Who we are
[Legal entity name], doing business as Rapport HM (Rapport Host Management), [registered address, Indianapolis, Indiana]. In this policy, "we", "us" and "Rapport HM" mean that company. "Club" means the private club that uses Rapport HM and that you are a member of, a guest of, or work for.
For most of the information in the product, the club is the controller of your data and we process it on the club's instructions. The club's own privacy notice applies alongside this one. For information you give us directly on this website, we are the controller.
What we collect
From the club, to run the service
- Your name, membership number, membership type, and the email address and mobile number the club already holds for you.
- Reservations, event registrations and attendance that the club records or that you make in the application.
- Statement balances and spend, read from the club's own accounting system, so you can see them in the application. We never hold card numbers; payments run in the club's own system.
From you, in the application
- Your profile: interests, who you would like to meet, and what you choose to show other members. You control every field.
- Your contact choices: whether you want texts, emails or in-app notices, and for what.
- Messages you send to the club or to another member through the application.
- Feedback and form entries you submit.
Automatically
- Sign-in events, the device type and browser, and which pages and buttons were used, so the club can see what its members use and we can keep the service working.
- Delivery, open and click records for messages sent to you, and any reply, STOP or HELP you send back.
- A cookie or local setting that keeps you signed in and remembers your display choices. We do not use advertising cookies or third-party trackers.
From this website
- What you enter on the contact form: name, role, club, email, phone, and answers about the club's systems, which we treat as confidential.
Why we use it
- To run the service for the club: sign-ups, bookings, dining, events, introductions between members who both opted in, and the club's office tools.
- To send you the messages you asked for, on the channels you chose, within quiet hours, with a record of your consent.
- To show the club what its members are interested in and how its events fill, in aggregate and by member where the club is entitled to see it.
- To keep the service secure, to find and fix faults, and to keep an audit log of who did what.
- To answer you when you write to us.
We do not use your information to build advertising profiles, and we do not make automated decisions about you that have a legal or similar effect.
Sharing
We never sell personal information. We never share it with third parties for their marketing. We share it only as follows.
- With your club. The club sees what its role permits: staff see their own area, the club's administrator sees the club's data. Your private messages to another member are not shown to club staff unless you report them.
- With other members, only as you choose. Another member sees your profile only when you both opted in to be seen. Your phone number and email address are never shown to another member; messages go through the application.
- With service providers who work for us. Hosting, database and backup providers; the telephone carrier or texting provider that delivers the club's messages; the email provider that delivers the club's email. Each sees only what its job needs, under contract, and may not use it for anything else. Mobile information is never shared with third parties or affiliates for marketing or promotional purposes.
- With the systems your club connects. Where the club connects its reservation, point of sale, accounting, scheduling or club management system, we read from that system and write back only a note, a charge, or your own profile changes, as described on our integrations page.
- When the law requires it. To comply with a legal obligation, a court order, or to protect the safety of a person, and only to the extent required.
- If the business changes hands. If Rapport HM is acquired or merged, this policy continues to apply to your information, and you and your club are told before any change.
Text messages
Texts are sent only to members who opted in, from a number registered to the club or to us, and only for the programme described in our SMS terms. Reply STOP to opt out at any time and HELP for help. Message and data rates may apply. Consent to receive texts is never a condition of membership or of any purchase. Your opt-in, your opt-out and every message sent are recorded in a consent log the club's administrator can read.
Retention
- Your profile and contact choices: for as long as you are a member of a club that uses Rapport HM, then deleted within 90 days of the club telling us you have left, unless the club asks us to keep them longer for its own records.
- Reservations, attendance and statement views: for the club's own retention period, which it sets; the source stays in the club's own system.
- Consent records and opt-outs: kept for as long as the law requires so that an opt-out keeps being honoured, even after other data is deleted.
- Audit and security logs: 13 months.
- Contact form entries on this website: 24 months, or until you ask us to delete them.
- When a club leaves Rapport HM, the club takes its data in an open format and we delete our copy on the date the club sets.
Your rights
Wherever you live, you can ask us or your club to:
- tell you what information we hold about you and give you a copy;
- correct information that is wrong;
- delete information, subject to the club's own obligations and to our duty to keep honouring an opt-out;
- stop a channel: texts, email or in-app notices, separately;
- stop being shown to other members.
Most of these you can do yourself in the application, under your profile and contact choices. For the rest, write to us at the address below or ask your club's administrator; either route reaches the same screen and the answer is logged. We answer within 30 days. Residents of states with their own privacy laws have the rights those laws provide, and we do not discriminate against anyone for exercising them.
Security
Connections are encrypted in transit; data and backups are encrypted at rest; credentials for connected systems are held in a secrets store. Access is by role and every action is logged. More on the security page. If we learn of a breach affecting your information we tell the club and, where the law requires, you, without undue delay.
Children
The service is for club members and their guests. It is not directed at children under 13 and we do not knowingly collect their information. Family members under 18 appear in the application only as the club records them and only with the adult member's account.
Changes
When this policy changes we update the date at the top, keep the previous version available on request, and tell clubs before the change takes effect. A change that widens what we collect or share is not made without telling you.
Contact
[Legal entity name], doing business as Rapport HM
[Registered address]
Indianapolis, Indiana
Email: [support@rapporthm.com]
Web: rapporthm.com/contact