Privacy Policy for PHILS

We collect information you choose to provide when you contact us, create an account, set up a profile, verify your eligibility, or use features of the Services.

Account Information

We may collect your name, email address, account settings, and other information needed to establish and maintain your account.

Authentication Information

We process information needed to verify and secure account access, such as authentication records, sign-in information, and verification information.

Affiliated users may be required to authenticate through an approved school identity provider in order to verify their school affiliation.

Passwords for accounts that use password-based authentication are handled through our authentication infrastructure and are not stored by PHILS in readable form.

Age and Eligibility Information

PHILS is intended only for users who are at least 16 years old.

As part of account creation or eligibility verification, we may ask you to provide or confirm age-related information so we can determine whether you meet PHILS eligibility requirements.

Depending on the method used, this may include your date of birth, month and year of birth, age range, or another age-verification or age-confirmation method.

We use age-related information to determine whether you are eligible to use the Services, comply with applicable requirements, protect users, and enforce our Terms of Service.

PHILS does not require parental or guardian consent solely because a user is 16 or 17 years old.

School and Organization Affiliation

We may collect or process information relating to your school, school email address, chapter or organization affiliation, role within an organization, graduation year, and other information needed to verify and manage your access to PHILS features.

Profile Content

We may collect profile details, images, chapter information, or other content that you choose to provide through the Services.

Contact and Inquiry Information

If you contact PHILS through our website, by email, through a contact form, or through another support channel, we may collect your name, email address, school or organization affiliation if you choose to provide it, the contents of your message, and any other information you voluntarily submit.

When you use event and participation features, we may process information relating to events created or managed through PHILS, chapter participation, event registrations or sign-ups, and participation status maintained through the Services.

The information available to a particular user or chapter depends on that user's role and permissions within PHILS.

PHILS may provide chapter announcements and group communication features. Messages, announcements, reactions, and related communication information may be stored so they can be delivered and displayed to their intended recipients.

Message content is visible to the participants or audience authorized to access the applicable conversation or announcement. Certain authorized chapter accounts may also have access where required to operate or administer the applicable group.

Users should not submit sensitive personal information through PHILS communications unless it is necessary and appropriate to do so.

We may automatically collect limited technical information when you access or use the Services, including:

• Device type or model
• Operating system and version
• Browser type
• App version
• IP address
• Timestamps
• General log and diagnostic information
• Error and crash information
• General information about how features are accessed or used

Our website and hosting providers may also use cookies or similar technologies that are necessary to operate, secure, and maintain the website.

PHILS does not currently use this Privacy Policy to authorize undisclosed behavioral advertising or cross-site tracking. If we later introduce optional analytics, advertising, or other tracking technologies that materially change our data practices, we will update this Privacy Policy and provide any notices or choices required by applicable law.

We may use information to:

• Provide, operate, maintain, and improve the Services
• Create and maintain user accounts
• Authenticate users and protect account security
• Verify age and eligibility requirements
• Verify school, chapter, or organization affiliation
• Manage chapter membership, roles, and access permissions
• Provide event, chapter, participation, communication, and profile features
• Operate chapter and coaching-related functionality
• Respond to questions, inquiries, and support requests
• Send service-related and account-related communications
• Detect, investigate, and prevent unauthorized access, misuse, fraud, abuse, and security incidents
• Troubleshoot technical problems
• Maintain the safety, reliability, and integrity of the Services
• Enforce our Terms of Service
• Comply with applicable legal obligations

PHILS uses third-party service providers to help operate the Services.

These providers may perform functions such as:

• Cloud hosting and database infrastructure
• Authentication and identity verification
• File and media storage
• Transactional email delivery
• Website hosting
• Error, security, and performance monitoring
• Other technical services necessary to operate PHILS

These providers may process information on our behalf as necessary to perform their services.

PHILS may update the providers it uses as the Services evolve. We evaluate our service providers based on the functions they perform and the information required for those functions.

PHILS does not sell personal information.

We may disclose information in the following circumstances:

Within the PHILS Community

Profile information, chapter information, participation information, event information, messages, announcements, and other content you submit may be visible to users, organizations, or chapter accounts that are authorized to access that information through the applicable PHILS feature.

Access depends on the user's role and permissions.

With Service Providers

We may provide information to service providers that process information on our behalf to help us operate, secure, maintain, and support the Services.

For Legal, Safety, or Security Reasons

We may disclose information when we reasonably believe disclosure is required by law, regulation, legal process, or governmental request, or when we believe disclosure is reasonably necessary to:

• Protect the rights, property, or safety of PHILS, our users, or others
• Investigate suspected fraud, abuse, unauthorized account access, or other misconduct
• Enforce our agreements
• Protect the security and integrity of the Services

Unauthorized Organization or Chapter Activity

If we reasonably believe that a person has fraudulently claimed, impersonated, accessed, or attempted to obtain control of a chapter or organization account without authorization, PHILS may use or disclose relevant account and verification information as reasonably necessary to investigate and resolve the matter.

This may include contacting the affected organization, educational institution, or other appropriate party where reasonably necessary.

Business Transfers

If PHILS is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information may be transferred as part of that transaction, subject to applicable law.

PHILS does not collect, process, or store users' card numbers, bank account numbers, or other payment credentials.

Where PHILS provides access to a fundraising or payment opportunity, payment processing may be performed through an independent third-party payment service.

Your interaction with that provider is subject to the provider's own terms and privacy practices.

PHILS is not the payment processor unless we expressly state otherwise.

We retain information for as long as reasonably necessary for the purposes for which it was collected, including to:

• Operate and maintain the Services
• Maintain accounts and access permissions
• Verify eligibility and prevent unauthorized access
• Protect the security and integrity of PHILS
• Maintain appropriate operational or audit records
• Resolve disputes
• Enforce agreements
• Comply with applicable legal obligations

Different categories of information may be retained for different periods depending on their purpose.

If you request deletion of your account, PHILS will delete or de-identify account and profile information as appropriate, subject to information that we are permitted or required to retain for legitimate security, operational, legal, fraud-prevention, dispute-resolution, or recordkeeping purposes.

Information may also remain temporarily in backups until those backups are overwritten or deleted according to our normal retention processes.

Certain content or records involving other users or organizations may need to be retained or de-identified rather than completely removed where necessary to preserve legitimate organizational, security, transactional, or historical records.

PHILS uses reasonable administrative, technical, and organizational measures designed to protect information.

These measures may include:

• Encrypted network connections
• Authentication and access controls
• Role-based access restrictions
• Secure infrastructure providers
• Logging and security monitoring
• Measures intended to prevent unauthorized access to protected information

No system, method of electronic transmission, or method of storage is completely secure. Therefore, we cannot guarantee absolute security.

If PHILS becomes aware of a security incident involving personal information, we will investigate and respond as required by applicable law.

Depending on your use of PHILS and applicable law, you may be able to:

• Review or update certain profile information
• Control device-level permissions such as notifications or photo access
• Request access to personal information associated with your account
• Request correction of inaccurate personal information
• Request deletion of your account and associated personal information
• Request a copy of certain information associated with your account

To submit a privacy request, contact:

support@philsapp.com

We may need to verify your identity before processing a request.

When account deletion functionality becomes available within the PHILS mobile application, users may also be able to initiate account deletion through the application.

You must be at least 16 years old to use the Services.

PHILS is intended primarily for college students, affiliated members of participating organizations, chapter representatives, and other users interacting with supported college communities.

PHILS may request age-related information during signup or account access to verify that users meet the minimum age requirement.

PHILS does not knowingly permit individuals under 16 to create or maintain an account.

If we learn that a user is under 16, we may suspend or terminate the account and take reasonable steps to delete or de-identify associated personal information, subject to information we are permitted or required to retain for legitimate legal, security, fraud-prevention, or recordkeeping purposes.

PHILS does not require parental or guardian consent solely because a user is 16 or 17 years old.

Additional age or eligibility requirements may apply to particular PHILS features.

California residents may have privacy rights under applicable California law, depending on the circumstances and the applicability of those laws to PHILS.

These rights may include rights relating to access, correction, or deletion of personal information and rights concerning certain disclosures or uses of personal information.

PHILS does not sell personal information.

PHILS does not share personal information for cross-context behavioral advertising as that term is defined under applicable California privacy law.

To submit a privacy request, contact:

support@philsapp.com

We will respond to applicable requests in accordance with legal requirements.

The Services may contain links to websites, payment services, identity providers, or other services operated by third parties.

PHILS does not control the privacy practices of those third parties. Information you provide directly to a third-party service is subject to that provider's own privacy policy and practices.

We encourage users to review the privacy policies of third-party services they choose to use.

We may update this Privacy Policy as PHILS and the Services evolve or as legal requirements change.

When we make changes, we will update the “Last Updated” date at the top of this page.

When appropriate, we may also provide notice through the Services, by email, or through another reasonable method.

If you have questions about this Privacy Policy or PHILS privacy practices, contact:

PHILS LLC

Email: support@philsapp.com