Privacy policy

This policy says what personal data General Manager collects about the people who use it and visit its pages, what we do with it, who else handles it, how long we keep it, and the rights you have. Aaron Girard, who runs General Manager (“General Manager”, “we”, “us”), is responsible for it.

Members’ data belongs to their business

Businesses use General Manager to keep their members’ records: names, email addresses, phone numbers, plans and memberships, notes, and waiver signatures. That data is the business’s. The business decides what to collect and why, and we handle it only for the business, under our Data processing agreement.

If you’re a member of a business that uses General Manager, or you joined one or signed its waiver through a General Manager page, the business’s own privacy notice applies to you. Ask the business about your data. If you ask us instead, we’ll pass your request to the business and help it answer.

The rest of this policy is about the data we’re responsible for ourselves.

What we collect, and why

If you have an account

Your name, email address and password, to sign you in and to email you about your account: confirming your address, resetting your password, invitations, and warnings before an inactive account is deleted. Your password is stored only as a one-way hash, which nobody can read back.
Sign-in records: when you signed in, and the IP address and browser of each sign-in request. Our sign-in provider keeps them to protect your account and the service.
The businesses you belong to, and your role in each. Each business keeps a history of who changed what and when, with your name on the changes you make.
Invitations: when an admin invites you to a business, we keep your email address and the invitation, and email you the link.
Billing, when your business pays for Pro: Stripe takes your card details. We never see the card number; we keep only its brand and last four digits, to show you which card is on file.
What you send us when you email us, to answer you.

If you visit a public page

A business’s public pages are its join page, its waiver links and its calendar, including the calendar embedded on its own website.

Your IP address, to limit how often anyone can submit a form, so a script can’t flood a business with sign-ups. It’s counted for about a minute and not stored.
Cloudflare’s human check (Turnstile) on forms that create something, such as joining. It looks at your browser and IP address to tell people from bots.
What you enter when you join or sign a waiver: your name, email address and phone number, the location and plan you choose, and, with your signature, the version of the waiver you agreed to, the time, your time zone, your IP address and your browser. We keep these for the business, as evidence of the signature, and email you a copy of the signed waiver. This is the business’s data (above).

How the app is used (product analytics)

To learn how General Manager is used and make it better, the app and our home page send usage data to PostHog, our product analytics provider. It never runs on a business’s public pages (its join page, waiver links and calendar, embedded or not), where members enter their own details.

What it records: the pages you open (their addresses, without any search terms), what you click (without the text on it), the steps you take such as signing up, signing in, creating a business, adding or importing members (counts only), saving a waiver and publishing a calendar, your browser and device type, a recording of how the app’s pages are used with every piece of text and everything typed hidden, and reports of errors in the app: the kind of error, where in our code it happened and which version of the app it was, with its message cut down to the program’s own words.
Who you are to it: in the app, your account’s id (a random identifier) and the id of the business you’re working in. On our home page, nothing that identifies you: each visit is someone new, and nothing is stored in your browser.
What it never records: your name, email address or phone number, anything you type, search terms, or anything about a business’s members. Your IP address isn’t passed on to it: its requests go through our own servers.

Everyone

Technical data: Cloudflare, which serves every request to General Manager, handles IP addresses and request details to deliver and protect the service. Our own error logs never hold members’ details.

We use this data only to run, secure and support General Manager, and to meet our legal obligations. Where the law asks for a basis: we need it to provide the service you signed up for (your contract with us), or we have a legitimate interest in keeping the service secure and working, or the law requires it.

Cookies and similar storage

General Manager uses no advertising cookies, and nothing that follows you from site to site.

Your browser keeps your sign-in session in its local storage (not a cookie), so you stay signed in, and remembers the business you last opened. Signing out removes the session.
In the app (not on our home page or a business’s public pages), our product analytics (above) keeps a random id in a first-party cookie and local storage, so a visit’s steps can be told apart from someone else’s. Signing out replaces it.
Cloudflare, which serves our pages, may run its own security checks in your browser, and set cookies its network strictly needs for security. On public forms, its human check (above) does the same.

We use these providers (our sub-processors) to run General Manager:

Cloudflare, Inc. (United States): runs the app and its pages, connects them to the database, sends our emails, provides the human check, and stores the database’s backups.
Our database provider (United States), named in our data processing agreement: the database, which holds sign-in details too, stored in Amazon Web Services’ us-east-1 region (Northern Virginia, United States).
PostHog, Inc. (United States): product analytics and error tracking, on its US servers, with what it records and never records as above.
Stripe, Inc. (United States): payments for Pro and members’ online payments, once they’re available. Not in use yet.

We don’t sell personal data or share it for advertising. We give it to no one else, except when the law requires it (a valid court order, for example), to protect someone’s safety, or to whoever takes over General Manager, who would then be bound by this policy.

Where it’s stored

In the United States. The database is in Northern Virginia, and the app’s server code runs next to it. Cloudflare serves pages from the location in its worldwide network nearest to you, so requests pass through that location on the way. If you’re outside the United States, your data is transferred there, under the safeguards our providers offer for such transfers.

How long we keep it

Your account: until you delete it, or until it’s deleted for inactivity under section 3 of our Terms of service. To delete your account, email us; we delete it within 30 days.
Your name in a business’s history stays with that business’s records, as the record of who made each change, for as long as the business keeps them.
Sign-in records: for a limited time, kept by our sign-in provider for security.
IP addresses counted for rate limits: about a minute.
Error logs: a few days.
Product analytics: for as long as our plan with PostHog keeps it. To have yours deleted, email us.
Backups: deleted data stays in our database backups until they expire, at most 7 days later.
Members’ data: for as long as the business keeps it (see the Data processing agreement).

Your rights

Depending on where you live (for example under the GDPR in Europe, the UK GDPR, or California’s privacy law), you may have the right to:

know what personal data we hold about you, and get a copy of it;
have it corrected, or deleted;
get it in a form you can take elsewhere;
object to or restrict how we use it;
complain to your data protection authority.

To use any of them, email us at generalmanagersoftware@gmail.com. We may ask you to confirm it’s you, we answer within 30 days, and it’s free. Using your rights never changes how we treat you. For members’ data, we pass the request to the business (above).

Security

Connections to General Manager are encrypted (HTTPS), and our providers encrypt the data they store for us. The database is closed to everything but our own server, which checks on every request that you’re signed in and belong to the business whose data you ask for. Our development and test environments are closed to everyone but our team. The Data processing agreement lists these measures in full. No system is perfectly secure; if a breach affects your data, we’ll tell you as the law requires.

Children

General Manager is for businesses, and accounts are for adults: you must be 18 or older to have one. Joining a business online asks people to confirm that they’re 18 or older. A business may keep records of members under 18, such as children in its classes; those records are the business’s, under its responsibility.

Changes to this policy

We may update this policy, and the date at the top says when we last did. If a change matters to you, we’ll email you before it takes effect.

Contact

Aaron Girard, General Manager: generalmanagersoftware@gmail.com.