1. Who This Policy Covers
This Privacy Policy explains how InGenuity Texas Managed IT Services, LLC ("InGenuity," "we," or "us") handles information when providing the InGenuity Community Management Platform ("Platform"). It covers its community-management and civic-kiosk features, staff tools, member portals, hosted applications, and organization-branded versions. The features enabled by your organization determine which information is processed.
Your community center, club, nonprofit, or other organization manages its own member records, eligibility, programs, and services. We generally process those records on that organization's instructions. The organization may provide an additional privacy notice for its own activities. Contact it about its records and decisions; contact InGenuity about the software, Google connections, or a privacy concern involving us.
A separately identified third-party service may have its own privacy policy. This policy does not replace those policies or serve as a general privacy policy for every unrelated InGenuity service.
2. Information We Process
- Accounts and access: names, email addresses, account identifiers, approved roles, authentication records, and security settings. Authentication services manage app credentials; Google passwords are not provided to us.
- Member and household records: contact details, mailing addresses, membership levels and terms, birth dates when needed by the organization, household relationships, alternate contacts, staff notes, and reviewed import records.
- Community activity: check-ins, attendance, registrations, waitlists, facility requests and reservations, visitor follow-up requests, and related staff actions.
- Transactions, where enabled: invoices, membership purchases, amounts, payment status, refunds, and processor references. Payment details entered on a payment provider's checkout are handled by that provider. Do not put full card numbers or bank credentials in notes or support messages.
- Content and communications: announcements, event information, photographs, communication preferences, and messages submitted to the organization or to support.
- Technical records: device and browser information, connection and error records, timestamps, security events, and network information such as IP addresses where recorded by the hosting or authentication service.
Information comes from you, authorized organization staff, reviewed imports, your use of the Platform, and integrations you authorize. Organizations should collect only what they need and avoid entering sensitive information that their installation is not approved to handle.
3. How Information Is Used
We use information to provide the functions you and your organization use: signing in, checking eligibility, recording visits, maintaining memberships and households, registering for programs, scheduling facilities, processing enabled transactions, and sending requested or organization-authorized service messages.
We also use necessary records to provide support, diagnose errors, maintain access controls, investigate abuse, keep an activity history, and meet applicable legal obligations. An organization controls its own optional newsletters or campaigns and should provide an appropriate way to opt out. Essential account, security, or transaction notices may still be necessary.
4. Google Sign-In & Calendar Access
Google sign-in and account linking
When you choose Google sign-in or link an existing account, the authentication service receives your Google account identifier, email address and verification status, and basic profile information Google supplies, which may include your name and profile image. This identifies your account and supports the sign-in or linking feature you selected. Google sign-in does not automatically approve a membership, assign a staff role, or grant access to Gmail, Drive, or calendars.
Optional Google Calendar connection
Authorized staff may separately connect Google Calendar. The connection requests OpenID identity, email, and calendar.app.created access. This permits the application to create a dedicated secondary calendar and read, create, update, or remove events on application-created calendars. The current integration does not read your primary calendar or other calendars the application did not create, and does not request Gmail, Google Drive, contacts, or broad calendar access.
We process the connected Google account identifier and email, granted permissions, connection status, calendar and event identifiers, event versions, and authorization credentials. Calendar entries are read to check the application-owned entries and confirm publishing results, not to build a profile of your personal activities.
Publishing is an explicit, one-way staff action. Program entries contain public program titles and session times. Facility entries use generic facility or resource labels and occupied times, including setup and cleanup time. Member names, attendee lists, contact information, private notes, and booking-purpose text are excluded. The integration does not add guests or initiate invitation campaigns. Local records remain authoritative; editing Google Calendar does not create a registration or reserve a facility in the Platform.
Storage, use, and disclosure
Calendar authorization tokens are encrypted in server-side secret storage and are not supplied to the public kiosk interface. Account identity, connection metadata, and publishing receipts are stored in the hosted application and authentication services. Google receives the requests needed to perform the connection and calendar actions you authorize. Our hosting and authentication providers process necessary information to deliver those features.
When using or transferring Google API data, we follow the Google API Services User Data Policy, including its Limited Use requirements. Google-derived data is used for the visible sign-in and calendar features, not advertising, sale to data brokers, credit decisions, or training generalized AI or machine-learning models.
InGenuity personnel may review Google-derived data only with your affirmative agreement for specific support, when necessary for security or legal obligations, or for lawful internal operations using aggregated data. Transfers are limited to authorized user-facing features, necessary security or legal purposes, and a business transfer only with the required prior consent. These restrictions also apply to our personnel and service providers.
Disconnecting and deleting Google-related data
You can revoke access through your Google Account connections. Authorized staff can also disconnect Calendar in the Platform's Integrations workspace. Local publishing stops first. Once revocation is confirmed, the stored calendar tokens are removed; a pending revocation is shown as pending and may require retry or support.
Disconnecting does not delete organization records or calendar entries already stored in your Google account. Removing a Google grant can affect other features or installations using that same grant. Confirm another available login method before removing Google sign-in. Contact your organization or InGenuity to request account unlinking or deletion of eligible Google-derived records. Retention is explained below.
6. Storage & Security
Hosted connections use HTTPS. The Platform uses authentication, organization-scoped permissions, and recorded staff actions to restrict access to records. Sensitive integration credentials are kept in server-side secret storage rather than public application settings. The enabled controls and hosting arrangement depend on the installation and the organization's agreement.
Public kiosks clear the active interaction after inactivity, but that reset does not delete the organization's stored records. Organizations should secure their devices, restrict staff access, and keep software current. No network or storage system can be guaranteed completely secure. If you suspect unauthorized access, contact your organization and InGenuity promptly without sending passwords or credentials.
7. Retention & Deletion
Organization records are retained while needed for the organization's services and under its instructions and written service arrangements. Membership termination is not the same as record deletion: contact, attendance, transaction, and audit history may remain. Required financial, dispute, security, or legal records may need to be retained even after an account closes.
Google account identity is retained as needed for the linked account and its authorized access. Calendar credentials are retained while an authorized connection is active; a pending disconnect retains only the credentials needed to finish revocation, after which they are removed. Calendar identifiers, publishing receipts, and relevant audit records may remain with organization records without permitting continued Google access.
After a verified deletion request, we coordinate with the organization to delete or de-identify eligible records and remove access that is no longer needed. Limited records may remain where retention is required or legally permitted; backup copies may remain until the applicable backup cycle expires and are not used for ordinary operations. Ask your organization or InGenuity about the retention arrangement for your installation and any exceptions affecting your request.
8. Your Choices & Privacy Requests
You can review or update information available in your member portal, manage available communication preferences, and choose whether to use optional Google features. Your organization can assist with corrections, an export or access request, account closure, or deletion of organization records. InGenuity can help with technical and integration-related requests.
Email [email protected] with the subject "Community Platform Privacy Request." Include the organization's name and the account email or member identifier needed to locate your record. Do not send passwords, Google tokens, full payment details, or unnecessary sensitive information. We may verify your identity or authority before acting and will explain any limits that apply. Applicable law may provide additional rights.
9. Browser Storage & Demonstrations
The Platform may use cookies or browser storage for sign-in, security, accessibility preferences, and cached application assets. Disabling necessary storage can prevent features from working. Information entered in a public kiosk is processed for the selected activity; it is not automatically made public.
The website's separately labeled interactive demonstration uses fictional records. Demo edits and inputs stay in that browser's temporary memory and reset on reload or session reset; they are not sent to the production Platform. Live payments, email delivery, and Google authorization are disabled there. The web host may still record ordinary page and asset requests. Do not enter real personal information into a demonstration.
10. Children & Family Programs
The Platform is intended for use by organizations, their authorized staff, and approved account holders. It is not offered as a service for children to independently create accounts or authorize integrations. An authorized adult may manage household or child-related records for an organization's programs where lawful and appropriate.
Organizations must establish the permissions, notices, and parent or guardian consent required for their programs. If you believe information about a child was collected improperly, contact the organization and InGenuity so we can investigate and take appropriate action.
11. Changes to This Policy
We may update this policy as the Platform or its data practices change. The effective date identifies the current version. Material changes will be communicated through an appropriate notice. If an integration needs a new use or permission, we will provide the relevant disclosure and request consent before that new access or use.
12. Contact InGenuity
InGenuity Texas Managed IT Services, LLC
Platform privacy and support: [email protected]
Phone: (830) 460-3771
For your organization's membership decisions, program rules, or records, contact that organization directly. For application use, see the Terms of Service.