outlines Chaymber LLC’s (“Chaymber”, “we”, “our”) collection and use of your personal information when you use our mobile applications, the Chaymber Board Portal at board.chaymber.com, our administrative interfaces, or any other Chaymber service (together, the “Services”). Please review both this Privacy Policy and the terms that apply to the Service you are using, as together they govern your use of the Services.

Your Organization and our role

Chaymber acts as a data processor on behalf of the organization that provides you with access to the Services, which may be a chamber of commerce, a nonprofit, a trade association, a professional body or another membership or governing organization (your “Organization”). Your Organization is the data controller responsible for the data it holds in the Services. Chaymber processes your personal information only as directed by your Organization and in accordance with this Privacy Policy. If you have questions about how your Organization collects or uses information about you, please contact your Organization directly.

Types of Personal Information

We collect several types of data related to your use of our Services:

• First name and last name
• Email address
• Job title and seniority level
• Industry and business category
• Networking goals and preferences
• Business name and contact information
• Usage data and in-app activity

Where your Organization uses the Chaymber Board Portal, the additional categories described in the Board Portal section below also apply.

Additional Personal Information may be collected with your consent through your use of the Services.

Unless otherwise indicated, all Personal Information is required to provide you with some Services, and failure to provide the requested Personal Information may lead to the inability to access such Services.

Chaymber Board Portal

If your Organization uses the Chaymber Board Portal, Chaymber processes additional categories of information on your Organization’s behalf. These include:

• Your name, email address, photograph, board or committee role, and term dates
• Meeting records, including attendance, check-ins and RSVPs
• Ballots, votes cast, and vote receipts
• Documents uploaded by your Organization, including minutes, bylaws, policies and financial statements
• Electronic signatures and signature receipts, including on conflict of interest disclosures, which may describe your personal business and financial interests
• Communications you send in the Portal, including messages in committee channels and direct messages to other users

Administrators designated by your Organization can access communications in the Portal’s channels, including committee channels. Administrators cannot read direct messages between individual users. Your Organization determines who holds administrator access. Chaymber does not monitor the content of Portal communications for its own purposes and does not sell it.

Chaymber processes this information solely to provide, secure, support and maintain the Board Portal for your Organization, and as your Organization directs. Individual use of the Board Portal is also governed by the Chaymber Board Portal Terms of Use at chaymber.com/board-terms.

Collection of your Personal Information

Your Personal Information is provided to us by your Organization to confirm your access to the Services. You also voluntarily provide Personal Information when creating or using an account with us. With your consent, we may collect additional Personal Information through your use of the Services.

Use of your Personal Information

Your Personal Information is collected to allow us to provide you with the Services, including but not limited to:

• To provide the Services. Many of our Services are account-specific and require an active account to use.
• Improve and develop Services. Your Personal Information may be used to monitor the functionality of our Services and to ensure timely delivery of the Services to you. We may also use your Personal Information to discover improvements within the existing Services and detect potential complementing offerings.
• Marketing communications. We may send promotional emails containing information about additional Services or affiliate offerings when we have consent to do so. We do not send marketing communications to Board Portal users on the basis of their Board Portal access.
• Complying with legal obligations. We may collect and store your Personal Information if legally required for compliance.

Protection of your Personal Information

Chaymber maintains administrative, technical and physical safeguards designed to protect the security, confidentiality, integrity and availability of Personal Information. These include encryption of data in transit using industry-standard protocols and encryption at rest, role-based access controls limiting access to personnel with a business need, multi-factor authentication for administrative access, logging of administrative access to production systems, regular backups with documented restoration procedures, written internal security policies, and confidentiality obligations binding on personnel and contractors with access to Personal Information. A fuller description is in the Chaymber Service Terms at chaymber.com/service-terms.

Data Breach Notification

In the event of a confirmed data breach affecting your Personal Information, Chaymber will notify the applicable Organization within seventy-two (72) hours of becoming aware of such breach. The Organization, as data controller, is responsible for any required notifications to individuals or regulatory authorities under applicable law.

Third Party Data Transfers; Links to Other Websites

We may use third parties to store or process Personal Information on our behalf. All service providers are bound to obligations no less protective than those in this Privacy Policy. Chaymber maintains a current list of subprocessors that process Personal Information and will make it available on written request.

Our Services may contain links to third party websites, for example when registering for your Organization’s events. We are not affiliated with nor responsible for any external websites’ privacy policies, practices or actions. We encourage you to be aware when leaving our Services and to read any third party website’s privacy policy.

Where your Organization has enabled SMS communications through the Services, Chaymber processes phone numbers, message content, delivery timestamps and opt-out status solely for the purpose of transmitting messages at your Organization’s direction via a third-party messaging provider. Chaymber does not use SMS data for marketing or any purpose unrelated to message delivery on your Organization’s behalf.

SMS / Text Message Communications

When you provide your mobile phone number to Chaymber, you consent to receive automated SMS text messages from Chaymber LLC and your Organization, including event reminders, account notifications and service-related communications. Text messaging originator opt-in data and consent are excluded from all sharing categories and will not be shared with any third parties for marketing purposes.

Message frequency varies. Message and data rates may apply.

You can opt out at any time by replying STOP to any message. Reply HELP for help, or contact support@chaymber.com.

Chaymber does not share mobile phone numbers or SMS opt-in information with third parties or affiliates for marketing or promotional purposes.

No Sale of Personal Information

Chaymber does not sell, rent or otherwise transfer your Personal Information to any third party for that third party’s own commercial purposes. Chaymber may use de-identified and aggregated data derived from user activity for the purposes of improving the Services, demonstrating Service performance, and other legitimate internal business purposes.

Cookies

We use cookies for the following reasons:

• Website and application functionality
• Remembering your preferences, such as log-in information
• Identifying issues with our Services
• Adding a layer of security to the Services

We use strictly necessary cookies for website functionality. Strictly necessary cookies are deleted following each browsing session. Functional cookies must be enabled, for example when selecting “Remember my username”. Functional cookies are saved until you clear your cookies, disable cookies in your browser settings, or the cookie is discovered to be invalid.

Rights of Users

You have the right to access and correct your Personal Information. You may do so by emailing support@chaymber.com. For a copy of Personal Information that may not be available via your account, you may email support@chaymber.com to request a copy and/or correct any Personal Information being stored.

You may also choose to delete Personal Information or revoke consent to its use, including deleting your account. Some Services require the use of your Personal Information and an active account in order to function.

Where your data is held in a Service that Chaymber provides on behalf of your Organization, including the Chaymber Board Portal, your Organization controls that data. Requests to access, correct or delete it should be directed to your Organization. If you contact Chaymber directly, Chaymber will route your request to your Organization, except where Chaymber is required by law to respond. Some records, including board governance records, may be subject to retention periods set by law or by your Organization’s obligations and may not be deletable on request.

You have the right to opt out of previously opted-in communications from us, through your account profile or within the communication itself. Some communications may be necessary for the functionality of our Services.

Data Retention

Unless otherwise specified, Personal Information will be stored and used for as long as required for the purposes for which it was collected, and may be retained longer due to applicable legal obligations. Upon termination of your Organization’s agreement with Chaymber, or upon receipt of a valid written deletion request submitted to support@chaymber.com, Chaymber will complete deletion of your Personal Information within thirty (30) days, subject to applicable legal retention obligations.

Where Chaymber holds records on behalf of your Organization that your Organization is required to retain, including board governance records, deletion is governed by your Organization’s agreement with Chaymber and by your Organization’s retention obligations. Chaymber will follow your Organization’s documented instruction on retention and deletion of those records.

Rights of Children

Our Services are not directed to and do not knowingly collect Personal Information from children under the age of 13. Our Services are for a general audience.

Disclosures Required by Law

We may be required by law to share your Personal Information. Examples of legal requests include search warrants, court orders and subpoenas. Chaymber LLC may also use your Personal Information in all stages of possible legal proceedings related to your improper use of the Services.

Future Amendments

We reserve the right to make changes or updates to this Privacy Policy at any time, so we encourage you to return periodically to review it. Your continued use of the Services following any updates means that you agree and accept such changes.

How to Contact Us

Please contact us at the following email or mailing address if you have any questions, comments or concerns regarding this Privacy Policy:

CHAYMBER LLC
4419 Centennial Blvd
Unit #622
Colorado Springs, CO 80907
support@chaymber.com

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