MemberTrac Privacy Notice

MemberTrac is an attendance application used by participating organizations. This notice explains how the MemberTrac mobile application and service process personal data.

Who is responsible

The participating organization determines why its member and attendance information is used and normally acts as the data controller for that information. Simple-Soft Solutions operates the MemberTrac service and may act as that organization's processor and, for service security, support and platform administration, as a separate or joint controller.

These roles must be confirmed in the agreement between the operator and each participating organization. Questions can be sent to the contacts below.

Information processed

• Phone number, name, optional email, organization, branch, group, role and account status.
• Attendance time, organization, location or event, check-in method, verification status and a device-generated idempotency identifier.
• Precise latitude and longitude supplied during an active location-verified check-in.
• QR or NFC proof presented during check-in. The service uses this to validate the check-in; it does not retain camera images.
• Device installation identifiers, token hashes, session expiry and revocation information used to secure accounts.
• IP address, user agent, audit records, correlation identifiers and limited diagnostic logs used to protect and support the service.
• Provisional registration, organization-signup, invitation and account-deletion request information.

For a religious organization, membership and attendance may reveal religious belief. MemberTrac and the participating organization therefore treat that information as special personal data under Ghana's Data Protection Act, 2012 (Act 843).

Why information is used

Information is used to:

• authenticate members using one-time phone verification;
• register, approve and link provisional members;
• verify, record, synchronize and report attendance;
• support multiple organizations on one device;
• prevent duplicate or fraudulent check-ins and investigate misuse;
• operate, secure, troubleshoot and audit the service;
• respond to access, correction, objection and deletion requests; and
• comply with applicable legal and contractual obligations.

The participating organization and operator must document the applicable justification for each purpose, including consent, contractual necessity, legal obligation or legitimate interests permitted by Act 843. Where special personal data or children's data is involved, the organization must confirm the specific condition that permits processing before enrolment.

Location, camera and NFC

MemberTrac requests foreground location only during an active check-in and does not monitor location in the background. Precise coordinates may be stored with the server attendance record until removed under the retention policy or an approved deletion request.

The camera scans attendance QR codes. Camera images are not uploaded or retained. NFC is used only on supported platforms to read the attendance tag presented by the user.

On-device storage

Authentication tokens use platform secure storage. Profiles, organization sessions, configured locations and events, diagnostic logs, and attendance awaiting or returned from synchronization may be stored in the app's private local storage.

A user-initiated logout revokes available sessions and clears MemberTrac profiles, saved organization sessions, cached attendance, locations, events, synchronization metadata and diagnostic logs from that device. If attendance has not synchronized, the app warns that logout will permanently remove that pending record. Uninstalling the app also removes its local application data, subject to platform backup settings.

Sharing and service providers

Information is available to authorized administrators of the participating organization and may be synchronized with that organization's approved membership or administration system.

The minimum necessary data may be processed by contracted providers supporting cloud hosting, database hosting, OTP delivery, geocoding, security and technical support:

• Hosting/database: Contabo GmbH (Germany)
• SMS/WhatsApp OTP: Arkesel (Ghana)
• Geocoding: OpenStreetMap Foundation, Nominatim service (search query text only; no account data shared)
• Other subprocessors: none at this time

MemberTrac does not sell personal data and does not use it for advertising or cross-app tracking. Information may be disclosed where required by law. Processor access must be governed by written confidentiality and security terms.

Retention

The product retention baseline is documented at the MemberTrac Data Retention and Deletion Policy. In summary:

• directly identifying attendance is retained for no more than 24 months by default;
• OTP, expired session and incomplete registration data has shorter operational periods;
• API diagnostic logs are retained for 30 days;
• security audit and resolved request records are retained for up to 24 months; and
• records are deleted or de-identified when their approved period expires, unless a documented law, contract, legal hold or data-subject consent requires otherwise.

A participating organization may adopt a shorter period or a legally justified longer period in its written schedule. Merely finding data useful is not sufficient justification for indefinite retention.

Account deletion

A member can submit an in-app deletion request from Settings. Organization administrators can review it. Completing a request immediately:

• removes direct identifiers from the member profile and replaces them with deleted placeholders;
• replaces identifying attendance names and external member identifiers with deleted placeholders;
• removes external import references held in MemberTrac attendance-export state;
• removes precise attendance coordinates and distance information;
• removes group membership, device records, OTP records and authentication sessions; and
• prevents further sign-in to that member record.

A pseudonymous internal member key and de-identified aggregate attendance may remain for relational, audit and reporting integrity during the approved retention period. Authorized backups or records already exported to the participating organization may still permit linkage until they are handled under their own approved schedules. A request may be rejected where the organization documents a lawful reason to retain the identifying data; the member should be told the reason and available complaint route. See the MemberTrac Account Deletion Process.

Individual rights

Subject to applicable law, an individual may ask to:

• be informed whether and why their personal data is processed;
• access a description or copy of their personal data and its recipients;
• correct incomplete, misleading or inaccurate data;
• object to processing likely to cause unwarranted damage or distress;
• request cessation of direct marketing, although MemberTrac does not perform advertising or direct marketing; and
• request deletion or de-identification where the controller is no longer authorized to retain the data.

Requests should be sent to the participating organization or support@simple-softsolutions.com. Identity will be verified proportionately before information is disclosed or changed. The operational target is acknowledgement within seven calendar days and completion within 30 calendar days, unless lawfully extended with an explanation.

Security and incidents

MemberTrac uses HTTPS, one-time phone verification, expiring and revocable tokens, secure device storage, organization-scoped authorization, restricted database accounts, rate limiting, audit records, verified backups and tested restore procedures. No system can guarantee absolute security.

Suspected loss, unauthorized access or disclosure should be reported promptly to support@simple-softsolutions.com. The operator and responsible organization will assess notification to the Ghana Data Protection Commission and affected individuals under Act 843.

Children

MemberTrac does not currently include an age or guardian-consent flow. Participating organizations must not enrol a child under parental control until the legal basis, parent or guardian authorization, privacy notice and safeguarding process have been approved. This is a release compliance gate, not an optional operational preference.

Complaints

Contact the participating organization or the operator first so the concern can be investigated. Individuals may also contact or complain to Ghana's Data Protection Commission at dataprotection.org.gh.

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