Privacy Policy

Last updated: February 10, 2026

The Valdosta Amateur Radio Club ("VARC", "we", "us") operates the membership portal at members.w4vld.com. This policy explains what data we collect, why we collect it, and how we protect it.

1. Information We Collect

Account Information

When you register, we collect your name, email address, mailing address, phone number (optional), and amateur radio call sign (if applicable). If you sign in with Google, Apple, or your W4VLD.com Microsoft account, we receive your name and email from that provider.

FCC License Data

If you provide a call sign, we look up your publicly available FCC license information (name, address, license class, expiration date) from the FCC Universal Licensing System. We periodically sync this data to keep your profile current and notify you of license changes.

Payment Information

Payments are processed entirely by Stripe. We never see, store, or have access to your credit card number. We receive and store a record of your payment amount, date, and Stripe transaction ID for bookkeeping purposes.

Usage Data

We use PostHog for analytics to understand how members use the portal (pages visited, features used). We use Sentry for error tracking to fix bugs quickly. Both services may collect your IP address, browser type, and device information.

2. How We Use Your Information

  • Manage your club membership and subscription
  • Process dues payments through Stripe
  • Send membership-related emails (welcome, renewal reminders, payment receipts, license updates)
  • Provision optional services you request (W4VLD.com email accounts, tower camera access)
  • Maintain the club's membership roster
  • Improve the portal based on usage patterns
  • Diagnose and fix technical issues

3. Information Sharing

We do not sell your personal information. We share data only with the following services to operate the portal:

  • Supabase — database hosting and authentication
  • Stripe — payment processing
  • Microsoft 365 — W4VLD.com email accounts (only if you opt in)
  • PostHog — anonymous usage analytics
  • Sentry — error monitoring
  • Cloudflare — website hosting and security

Club officers and administrators can view member roster information (name, call sign, membership status, contact info) to manage club operations.

4. W4VLD.com Email Accounts

Active club members may opt in to receive a @w4vld.com email address hosted on Microsoft 365. If your membership lapses, the email account will be disabled. If you rejoin, it can be re-enabled. Email accounts are managed by VARC administrators.

5. Data Security

All connections to members.w4vld.com use HTTPS encryption. Your password is hashed and never stored in plain text. Access to member data is restricted by role-based permissions at the database level. We follow industry-standard practices to protect your information.

6. Data Retention

We retain your account and payment records for as long as your account exists, plus any period required for tax and financial record-keeping (typically 7 years for payment records). You may request deletion of your account at any time through the member portal or by contacting us.

7. Your Rights

You can:

  • View and update your profile information at any time in the member portal
  • Delete your account from your profile settings
  • Request a copy of the data we hold about you
  • Opt out of optional services (W4VLD email, tower camera) at any time

8. Cookies

We use essential cookies to keep you logged in. PostHog may set analytics cookies to understand usage patterns. No advertising cookies are used.

9. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email to active members. The "Last updated" date at the top reflects the most recent revision.

10. Contact

Questions about this policy? Contact us at [email protected].