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MemberCairn Privacy Policy

Effective Date: June 7, 2026 Last Updated: June 15, 2026

This Privacy Policy explains how MemberCairn LLC, an Idaho limited liability company (“MemberCairn,” “we,” “us,” or “our”), collects, uses, and shares information in connection with the MemberCairn platform, marketing website, and related services (the “Service”).

1. Our Two Roles

MemberCairn handles information in two different capacities, and which one applies affects your rights:

  • As a service provider to Organizations. When an Organization (such as a Scouting unit or club) uses MemberCairn to manage its members and prospects, the Organization decides what information to collect and what communications to send. We process that information on the Organization’s behalf and under its instructions. The Organization is the party responsible for that data. If you are a member, prospective member, parent, or guardian, requests about your information are usually best directed to your Organization first; you may also contact us and we will work with the Organization to address your request.

  • For our own users and visitors. When you create an account, administer an Organization, visit our marketing website, or request information about MemberCairn, we handle that information for our own purposes as described below.

2. Information We Collect

Depending on how you use the Service, we may collect:

  • Account information — name, email address, and the Organization you are associated with.
  • Contact information — names, email addresses, and phone numbers of members and prospects, as provided by Organizations or submitted through intake forms.
  • Information about minors — Organizations serving youth may provide limited information about a child (for example, first name, grade, or program rank) supplied by a parent, guardian, or the Organization. See Section 5.
  • Inquiry information — information you submit when you request a demo, contact us, or sign up for updates on our marketing website.
  • Communications content and data — the content of emails and text messages sent to or from an Organization through the Service, along with delivery status, timestamps, and opt-in/opt-out preferences. Message content may be processed by automated systems and AI as described in “Automated Processing and Artificial Intelligence.”
  • Usage and technical data — log data such as IP address, device and browser information, and how the Service is used, collected to operate and secure the Service.

We do not intentionally collect more than is needed to provide the Service.

3. How We Use Information

We use information to:

  • provide, operate, and improve the Service;
  • send the communications an Organization directs (recruiting, onboarding, and retention messages);
  • respond to inquiries and, where you have asked to hear from us, send information about MemberCairn (see Section 7);
  • authenticate users and secure the Service;
  • comply with legal obligations, including telecommunications and anti-spam requirements; and
  • maintain records of consent and opt-out preferences.

We do not sell personal information, and we do not use personal information for third-party advertising.

3A. Automated Processing and Artificial Intelligence

The Service uses automated systems, including artificial-intelligence (AI) language models, to help Organizations communicate with their members and prospects. When you send a message to an Organization through the Service (for example, an email reply or a text message), the content of that message — together with related context such as earlier messages in the same conversation and notes the Organization has recorded — may be processed by an AI language model to summarize the message, classify it, suggest a reply, or draft a response for the Organization.

A drafted message is, by default, reviewed and sent by the Organization’s leaders; in some cases the Organization may configure the Service to send certain routine replies automatically, within limits it sets (such as quiet hours and daily sending caps). We do not use these systems to make decisions that produce legal or similarly significant effects about you.

We use Anthropic, PBC as our AI service provider for this processing (see “How We Share Information”). Message content processed for these purposes is used only to provide the Service. We do not sell it, and it is not used to train general-purpose AI models.

Where an Organization serves youth, this processing may include the limited information about a child described in “Children’s Information.”

4. Cookies and Analytics

We keep tracking to a minimum. We do not use third-party analytics services, advertising pixels, or cross-site tracking cookies on either our marketing website or the core app.

  • Marketing website (membercairn.com). The site sets no cookies of its own and runs no third-party analytics or ad trackers. When the page loads, web fonts are served by Google (Google Fonts), which means Google receives your IP address and browser User-Agent in order to deliver the fonts. The site is hosted on Cloudflare, which routes traffic and may process standard, aggregated network and security data as our hosting provider. If you submit a waitlist or contact form, we store what you typed along with limited technical details (such as a country code and a one-way hash of your IP address used to detect abuse) — see Sections 2 and 7.

  • Core app (membercairn.app). The app sets a single, essential cookie that keeps you signed in and protects your session (it is marked Secure and HttpOnly and is restricted to same-site requests). It is required for the app to work and is not used for advertising or cross-site tracking. We measure how the product is used only through our own first-party, server-side analytics — we record product events (such as sign-ins and feature usage) on our own systems to operate and improve the Service. We do not load any third-party analytics or advertising SDKs in the app. As on the marketing site, web fonts are served by Google, and one internal admin dashboard loads a charting library from a public software CDN to render graphs.

Depending on your browser, you can block or delete cookies through your browser settings, though blocking the app’s sign-in cookie will prevent you from logging in. Because we do not run cookie-based advertising or third-party tracking, there is no separate ad-preferences or consent banner to manage.

5. Children’s Information

The Service is directed to Organizations and to adults — leaders, parents, and guardians — and is not directed to children. We do not knowingly collect personal information directly from children, and children do not interact with the Service on their own.

When an Organization serves youth, information about a child is provided by the child’s parent or legal guardian, or by the Organization with the parent’s or guardian’s authorization, for the purpose of managing that child’s participation in the Organization. We rely on the Organization to obtain any parental consent required by law before that information is provided to us, and the Organization is responsible for that consent.

The information we hold about a child is limited to what an Organization needs to manage participation — typically the child’s first and last name and program details such as grade, rank or level, and den or group, and, for enrolled members, a membership identifier issued by the Organization’s national body (for example, a BSA Member ID). We do not collect a child’s date of birth, home address, or contact information, and we do not request information directly from a child.

If you are a parent or guardian and wish to review, correct, or delete information about your child, contact your Organization or contact us at the address below; we will act on or coordinate your request. If we learn we have inadvertently collected personal information directly from a child in a manner not permitted by law, we will delete it.

6. Communications: Email and SMS (Sent for Organizations)

  • Consent. We send messages based on consent captured by the Organization (for example, through an intake form) or your direct opt-in.
  • SMS. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. We honor opt-out requests promptly and retain a record of them to avoid contacting you again.
  • Email. Each email includes an unsubscribe link and the sender’s physical mailing address, as required by the CAN-SPAM Act.
  • Carrier compliance. Text messaging is sent in accordance with applicable carrier and industry requirements (including A2P/10DLC registration). Consent information is used only to send the messages you or your Organization authorized.

7. Marketing Communications from MemberCairn

If you contact us, request a demo, or sign up for updates through our marketing website, we may use your contact information to respond and to send you information about MemberCairn’s products and services. You can opt out of these marketing emails at any time using the unsubscribe link in them. These messages come from MemberCairn directly and are separate from the communications we send on behalf of Organizations described in Section 6.

8. How We Share Information

We share information only as needed to run the Service:

  • With service providers (subprocessors) — we use a small set of vendors that process data on our behalf, under contractual confidentiality and security obligations, only to provide the Service: Anthropic, PBC (AI language-model processing — summarizing inbound messages and drafting replies, as described in “Automated Processing and Artificial Intelligence”); Postmark (an ActiveCampaign company) (transactional and bulk email delivery); Twilio Inc. (SMS text-message delivery, where an Organization enables texting); Fly.io, Inc. (application hosting and compute); and Cloudflare, Inc. (DNS, network security and bot protection, and encrypted backup storage). These providers process information in the United States. We may add or change providers as the Service evolves and will keep this list current.
  • With the relevant Organization — so it can manage its members and communications.
  • For legal and safety reasons — to comply with law, respond to lawful requests, or protect the rights, safety, and property of MemberCairn, Organizations, or others.
  • In a business transfer — if MemberCairn is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this Policy.

We do not sell personal information.

9. Data Retention and De-Identification

We keep personal information only as long as needed to provide the Service to the relevant Organization and to meet legal, accounting, and recordkeeping obligations. When information is no longer needed, we delete it or de-identify it so it can no longer reasonably be linked to an individual. Opt-out records are retained as needed to honor your preferences.

10. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, including access controls, passwordless sign-in links, separation of each Organization’s data, encryption of data in transit, and regular encrypted backups. No system is completely secure, and we cannot guarantee absolute security.

11. Your Choices and Rights

You may:

  • opt out of texts (reply STOP) and emails (use the unsubscribe link) at any time;
  • request access to, correction of, or deletion of your information by contacting us (for member data, we may coordinate with your Organization, which controls that data); and
  • where applicable law grants additional rights, exercise those rights by contacting us.

12. Data Location

Information is processed and stored in the United States. By using the Service, you understand that information may be processed in the United States.

13. Changes to This Policy

We may update this Policy from time to time. We will post the updated Policy with a new effective date and, where appropriate, provide notice.

14. Contact Us

MemberCairn LLC 3822 N Sandpoint Way, Boise, ID 83702 [email protected]