Privacy Policy
This policy explains the information that we collect, how and why we collect it. It also explains the ways in which we use and disclose that information. We take your privacy seriously, and we never sell personal information.
You and Us
When we say “we,” “us,” “our,” and “Membi,” we are referring to Open Brackets Limited, trading as Membi. Open Brackets Limited is a UK company (registered number 4559247). We provide an online service that you may use to manage membership subscriptions, events, communicate with your members, and other activities related to your members (the “Services”).
“Organisation,” means a person or entity that has an account with us to use the Services. “Member” is a person with an account on this website, who is linked to your Organisation. We consider a Member to be linked to an Organisation, if:
- the Member creates an account, or logs in, on the Sign-In/Sign-Up page for that Organisation; or
- the Organisation provides us with information about the Member
When we refer to “Your Organisation”, we mean any Organisation that you are linked to.
When we say “you,” we are referring to an Organisation, a Member or to some other person who visits our website (“Website”), or who contacts us in relation to the Services.
Information we collect automatically
When you use the Services or browse our Website, we may collect information about your visit to the Website, your usage of the Services, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity. We may collect this information as a part of log files as well as through the use of cookies. Our use of cookies is discussed more below.
How is your information used?
We may use and disclose Personal Information only for the following purposes outlined in this policy. We use the information to provide, support and improve the Services that we offer. This includes:
our use of the data that you, or Your Organisation, provide to us in order to enable you and the Organisation to use the Services
communicating with Members in relation to their account, orders, and payments, or in response to any communication received from a Member
combining your data with other Members of Your Organisation, to provide reports to Your Organisation, for example to report on how many members the Organisation has
sharing information with our third party payment providers to enable them to process payments by Members to Organisations (see below)
- sharing information with our third party technical suppliers, for the purposes of technically supporting and developing our Website and Services.
- using Google Analytics to collect data. We need this data to understand how you use our Website so we can improve its design and functionality, and to make the most of our marketing campaigns. With your consent, Google Analytics will process and collect your personal data (cookies and IP address) to give us valuable information. Click here for information on how Google uses that data and how they safeguard that data.
invoicing and collecting money owed to us by our Organisations
communicating with our Organisations, including those who have administrator accounts for an Organisation, about the Services and their account to provide support, as well as communicating about planned outages, new features and version updates
- providing support to our Organisations. For this purpose system backups and server logs are kept for 365 days.
- enforcing compliance with our Terms and Conditions and applicable laws.
protecting the rights and safety of our Organisations and third parties, as well as our own
meeting legal requirements, including complying with court orders and other appropriate legal mechanisms
providing information to representatives and advisors, including lawyers and accountants, to help us comply with legal, accounting, or security requirements
prosecuting or defending a court, arbitration, or similar legal proceeding.
responding to lawful requests by public authorities, including to meet national security or law enforcement requirements
transferring your information in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.
Children
We do not and will not knowingly collect information from any unsupervised child under the age of thirteen. You must not create or attempt to create an Organisation that allows or encourages use or registration by any unsupervised child under the age of thirteen. If you are under the age of thirteen, you may not register with any Organisation or use any of the Services unless you have the consent of, and are supervised by, a parent or guardian.
Legal Grounds for processing your information
The legal grounds on which we rely to process your information are as follows:
- Contract: Where we need the information to effectively carry out the Services, as a result of the contract that we have with you, or Your Organisation at any time; and
- Legal Obligation: Where we need to use your information to comply with a legal obligation.
Third Party Websites
Our Website may include links to other websites, including our Organisations’ websites, whose privacy practices may be different from ours. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.
Payment Processing
Where you have chosen to use one of our third party payment providers (Stripe, Paypal, GoCardless or Elavon), we pass Personal Information to the payment provider for the purpose of enabling and managing payments. Details of the information that is passed is set out in the Data Processing Agreement.
Third Party Contracts
When we do have to share Personal Information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the Personal Information we transfer to them in a manner that is consistent with this policy.
Security
If a security breach causes an unauthorized intrusion into our system that materially affects you or your Members, then we will notify you as soon as possible and later report the action we took in response.
We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorised access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
You must keep your login details secure, and never disclose it to a third party.
If you have any questions about the security of your Personal Information, you may contact us at info@membi.org.uk
Accuracy and Retention of Data
We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes.
If you ask, we will provide you with information within 30 days about whether we hold, or process on behalf of a third party, any of your Personal Information. You may ask to access, correct, amend or delete information we hold about you by contacting us. There is no charge for this.
We will hold your information for as long as your account is active, or as long as needed to provide you, or Your Organisation, with our Services.
We retain system backups of data for 365 days.
If you are a Member and no longer want to be contacted by one of our Organisations, please contact the Organisation directly to update or delete your data. If you contact us, we may remove or update your information within a reasonable time and after providing notice to the Organisation of your request.
Location of Your Data
We host the Services on servers, located in a data centre in the UK.
If at any time, we decide to store the data outside of the European Economic Area, we will notify you of that decision before doing so, to give you an opportunity to remove your personal data should you wish to do so.
If you, or your Members, choose to use a third party service for the purposes of making a payment, we will transfer any personal data required for the purposes of making the payment, to the relevant third party. We make no promises as to how that data may be used or stored by third parties, and you should contact them directly if you have any questions in relation to their service.
Cookies
Cookies are alphanumeric identifiers that we transfer to your computer through your web browser to enable our systems to recognise your browser and to provide features such as remembering preferences and storing items in your shopping basket.
The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether.
In order to use some of Membi’s essential features, like login and shopping basket, you must accept “session cookies”. These are automatically removed from your computer as soon as you close your Web browser. We also use a single “permanent cookie” to store some of your preferences. If you wish, you can refuse to accept this cookie without any serious consequences to your usage of Membi.
Always be sure to sign off when you finish using a shared computer in order to protect your data.
Changes
We may change this Privacy Policy from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the bottom of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website.
We encourage you to review this Privacy Policy often, to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy. The version of this Privacy Policy that is published on this Website, is the version that applies at the time that you visited the Website.
Questions & Concerns
If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please use our contact form to send a message to our Data Protection Officer. You may also contact us by postal mail or email at:
FAO: Membi Data Protection Officer
info@membi.org
2 Pye Lane, Wimborne, Dorset, BH21 1UN
