What we hold, and why

What we collect, and when

Only when you choose to send it. Browsing the site does not require an account and does not ask you for anything.

• Contact form — your first and last name, email address, an optional phone number, and your message.
• Membership application — your name, email address, and optionally your phone number, street address, city, state and ZIP, plus anything you write in the free-text box.
• Member sign-in — your email address, so we can send you a sign-in link. There is no password, so there is no password for us to store or lose.
• Dues records — for members, the periods you have paid for, the amount, and how it was paid.

What we do not collect

We have no account system for visitors, no newsletter list, no advertising pixels, and no third-party trackers beyond the analytics described below. We do not ask for date of birth, gender, or anything about your household.

Your IP address is read when you submit a form, only to limit how many times the same source can submit in a short window. It is held in memory for a few minutes and never written to disk.

Where it is kept

On Sanhoti’s own server. We do not use a third-party CRM or mailing-list provider, so your details are not copied into someone else’s system as a matter of course.

Sign-in links and sessions are stored as one-way hashes, never as the original value. Someone who obtained a copy of those files could not use them to sign in as you.

Who else can see it

A small number of services are involved in specific actions. Each has its own privacy policy, and each sees only what that action requires:

• Email delivery — our email provider handles sign-in links and receipts. It sees your email address and the message.
• Donations and ticket payments — handled by Stripe and by Yapsody for event tickets. Card details go directly to them and never touch our server.
• Event RSVPs — some events use Google Forms. What you enter there is held by Google under their terms, not ours.
• Analytics — we use Google Analytics to count visits and see which pages are useful. It sets cookies and records a truncated IP. It does not tell us who you are.

Cookies

Two kinds, and no banner, because we do not set anything that requires consent under the rules that apply to us.

• A sign-in cookie, set only if you sign in as a member. It lasts thirty days, cannot be read by JavaScript, and holds nothing except a random session identifier.
• Google Analytics cookies, which count visitors. If you would rather not be counted, browser “do not track” settings and analytics blockers both work — nothing on this site depends on analytics running.

How long we keep it

Contact messages are kept while they are useful and cleared periodically. Membership records are kept for as long as you are a member and for a reasonable period afterwards, because a membership history is something the committee has to be able to account for.

Sign-in links expire after fifteen minutes and are deleted the moment they are used. Sessions expire after thirty days.

Members’ details are never published

The committee page shows names, roles and photographs of office-holders only. Members’ email addresses, phone numbers and home addresses are not published anywhere on this site, and the code that builds the committee page cannot read those fields at all — a check in our build fails if anyone ever wires them up.

Asking for a copy, a correction, or deletion

Email us and we will do it. You do not need to give a reason, and it will not affect your membership or your welcome at our events.

We will need to be reasonably sure you are who you say you are before we send personal details anywhere, which usually means replying from the address we hold.

Children

Our events are for families and children are welcome at them. This website is not directed at children, and we do not knowingly collect personal information from anyone under 13. If a child has sent us something through a form, tell us and we will delete it.

Changes

If we start collecting something new, this page changes in the same update that adds it. The date at the top is when it last changed.