Privacy Policy

Last updated: July 26, 2026

1. Introduction

Rotaract South Asia MDIO ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Rotaract Club Invoice Calculator ("the Service").

By using our Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Information You Provide

When you use our Service, we may collect the following types of information:

• Member Data: Names, join dates, leave dates, and club base information for dues calculation purposes
• Account Information: If you choose to sign in, we collect your Google account information (email, name, profile picture)
• Usage Data: Information about how you use our Service, including features accessed and calculations performed
• Google Sheets imports: If you paste a public Google Sheets link, the Service fetches that sheet’s CSV export. Member names in a sheet shared as “Anyone with the link can view” are world-readable while that sharing setting is active. Prefer CSV upload for private rosters.

2.2 Automatically Collected Information

We automatically collect certain information when you visit our Service:

• Device Information: Browser type, operating system, device identifiers
• Usage Analytics: Pages visited, time spent on pages, features used (Google Analytics and Firebase Analytics; we do not send your email address as an Analytics event parameter)
• Technical Data: IP address, browser settings, cookies
• Invoice summary metadata: When you generate a PDF while signed in, we may store browser user-agent, session id, email, and display name with a capped invoice summary history in your Firebase user document

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide and maintain our Service
• To perform dues calculations and generate reports
• To save your data in the current browser session and optionally in the cloud when you click Save to Cloud
• To improve our Service and user experience
• To analyze usage patterns and optimize performance
• To provide customer support
• To comply with legal obligations

4. Data Storage and Security

4.1 Browser Session Storage

While you use the calculator, your member roster is kept in page memory for the current visit. It is not stored in localStorage as the primary backup. If you sign in, Firebase may also enable IndexedDB offline persistence in supporting browsers, which can retain Firestore-synced data across reloads on that device. Closing the tab or clearing site data can remove unsaved session roster data.

4.2 Cloud Storage (Optional)

If you sign in with your Google account and click Save to Cloud, your roster and settings may be stored securely in Google Firebase so you can load them later on another device. Nothing is uploaded until you choose to save.

4.3 Security Measures

We implement appropriate security measures to protect your information:

• Encryption of data in transit and at rest
• Secure authentication through Google OAuth
• Regular security assessments and updates
• Access controls and authentication requirements

5. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as described in this policy.

We may share your information in the following circumstances:

• Service Providers: With trusted third-party service providers who assist us in operating our Service (e.g., Google Firebase, Google Analytics)
• RSAMDIO administrators: Designated administrators of this Service can read saved user documents (including member rosters and invoice summaries) to support clubs and operate the admin dashboard. Admin access is controlled by Firebase authorization rules.
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

Type	Purpose	Duration
Essential Cookies	Basic functionality and security	Session
Analytics Cookies	Usage analysis and improvements	2 years
Authentication Cookies	User login and session management	Session

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information by emailing rsamdio@gmail.com or privacy@zeospec.com. There is no self-service account delete button; an administrator can remove your cloud document after verifying your request. We aim to respond within 30 days.
• Portability: Request a copy of your data in a portable format
• Opt-out: Opt out of certain data collection and processing

8. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes outlined in this policy:

• Session Data: Held in page memory (and possibly IndexedDB for signed-in Firebase persistence) until you reset, sign out, or clear site data
• Cloud Data: Retained until you request deletion or an administrator deletes your user document
• Analytics Data: Retained for up to 2 years for service improvement
• Invoice summaries: Up to the 10 most recent PDF summary entries on your user document

9. Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards.

11. Third-Party Services

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

14. Data Protection Rights (GDPR)

If you are a resident of the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR). These rights include:

• The right to access, update, or delete your personal information
• The right of rectification
• The right to object
• The right of restriction
• The right to data portability
• The right to withdraw consent

15. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information is collected, used, shared, or sold
• Delete personal information held by us
• Opt-out of the sale of personal information
• Non-discrimination for exercising your privacy rights