Privacy Policy

Circlevine ("we", "our", "us") operates a cloud-based club management and financial reconciliation platform at circlevine.com. This Privacy Policy describes how we collect, use, disclose, and protect personal information when you visit our website, register for an account, join our waitlist, or use any of our services (collectively, the "Service").

By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Service.

2.1 Account & Registration Data

When you create an account, we collect:

• Email address (used as your unique login identifier)
• First name and last name
• Password (stored in a securely hashed format — we never store plain-text passwords)

2.2 Waitlist / Access Request Data

If you join our waitlist before full access is available, we collect:

• Your name
• Your email address
• Your organization name

2.3 Organization & Member Data

When you set up an organization, you and your team may enter:

• Organization name and invoicing details (bank account numbers, tax numbers, etc.)
• Member information: names, email addresses, phone numbers, and custom fields you define
• Customer information: names, email addresses, phone numbers, and custom fields you define
• Team member invitations: email addresses, names, and assigned roles/permissions

2.4 Financial & Transactional Data

As a financial reconciliation tool, we process the following data that you upload or enter:

• Bank statements (CSV/Excel files) containing transaction dates, descriptions, amounts, balances, and reference numbers
• Account details: bank name, account number, and currency
• Invoices: amounts, line items, due dates, and associated member/customer records
• Ledger entries: charges, payments, adjustments, and waivers
• Events & collections: event names, dates, expected contribution amounts
• Categorization rules: pattern-matching conditions you create to automate transaction classification
• Notes and reminders

2.5 Inbound Email Data

If you use our inbound email feature to submit statements, we process the sender email address, the recipient address (to identify your organization), and any file attachments. We do not read or store the body text of the email beyond what is needed to process the attached statements.

2.6 Automatically Collected Data

When you interact with the Service, we may automatically collect:

• IP address (used for security and reCAPTCHA verification)
• Session data (via cookies, to keep you logged in)
• Browser type and device information (via standard HTTP headers)

We use collected information to:

We process your personal data on the following legal grounds:

• A Contractual necessity: Processing is required to deliver the Service you've signed up for (account management, financial reconciliation, invoicing, etc.).
• B Legitimate interest: We have a legitimate interest in preventing fraud, securing our platform, improving the Service, and communicating with waitlist applicants.
• C Consent: Where required by law, we seek your explicit consent before processing certain data (e.g., joining the waitlist, opting in to communications).
• D Legal obligation: We may process data to comply with applicable laws and regulations.

We do not sell, rent, or trade your personal data. We share data only with the following categories of service providers who help us operate the Service:

We may also disclose information if required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

We retain your data according to the following principles:

• Account data is retained for as long as your account is active. If you request account deletion, we will remove your personal data within 30 days, unless we are legally required to retain certain records.
• Organization data (members, transactions, invoices, ledger entries, statements) is retained for the lifetime of the organization. The organization owner may export and request deletion of all organizational data.
• Waitlist submissions are retained until processed (you are onboarded or you request removal).
• Uploaded statement files are stored securely and can be deleted by authorized organization members at any time via the Files management interface.
• Server logs containing IP addresses and request metadata are retained for up to 90 days for security and debugging purposes.

We take the security of your data seriously and employ multiple layers of protection:

While we implement reasonable safeguards, no method of electronic storage or transmission is 100% secure. We encourage you to use strong, unique passwords and report any suspicious activity promptly.

We use only essential cookies required for the Service to function:

We do not use: advertising cookies, analytics trackers, social media pixels, or any third-party tracking technologies. Google reCAPTCHA may set its own cookies on the landing page — see Google's Privacy Policy for details.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

To exercise any of these rights, please contact us at hello@circlevine.com. We will respond within 30 days.

Our hosting infrastructure and third-party service providers may process data outside of your country of residence. When transferring data internationally, we ensure appropriate safeguards are in place, including:

• Contractual clauses with service providers requiring adequate data protection
• Use of service providers that comply with recognized data protection frameworks
• Encryption of data in transit and at rest where applicable

The Service is not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us at hello@circlevine.com and we will promptly delete the data.

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically. For significant changes that affect how we use your personal data, we will make reasonable efforts to notify you via email or an in-app notification.

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please reach out to us: