AdminLogix Privacy Policy
Effective date: October 2, 2026 Service operator: Marc Gahie, operating personally in Minnesota, USA
Privacy contact: marc.gahie@gmail.com
Who this policy covers
AdminLogix helps organizations manage member records, events, participation, administrative decisions and related history. This policy explains how the service operator handles information about account holders, organization members whose information is recorded in AdminLogix, and people who contact us.
An organization decides which member information it enters and how it uses that information for its activities. The organization is responsible for its own notices, permissions and decisions. The operator provides and supports the service. These responsibilities depend on the activity and applicable law; any separate data-processing agreement must describe the arrangements that apply.
Information handled by the service
Depending on the features an organization uses, records can include:
- Account information: email address, username, authentication-provider identifier, invitations, organization membership, roles and account status.
- Member information: names or nicknames, an external profile link, membership date, member status, administrative flags and attendance-group relationships.
- Event information: invitations or imported responses, participation and selection decisions, confirmations, attendance, check-in and event history.
- Administrative information: notes, concerns, vetting information, reasons for restrictions or decisions, and who made or changed a record. These records may contain sensitive personal information supplied by an organization.
- Payment records: amounts, recorded payment methods, receipt status, adjustments and refund records. These features record an organization's payment activity; the inspected application does not process card payments or require card numbers or bank-login credentials.
- Technical and support information: service requests, account/security events, operational logs and information provided in support correspondence. Hosting and authentication services may process network, device and session information when delivering their services.
Information comes from account holders, authorized organization users, imports they initiate, the configured authentication service and operation of AdminLogix. People can appear in an organization's records without having their own AdminLogix login. Organizations should limit free-text entries and imports to information they are authorized to use and need for their activities. Necessary account and member information is permitted. Organizations must not place Social Security numbers, copies of identity documents, full payment-card information, bank-login credentials, passwords or private recovery keys in records or uploads. These restrictions do not mean the service handles no personal information.
Why information is used
Information is used to authenticate accounts, enforce permissions, provide organization workflows, retain relevant decision and event history, produce authorized reports and exports, deliver account invitations, respond to support requests, investigate misuse and security issues, and maintain or recover the service.
Member, participation, concern and status decisions remain the responsibility of the organization's authorized users. The application records and applies configured workflow rules; its records are not a guarantee that a person or event is safe or suitable.
We do not sell personal information, use it for targeted advertising, or use organization records or Google user data to train general-purpose AI models. Any future feature that changes these practices requires a fresh review and appropriate notice and permission before use.
Who can receive or access information
Access within AdminLogix depends on organization membership, role and the particular workflow. Not every organization user can view every field. Administrative access and support or recovery access must be limited to the authorized purpose. Reports and exports can create copies outside AdminLogix; organizations are responsible for protecting the copies they download or share.
The inspected setup uses the following providers:
| Provider | Purpose |
|---|---|
| Clerk and the configured Google sign-in connection | Authentication, account identity and account invitations |
| Vercel | Application hosting and delivery |
| Neon | Hosted PostgreSQL databases |
| Google Drive | Private storage of encrypted recovery copies and encrypted restore receipts |
| GitHub Actions | Software checks and releases; the backup job reads approved databases and encrypts snapshots before private recovery storage |
| Healthchecks.io | Backup freshness monitoring and alert delivery to the operator; receives completion signals and ordinary connection metadata, not organization records or backup contents |
| Bitwarden | Separate custody of recovery keys and operational credentials; it is not the application database |
Providers process information under the arrangements and settings applicable to their services. The configured Neon production database is in AWS US East 2 (Ohio). Authentication, hosting, delivery and recovery providers can process information in other locations under their applicable arrangements. A database region does not establish that every provider processes all information in that region. Provider-held logs, account records and recovery copies follow the applicable provider settings and terms; our own retention periods do not override them. We may also disclose information when required by applicable law, to address a security incident or protect legal rights, subject to applicable restrictions.
Google account and Drive permissions
Google sign-in and the backup operator's Google Drive connection serve different purposes. Signing into AdminLogix does not require granting the backup tool access to your Drive.
The backup operator separately authorizes the drive.file permission. It permits the backup tool to work with files it creates or files specifically made available to it, rather than reading the operator's entire Drive. The tool checks the operator's account identity and destination ownership, creates or uses an owner-only backup folder, uploads encrypted snapshots and encrypted restore receipts, and downloads those files to verify their integrity. It also handles file identifiers, names, sizes, checksums and backup timestamps. Recovery keys are held separately; the scheduled upload job is designed to have only public encryption recipients.
A private authorization token allows the tool to refresh access for these operations. Revoking the Google connection prevents future authorized operations but does not automatically erase backups already stored in Drive. Existing copies require the approved retention and deletion process.
AdminLogix's use and transfer of information received through Google APIs will follow the Google API Services User Data Policy and the applicable Google Workspace user-data policy, including their Limited Use requirements. Google user data will be used only for the disclosed, authorized functions, and will not be sold, used for advertising, or used to train generalized AI models. Human access will be limited to the circumstances those policies permit, including appropriate user permission or a necessary security or legal purpose.
Retention, closure and deletion
Disabling a login, removing organization access, changing a member's status or closing an organization does not necessarily erase the underlying records. Historical and audit records can be needed to explain prior activity and preserve integrity. Privacy requests still require assessment under applicable law; historical integrity is not a blanket exemption from deletion obligations.
The following retention rules apply to operator-controlled information. Current operating limitations and provider boundaries are stated below:
| Category | Approved period or rule |
|---|---|
| Active organization records | Retain member and event records only while needed for the organization’s operations and legitimate history. Review necessity annually; existing closure/archive rules apply when the organization closes. |
| Closed or archived organizations | Closure starts a 30-day Inactive period with authorized read/export access, followed by one year Archived before eligibility for purge. An approved accelerated-deletion request can make purge eligible at the end of the 30-day period. Holds can postpone purge. These are approved product rules; hosted automatic lifecycle processing is currently disabled ; automated deletion is not currently operating. |
| Organization audit history | Retain with the organization’s historical records under its existing closure/archive rules; the separate technical-log window does not apply. |
| Separate operator-controlled security/technical log copies | Retain for no longer than 90 days from creation, subject to documented incident/legal holds. This is a limit on copies we keep; it does not promise 90 days of provider log availability. |
| Support correspondence | One year after resolution, subject to documented incident/legal holds; access is limited to authorized support purposes. |
| Encrypted backups | Seven-day routine retention, subject to documented incident/legal holds. Expiry is reviewed manually; automatic expiry is not operating. |
| Provider copies and logs | Governed by the provider's applicable settings and arrangements. Current documented windows are one hour for Vercel Hobby runtime logs, one day for Clerk Hobby application logs, and six hours for the configured Neon restore history. These windows do not describe every copy a provider may retain for its own security, account, billing or legal purposes. |
At this policy’s effective date, encrypted snapshots had been verified, while recurring backups and automatic lifecycle deletion were disabled. Operational update — October 3, 2026: the production backup schedule has been enabled. Manual execution of the enabled backup workflow, encrypted-file retrieval and isolated restore checks have passed. The first automatic scheduled completion remains to be verified. Automatic lifecycle deletion remains disabled. The independent backup monitor is configured; it has not yet been verified with scheduled backup completions. Healthchecks.io retains its own provider-held information under its privacy policy, including provider backups that can persist for up to two months. This does not change the seven-day rule for AdminLogix encrypted recovery copies. Deletion from the application and expiry of backup copies are different operations. A restore must account for deletions that occurred after the snapshot so deleted information is not silently returned to use. Necessary incident or legal holds can extend ordinary retention. They must have a documented, limited purpose, restricted access and periodic review.
Choices and privacy requests
If your request concerns a record entered by an organization, contact that organization first where practical. You may also contact the service operator using the privacy contact above. Describe the request without sending passwords, recovery keys or unnecessary sensitive details. We may need to verify identity and authority and coordinate with the organization before releasing or changing records.
Depending on applicable law and the circumstances, a person may have rights to access, correct or delete information, restrict or object to certain uses, receive a copy, withdraw consent, or raise a complaint with a relevant authority. We will assess requests under the rules that apply rather than promising every request can be fulfilled in every situation. Marc Gahie is the approved privacy-request contact at marc.gahie@gmail.com. Contact him by email with enough information to identify the record and the request. We will assess the request, verify identity and authority where necessary, and respond under the applicable requirements. The best-effort support policy does not remove any applicable privacy-request deadline. We do not require passwords, recovery keys or identity-document uploads merely to initiate a request.
Cookies and similar technologies
Authentication and hosting services can use cookies or similar technologies to maintain sessions and protect the service. Blocking necessary session storage can prevent sign-in. No dedicated advertising or behavioral-analytics integration was identified in the inspected source. This source review is not a claim that the providers collect no telemetry or use no cookies. Their authentication, delivery and security technologies may also process technical information under the applicable provider arrangements.
Security and recovery
The service uses controls intended to protect information, including authenticated access, role and organization checks, restricted database permissions, encrypted network connections and encrypted recovery copies. These controls do not guarantee that every incident, interruption or data loss can be prevented. Operational recovery objectives and tested limitations must be stated separately from guarantees.
Audience and changes
AdminLogix is initially offered in the United States for users aged 18 and older. People under 18 must not create accounts or use the service. Organizations must not enter, import or upload information about anyone under 18. If you believe such information has been entered, contact marc.gahie@gmail.com without sending additional sensitive information.
Adult content is prohibited. Necessary account/member personal information is permitted, subject to the data limits above.
An age confirmation is an attestation, not independent proof of age. Reports of under-18 accounts or records require review and appropriate access, correction or removal decisions under applicable requirements. The service does not claim to automatically detect or prevent every prohibited entry.
Material changes to data practices will be communicated in a manner appropriate to the change and applicable requirements. Notices may be provided through the service or to the affected account/organization contact, as appropriate. Required notice or acceptance will not be replaced merely by editing this page.