Privacy Policy

Who this covers

Two groups. Contributors are the board members and volunteers invited to sign in and submit content. Members are the people on the club's mailing lists who receive the emails the tool sends. The tool is not open to the public and does not accept sign-ups.

What we collect

• Contributors: name, email address, and the role assigned to them within the tool. Sign-in itself is handled by Clerk; the club never sees or stores passwords.
• Members: name and email address, added to the club's mailing lists by an administrator.
• Content: the text of submitted ideas, the drafts written from them, approval decisions and comments, scheduled send dates, and any photos or videos attached to a submission.

The tool has no advertising, no analytics or tracking pixels, and no third-party cookies beyond those Clerk sets to keep contributors signed in.

How the information is used

Only to produce and send club communications: drafting an email or social post from a submitted idea, routing it for approval, scheduling it, and sending it to the selected mailing lists. Submission text is sent to Anthropic's Claude API to generate those drafts. We do not sell, rent, or trade any of this information, and we do not use it for advertising.

Google user data

The tool sends club email from the club's own Gmail account. It requests a single Google permission, gmail.send, which allows sending mail and nothing else. It cannot read, search, modify, or delete messages in that mailbox, and it does not download or store mailbox contents. The only Google data retained is the credential that permits sending, held as an encrypted environment variable.

The USNHC Comms Hub's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Who else handles it

The club runs this tool on services that necessarily process the data on our behalf. None of them are permitted to use it for their own purposes.

• Vercel — hosting, and storage for uploaded photos and videos
• Neon — the database holding submissions, drafts, and mailing lists
• Clerk — contributor sign-in and sessions
• Anthropic — draft generation from submitted ideas
• Google — delivery of the finished email

Media attached to a submission is stored at a public web address so that social platforms can fetch it when a post is published. Treat anything uploaded as material intended for publication.

How long it is kept

Submissions, drafts, and the content calendar are retained as the club's record of what was sent. Mailing list entries are kept until the person unsubscribes or asks to be removed. Contributor accounts are deactivated when someone leaves their role and deleted on request.

Unsubscribing and removal

Every email the club sends carries an unsubscribe note; replying with “unsubscribe” removes that address from the lists. To see what the club holds about you, correct it, or have it deleted, write to stlouishinderclub@gmail.com. We will act on the request within 30 days.

Children

Accounts in this tool are issued only to adult board members and volunteers. The club does not knowingly collect personal information from children under 13 through this tool. A parent or guardian who believes such information has been provided should contact us at the address above and we will delete it.

Security

Access is limited to invited contributors and reviewed by the club's administrators. Credentials for connected services are held as encrypted environment variables and are not exposed to the browser. No system is perfectly secure, and we cannot guarantee absolute security.

Changes

If this policy changes, the date at the top of this page changes with it. Material changes affecting members will be communicated by email.

Contact

St. Louis Hinder Club, United States National Handball Center
8701 Dunn Rd, Hazelwood, MO 63042
stlouishinderclub@gmail.com