Member Link

Privacy Policy

Last updated: 4 August 2026

Member Link ("Member Link", "we", "us" or "our") provides an association and club management platform available at memberlink.online and associated club subdomains (the "Service"). This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you use the Service, and the choices and rights you have. We are committed to handling personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and, where applicable to users in other regions, the EU/UK General Data Protection Regulation (GDPR) and comparable privacy laws.

1. Who this policy covers

  • Club administrators and staff — people who create or manage a club/association account on Member Link.
  • Members — people whose details are added to the Service by their club, or who register, sign up, or use a club's member portal.
  • Visitors — people who browse our public website or contact us.

Where a club uses the Service to manage its members, the club is the primary controller of its members' information and Member Link processes that information on the club's behalf. Members should also refer to their club's own privacy practices.

2. Information we collect

Information you provide

  • Account details: name, email address, password (stored in hashed form only), organisation name and role.
  • Member records: details clubs store about their members, such as name, contact details, date of birth, membership type and status, emergency contacts, event registrations, form and waiver responses, and documents.
  • Payment information: when payments are made through the Service, they are processed by our payment provider, Stripe. We do not store full card numbers on our systems; we retain payment records such as amount, date, status and the last digits of the card.
  • Communications: emails, messages and support requests you send us or send through the Service.

Information collected automatically

  • Usage and device data: IP address, browser type, pages visited, and timestamps, used for security, troubleshooting and improving the Service.
  • Cookies: we use strictly necessary cookies to keep you signed in (session cookies) and to protect the Service (security cookies). We do not use third-party advertising cookies.

Information from connected social media platforms

If a club administrator chooses to connect a social media account (such as a Facebook Page, Instagram professional account, LinkedIn, X/Twitter or TikTok account) to the Service, we receive limited information from that platform with the administrator's explicit authorisation via the platform's login dialog. This may include:

  • your public profile name and identifier on that platform;
  • the list of Pages or accounts you manage, so you can choose which one to connect;
  • access tokens that allow the Service to publish content you compose to the selected Page or account.

We use this platform data solely to provide the social publishing features you request — publishing and scheduling posts, and showing the status of those posts. We do not sell platform data, use it for advertising, or share it with third parties except as necessary to provide the feature. Access tokens are stored encrypted. You can disconnect a social account at any time from the Service's social settings, which deletes the stored tokens, and/or revoke Member Link's access from the platform's own settings (for example, Facebook Settings → Business Integrations).

3. How we use personal information

  • To provide, operate, maintain and secure the Service.
  • To process memberships, event registrations, invoices and payments.
  • To send service communications (such as receipts, renewal reminders, password resets, and messages sent by your club).
  • To publish social media content that club administrators compose and schedule.
  • To respond to enquiries and provide support.
  • To detect, investigate and prevent fraud, abuse and security incidents.
  • To comply with legal obligations.

Where the GDPR applies, we rely on the following legal bases: performance of a contract (providing the Service), legitimate interests (security, service improvement), consent (connecting social accounts, optional communications), and legal obligation.

4. How we share information

We do not sell personal information. We share it only with:

  • Your club: member information is visible to the club that manages it.
  • Service providers who help us operate the Service under contractual confidentiality obligations, including hosting and infrastructure providers, Stripe (payment processing), and email delivery providers.
  • Social media platforms (Meta/Facebook/Instagram, LinkedIn, X/Twitter, TikTok) — only the content an administrator chooses to publish to a connected account.
  • Authorities where required by law, court order, or to protect rights, safety or the integrity of the Service.

Some service providers may store or process data outside Australia (for example, in the United States or the European Union). Where they do, we take reasonable steps to ensure the information is handled consistently with this policy and applicable law.

5. Data retention

We retain personal information for as long as an account remains active or as needed to provide the Service, and afterwards only as long as required for legitimate business or legal purposes (for example, financial record-keeping). Social media access tokens are deleted when an account is disconnected. Clubs may edit or delete member records at any time from within the Service.

6. Data deletion requests

You can request deletion of your personal information at any time:

  • Club administrators: email us at support@memberlink.online from your account email requesting account and data deletion.
  • Members: contact your club directly, or email support@memberlink.online and we will coordinate with your club.
  • Social platform data (including data received from Facebook or Instagram): disconnect the social account in the Service, revoke access via the platform's settings, or email support@memberlink.online with the subject "Data deletion request". We will delete the associated platform data and confirm once complete, normally within 30 days.

7. Your rights

Subject to applicable law, you have the right to:

  • access the personal information we hold about you and request a copy;
  • request correction of inaccurate or incomplete information;
  • request deletion of your information;
  • object to or restrict certain processing, and withdraw consent where processing is based on consent;
  • request portability of information you provided to us;
  • complain to a supervisory authority — in Australia, the Office of the Australian Information Commissioner (OAIC, oaic.gov.au); in the EU/UK, your local data protection authority.

To exercise any of these rights, email support@memberlink.online. We will respond within a reasonable period (and within any timeframe required by law), and we may need to verify your identity first.

8. Security

We take reasonable technical and organisational measures to protect personal information, including encryption of data in transit (HTTPS/TLS), encryption of sensitive stored data such as social media access tokens, hashed passwords, access controls that separate each club's data, and monitoring. No method of transmission or storage is completely secure; if we become aware of a data breach likely to result in serious harm, we will notify affected users and regulators as required by law.

9. Children

The Service is intended for use by adults. Clubs may store records about junior members with the consent of a parent or guardian as required by law; those records are managed by the club. We do not knowingly collect personal information directly from children under 16 without parental consent.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised "Last updated" date, and where changes are material we will take reasonable steps to notify account holders.

11. Contact us

If you have questions, concerns or complaints about this policy or our handling of personal information, contact us at support@memberlink.online. We will acknowledge your complaint and aim to resolve it promptly. If you are not satisfied with our response, you may contact the OAIC or your local data protection authority.