Ember — Product Privacy Policy

The short version

Your organization's data belongs to your organization. We store it so the software works. We do not sell it, we do not share it with other organizations, and we do not use it to train anything. You can export everything or delete it at any time without asking us.

1. Who is responsible for what

When your organization uses Ember, your organization decides what information to collect about its volunteers and staff, and why. We store and process that information on your organization's instructions. In data-protection terms, your organization is the controller and AYNI TX LLC (operating as Ember / Done With Ember) is the processor.

If you are a volunteer or staff member and want to see, correct, or remove what an organization holds about you, ask that organization. They can do it in a few clicks. We generally cannot act on your request without them, because the data is not ours to change.

For information about the person who signs up and administers the account, we are the controller.

2. What the app stores

About the people your organization works with (whatever the organization chooses to enter or import): name and display name; email address and phone number; emergency contact name and phone; date of birth (used to determine whether someone is a minor); for volunteers under 18: guardian name, guardian email, guardian phone, and whether consent is on file; whether a media release is on file; skills, availability, and notes the organization writes; shift signups, attendance, and hours served; documents the organization records as held (we record that a document exists; we do not store the file itself).

About account holders (staff and volunteers who sign in): email address, name, role in the organization, and sign-in activity.

About organizations: name, address, EIN, category, mission text, and the self-attested tax status the account holder provided.

Automatically: log data needed to run and secure the service — IP address, timestamps, and actions taken in the account (an append-only audit log).

We do not collect payment card details. When paid subscriptions are offered, payment card and billing information will be collected and processed by our third-party payment processor; we will not store full payment card numbers. We also do not collect government identification numbers for individuals or health information. Ember is not designed to hold health records. Organizations must not enter health records or any other prohibited categories of data.

3. Children and young volunteers

Many organizations that use Ember work with volunteers under 18, and Ember supports that.

We do not knowingly collect information directly from a child. Where a volunteer is under 18, the organization records a guardian's contact details and whether consent is on file. Sign-up forms an organization shares publicly do not ask for a date of birth or guardian details — an organization records those privately after accepting a volunteer.

If you believe a child's information is in Ember and should not be, contact the organization directly, or email us at privacy@donewithember.com and we will help you reach them.

4. Why we process it

Only to provide the service: to run the features your organization uses, to send the messages the software is asked to send, to keep the service secure and available, and to support your organization when it asks for help.

We do not: sell or rent personal information, ever; share one organization's data with another organization; use your data to train machine-learning models; show advertising in the product, or allow third-party advertising or tracking inside the application.

5. Email we send

Sign-in links and security notices — required for the service to work. These cannot be turned off.

Operational messages the organization configures — shift reminders, confirmations, recognition notes, summaries. Each of these can be turned off independently by the recipient or by the organization.

6. Who else is involved

We use a small number of vendors to run the service. Each is bound to process data only on our instructions.

No analytics or tag-management tooling runs inside the authenticated application. Marketing-site analytics stays on the marketing site and never loads on a page showing volunteer information.

7. Where data is stored and for how long

Data is stored in the United States. While the account is active, we keep data until the organization deletes it.

Deleting an organization starts a 30-day window during which the data is hidden from everyone but recoverable by the owner. After 30 days it is permanently deleted from production systems.

Anonymizing a person removes their identifying details permanently while keeping historical totals intact.

Backups are retained for 7 days after permanent deletion (or such shorter or longer period as our database provider's then-current plan provides), after which deleted data ages out of them as well.

The audit log is append-only. It records actions taken in the account and cannot be edited or deleted by anyone, including us. It is retained as necessary for security, legal compliance, and dispute resolution.

8. Your choices

If your organization uses Ember: export everything at any time in full without asking us. Delete your organization at any time. Correct or remove any person's record.

If you are a volunteer or staff member: see and correct your own information in your account, turn off any non-essential email, and ask your organization to remove you. Depending on where you live, you may have additional rights under applicable U.S. state law (for example, the California Consumer Privacy Act). Contact the organization that holds your data, or email us at privacy@donewithember.com and we will help route the request.

9. Security

Access is restricted at the database level so that one organization cannot read another's data — enforced by the database itself, not only by the application, and verified automatically on every change we make. Sign-in is passwordless. Traffic is encrypted in transit.

No system is perfectly secure. If a breach affects your information, we will notify affected organizations without unreasonable delay and in accordance with applicable law.

10. Changes and contact

We will post changes here and, for anything material, notify account holders by email before the change takes effect.

Contact: privacy@donewithember.com · AYNI TX LLC · 12005 Mystic Forest Ln, Austin, TX 78738