How MEMBER handles personal information.

MEMBER is a relationship-building and communication platform for organisations and their members or communities.

LEADOID Pty Ltd is responsible for operating MEMBER and for managing personal information that MEMBER collects directly in connection with the service.

Organisations using MEMBER may also provide, create and manage personal information about their own members, participants, supporters, volunteers, staff or other people with whom they have a relationship.

In those circumstances, the organisation using MEMBER may also have its own privacy obligations and privacy policy.

The personal information held in MEMBER will depend on how the platform is being used.

It may include:

• name, email address, telephone number and other contact details
• membership, participation, role, location, team, branch, group or organisational information
• account, authentication and access information
• communications sent or received through MEMBER
• records of interactions, follow-ups and relationship history
• matters, support activity, actions, outcomes and related organisational records
• internal notes created by authorised users
• documents, messages, forms, emails or other material provided to an organisation or uploaded into MEMBER
• information generated from those records, such as summaries or proposed follow-up actions
• information provided through the MEMBER website, including contact enquiries
• technical information generated through use of the service, such as session and service activity information.

MEMBER may hold sensitive information where an organisation has a legitimate reason and lawful basis to record that information in connection with its relationship with a person.

Personal information may be collected:

• directly from you
• from an organisation using MEMBER
• when an authorised user records an interaction or adds information to MEMBER
• through messages, documents, forms, emails or other authorised source material
• when you create, verify or use a MEMBER account
• when you contact MEMBER
• automatically through the operation and security of the service.

Where practical, MEMBER seeks to collect personal information directly from the individual. In many cases, however, information is provided by the organisation that has the relationship with that person.

MEMBER is designed to allow organisations to maintain their own relationship records.

An organisation may upload or enter information about the people it supports, represents, communicates with or has another legitimate organisational relationship with.

The organisation is responsible for ensuring that it has the authority to collect, use and provide that information and for determining what information its authorised users may record in MEMBER.

MEMBER applies organisation-aware access controls so that users can only work within the organisations, roles and areas they have been authorised to access.

Personal information may be collected, held, used and disclosed where reasonably necessary to operate MEMBER and provide its services.

This may include:

• providing and administering MEMBER accounts
• enabling organisations to manage relationships with their members and communities
• supporting communications and follow-up activity
• maintaining relationship history and organisational knowledge
• helping authorised users understand what may require attention
• providing MRIE intelligence and assistance functions
• protecting the security, reliability and integrity of MEMBER
• responding to enquiries and providing support
• meeting legal, regulatory and operational obligations.

MEMBER includes MRIE, the Member Relationship Intelligence Engine.

MRIE may assist authorised users by analysing relevant information, preparing summaries, identifying possible follow-up activity and helping users understand relationship history.

MRIE operates within MEMBER's permission model. It does not give a user access to information that user is not otherwise authorised to access.

MEMBER may use external artificial intelligence service providers to perform selected processing functions. Only information required for the relevant function is sent for processing.

MRIE is designed to assist people rather than replace human judgement. Where MRIE proposes relationship information, follow-up activity or interpretation, authorised users remain responsible for reviewing and approving relevant outcomes.

MEMBER uses specialist service providers to operate parts of the platform.

These currently include:

• Supabase for database, authentication and application data services
• Vercel for application hosting and delivery
• OpenAI for selected MRIE intelligence and language processing
• Resend for transactional email and related delivery services.

MEMBER's primary application compute and database infrastructure are currently configured in Sydney, Australia.

Some service providers may process or store information outside Australia, including in the United States and other locations used by those providers.

MEMBER reviews the role of its service providers and seeks to use providers with appropriate privacy and security controls.

MEMBER uses technical and organisational measures intended to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures include:

• authenticated access
• organisation-aware permissions and role controls
• encryption in transit and at rest
• separation between member-facing information and internal organisational information
• managed cloud infrastructure and security controls provided by specialist technology providers.

No internet-based service can guarantee absolute security, but MEMBER is designed to limit access and protect information according to the role and scope assigned to each user.

Personal information is retained for as long as it is reasonably required for the purpose for which it is held, including the ongoing operation of the relevant organisation's MEMBER workspace and any applicable legal or operational requirements.

Retention requirements may differ depending on the type of information, the organisation using MEMBER and the purpose for which the record is maintained.

Where personal information is no longer required and there is no lawful reason to retain it, appropriate steps may be taken to delete or de-identify it.

You may request access to personal information about you held by LEADOID Pty Ltd and may ask for information that is inaccurate, out of date, incomplete, irrelevant or misleading to be corrected.

Where the information is held by an organisation using MEMBER, we may refer the request to that organisation or assist in directing the request to the appropriate organisation.

Requests can be made by emailing privacy@knowmember.com.au.

If you have a question or concern about how MEMBER handles personal information, please contact:

Please provide enough information for us to understand the issue and investigate it.

We will review privacy complaints and respond within a reasonable timeframe.

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner.

More information about privacy rights and complaints is available from the OAIC at oaic.gov.au.

MEMBER may update this Privacy Policy as the platform, technology providers, information-handling practices or legal requirements change.

The current version will be published on the MEMBER website with its effective date.