What we collect.
The information on file depends on how you use the site.
Visitors and inquirers
When you fill out the recruiting form at /join, we record your name, email, an optional phone number, and the message you wrote. That's the only data a visitor submits.
Members
When you accept an invitation and create an account, our authentication provider stores your name, email address, and the password you set. After sign-in, an officer of the council can record additional information for council records: birthdate, the date you joined the Knights of Columbus, and private notes (visible to officers only).
Activity inside the members area
If you serve as an officer, your name and office (along with a photo if you upload one) appear on Our Story. Treasurer entries — bank ledger, projects, and audit trail — are recorded under the treasurer who created them and are visible only to signed-in members. Photos and bulletins uploaded by admins are stored on our servers and on Google Drive.
Automatic technical information
Like any website, our host and our authentication provider keep server logs that include IP addresses, browser and device information, request URLs, and timestamps. These logs help us debug problems and detect abuse.
How we use it.
We use the information collected to:
- Respond to inquiries from prospective members and connect them with the Grand Knight.
- Operate the members area — sign-in, the officer roster, event calendar, bulletins, and treasury.
- Send transactional email — invitation links, welcome messages, and account-related notices — from
admin@sjbknightsofcolumbus.org. - Keep an audit trail for council finances so the treasurer role can transition cleanly year over year.
- Diagnose technical issues and protect the site from abuse.
We do not sell or rent any personal information. We do not use ad tracking, third-party analytics, or remarketing pixels.
Who has access.
To run the site we use a small number of service providers. Each one processes only the data needed for its role:
- Clerk — authentication. Stores names, emails, passwords (hashed), and session tokens.
- Convex— application database. Holds the council's member records, events, bulletins, treasury entries, and audit logs.
- Amazon Web Services (AWS) — site hosting and email delivery. Amplify serves the website; Simple Email Service (SES) delivers invitations and welcome messages.
- Google Workspace— shared calendar, Drive folders, and Docs used by the council. Public events get pushed to a shared Google Calendar; per-event photo folders and notes are created in Google Drive under
admin@sjbknightsofcolumbus.org. - The Knights of Columbus (Supreme Council) — we share information with the Order through their own membership systems (separate from this website) for the purposes of maintaining your membership record.
We don't share data with anyone else for marketing or commercial purposes. We may disclose information if required by law (subpoena, court order) or to protect someone's safety.
Your choices and rights.
You can ask us at any time to:
- Tell you what personal information we have on file for you.
- Correct or update information that's wrong.
- Delete your account and the personal information tied to it. Note: ledger entries created in your name (treasury transactions, audit records) may need to be retained for council financial integrity, but we'll remove anything that isn't bound by that.
- Update your own profile yourself at
/portal/accountonce you're signed in.
California residents have additional rights under the California Consumer Privacy Act (CCPA). The same channel below handles those requests.
Cookies and similar technology.
We use cookies only as needed to keep you signed in. Our authentication provider sets a session cookie when you log in, and a few short-lived cookies during the sign-in flow. We do not use advertising cookies or cross-site tracking.
Children's privacy.
The Knights of Columbus is an adult fraternal order; eligibility starts at age 18. We do not knowingly collect personal information from anyone under 18 through this website. If you believe a child has submitted information through our recruiting form by mistake, please contact us and we'll remove it.
Changes to this policy.
When this policy changes — new vendor, expanded data collection, anything material — we'll update the effective date at the top and post the new version here. Significant changes will also be announced through the members area.
Contact.
Questions, corrections, deletion requests, or anything else about this policy can be sent to:
admin@sjbknightsofcolumbus.org
Knights of Columbus, Council 15965
1109 Chestnut Street, Alameda, CA 94501