Privacy Policy

Effective October 1, 2026

1. Overview

Wardstow is an operations platform for clubs, chapters, and other member-based organizations, offering roster management, dues collection, calendar, communications, and leadership handover tools. Wardstow is operated by Jonathan & Rebecca, Ltd. Liability Co., a North Carolina limited liability company (“we,” “us,” or “our”). This policy explains what information we collect through the Wardstow website and platform (together, the “Service”), how we use it, and the choices available to you.

Wardstow is currently offered on a limited, invitation basis to a small number of organizations. This policy will be updated as the Service grows.

2. Information We Collect

Organization and roster data. When an organization uses Wardstow, an administrator for that organization (a “Customer”) uploads or enters information about its members into the roster module. This can include names, email addresses, phone numbers, membership or role designations, and similar organizational details. Depending on the organization, this may include information about members under the age of 18 (for example, a youth program roster). The Customer decides what member information to enter and is responsible for having the right to share it with us; see Section 7.

Payment information. Where an organization uses Wardstow's dues or payment collection features, payments are processed by Stripe, Inc. We do not receive or store full payment card numbers. We may receive limited transaction information from Stripe, such as the amount, date, and status of a payment, to reconcile records for the organization.

Account and support information. If you create an account, contact us for support, or otherwise communicate with us directly, we collect the information you provide, such as your name, email address, organization, and the contents of your message.

Technical and log information. Our hosting and content-delivery providers automatically log standard technical information for security and operational purposes, such as IP address, browser and device type, and the pages requested.

Page analytics. When you load a page on this website, we log the page address, the page you came from, the page title, your IP address and your browser type to our analytics, to understand which pages are used and to filter out automated traffic and abuse. No cookie is set for this.

Pricing test cookie and page events. The home page sets one first-party cookie, ws_ab_ab1, which records which version of the pricing section you were shown so that you see the same one on your next visit. It lasts 90 days. While you are on the page we log anonymous events (which version you saw, and whether you viewed the pricing section, clicked a button or started the demo form) to learn which version is clearer. Those events record your IP address and browser type, which we use to tell repeat visits apart and to filter out automated traffic and abuse; they carry no name or email address. We do not use advertising or third-party tracking cookies on this website.

Demo requests. If you request a demo, we keep your name, email address, organization, membership size, what you use today and your message, together with the pricing version you saw and the IP address the request came from, so that we can reply and arrange the demo. A demo request is not added to any newsletter or marketing list, and does not sign you up for text messages.

3. How We Use Information

We use the information described above to:

• provide, operate, and maintain the Service;
• process payments and reconcile dues and other transactions on behalf of an organization;
• respond to support requests and communicate with account holders;
• maintain the security and integrity of the Service; and
• comply with legal obligations.

4. How We Share Information

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

• with the organization (“Customer”) that entered it, and with individuals that organization authorizes to view its own roster;
• with service providers who help us operate the Service, currently including Stripe (payment processing), Microsoft Azure (hosting and infrastructure), Microsoft 365 (business email), and our business phone and text messaging providers; these providers may only use the information to provide services to us;
• if required by law, subpoena, or other legal process; or
• in connection with a merger, acquisition, or sale of assets, subject to the same protections described here.

5. Text Messaging

Wardstow runs two text messaging programs, described on the Text Messaging page: Wardstow Support, for account and support messages, and Wardstow Notices, which sends service notices and, separately, marketing messages. If you opt in, we collect your mobile number, the date, place, and wording of each consent you give, and the messages exchanged. We use this information only to send the messages you chose and to keep a record of each consent and any opt-out. Consent to one program, or to one kind of message, is never used as consent to another.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from every category of sharing described in Section 4 and will not be shared with any third party, except with the messaging providers that deliver the messages on our behalf.

Phone numbers that an organization enters into its roster are not used to send text messages. Reply STOP to any message to opt out at any time.

6. Children's Information

Wardstow itself is not directed at children, and we do not knowingly collect personal information directly from a child. However, an organization using Wardstow's roster module may enter information about members under 18 (for example, a chapter's youth program). Organizations are responsible for having appropriate authority and, where required by law, parental or guardian consent, before uploading information about minors. If you believe a child's information has been provided to us in a way that is not authorized, contact us using the information in Section 11 and we will address it.

7. Organizations as Data Controllers

Where an organization uses Wardstow to manage its own members, that organization determines what member information is collected and why. We act as a service provider to that organization for its roster and dues data. Questions about a specific organization's own privacy practices, or requests to access, correct, or delete your information within a specific organization's roster, should generally be directed to that organization; we will assist the organization in responding.

8. Data Retention

We retain information for as long as an organization's account is active, or as needed to provide the Service. After an account is closed, we retain data only as long as reasonably necessary for backups, legal, tax, or accounting requirements, after which it is deleted or de-identified.

9. Security

We use reasonable technical and organizational measures, including encryption in transit (HTTPS/TLS), to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Choices and Rights

Depending on where you live, you may have rights to access, correct, or delete personal information we hold about you, or to object to certain processing. To make a request, contact us at the email address below. If your information was entered by an organization using Wardstow rather than provided directly to us, we may need to refer your request to that organization.

11. Contact

12. Changes to This Policy

We may update this policy as the Service develops. We will post the revised version here with a new effective date.