1. Introduction

Prophytes (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices you have regarding your data.

This Policy applies to all services offered through our website (Prophytes.com), mobile application (Prophytes App), and any related platforms, products, or services. By accessing or using Prophytes, you agree to this Privacy Policy.

2. Information We Collect

We collect the following categories of information:

a. Personal Information

• Name, username, email, phone number, mailing/billing address, chapter, and organization details
• Payment information (e.g., credit/debit card, billing history)

b. Account & Verification Data

• Member verification details (organization, chapter, crossing year, etc.)
• Documents or IDs you provide for membership validation

c. Usage Data

• Log data (IP address, browser type, device type, operating system, date/time of access)
• In-app behavior (pages visited, features used, voting and posting history)

d. Cookies & Tracking Data

• Cookies, device identifiers, and similar technologies used for analytics, personalization, and advertising

e. Cookies & Tracking Data

• Cookies, device identifiers, and similar technologies used for analytics, personalization, and advertising

f. Third-Party Data

• Demographic, social, or publicly available data that enhances member experience

3. How We Use Your Information

We process your information for the following purposes:

1. Provide & Manage Services – Verify membership, manage your account, process payments, deliver platform features
2. Personalize Experience – Recommend features, content, and networking opportunities tailored to you
3. Marketing & Communications – Send newsletters, event invites, promotions (opt-out available at any time)
4. Security & Compliance – Detect fraud, enforce policies, comply with legal obligations
5. Product Development – Improve features, user experience, and member offerings

4. Legal Basis for Processing (GDPR)

If you are located in the EEA, UK, or other regions with GDPR-like laws, we rely on the following legal bases:

• Contract performance (to provide services you request)
• Legitimate interests (to improve and secure our services)
• Consent (for marketing, cookies, and optional data sharing)
• Legal obligations (to comply with applicable laws)

5. How We Share Your Information

We may share your data only in the following situations:

• With Service Providers: Payment processors, hosting providers, analytics tools, and verification services
• With Affiliates & Partners: Only to deliver services you opt into (e.g., discounts, verified partner offers)
• For Legal Reasons: To comply with law, enforce agreements, or protect rights and safety
• With Your Consent: If you explicitly authorize sharing beyond the above

We do not sell your personal information to third parties.

6. Data Retention

We retain your personal data only as long as necessary to:

• Provide services and maintain your account
• Meet legal, tax, or regulatory obligations
• Resolve disputes and enforce agreements

Once data is no longer required, we securely delete or anonymize it.

7. Your Rights

Depending on your location, you may have the following rights:

• Access & Portability – Request a copy of your personal data
• Correction – Update inaccurate or incomplete data
• Deletion (“Right to be Forgotten”) – Ask us to erase your data
• Restriction – Limit processing in certain cases
• Objection – Opt out of direct marketing or data use based on legitimate interests
• Withdraw Consent – Revoke consent for marketing or optional features

To exercise these rights, contact us at privacy@prophytes.com.

8. Cookies & Tracking

We use cookies and similar technologies to:

• Keep you signed in
• Remember preferences
• Analyze site traffic and engagement
• Support advertising and marketing

You can manage cookies in your browser settings or opt out of tracking where required by law.

9. Data Security

We use industry-standard security practices, including:

• Encryption of sensitive data (at rest & in transit)
• Firewalls and intrusion detection systems
• Limited employee access on a need-to-know basis
• Regular security reviews and audits

However, no system is 100% secure, and we cannot guarantee absolute security.

10. International Transfers

If you access Prophytes from outside the United States, your data may be processed and stored in the U.S. or other countries where we or our service providers operate. We ensure appropriate safeguards (e.g., Standard Contractual Clauses) for international transfers.

11. Children’s Privacy

Prophytes is not intended for individuals under the age of 18. We do not knowingly collect personal data from minors. If we learn we have inadvertently collected data from a minor, we will delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new effective date, and where appropriate, we will notify you via email or in-app notice.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data rights, contact us:

Prophytes Privacy Team

Email:privacy@prophytes.com.

Website:https://www.prophytes.com