Privacy Policy

1. Introduction

Welcome to Seamless AMS. We are operated by Seamless Software LLC ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://seamlessams.com/) and use our Association Management System (AMS) platform, including all related modules for contacts, memberships, events, donations, online stores, and learning management (collectively, the "Platform").

2. Our Role: Data Controller vs. Data Processor

To understand how your data is handled, it is important to distinguish our role:

• Data Controller: We act as a Data Controller for the personal information of our direct clients ("AMS Tenants") who buy our software licenses, create accounts, and interact with our sales or support teams, as well as for visitors to our marketing website.
• Data Processor: We act as a Data Processor for the information uploaded or collected by our AMS Tenants regarding their individual contacts, members, donors, event attendees, learners, and customers ("End-Users"). If you are an End-User, your data is governed primarily by the privacy policy of the respective AMS Tenant organization, and we process it only on their behalf and instructions.

3. Information We Collect

We collect information that you voluntarily provide to us, information our AMS Tenants store within the Platform, and data gathered automatically through platform usage:

Website Visitor & Inquiry Data

When you request a demo or contact us through our website, we collect your first and last name, email address, organization name, job title (optional), and the contents of your message. These submissions are protected by anti-spam and bot-detection tools and are used to respond to your inquiry.

Tenant Account Information

Names, business email addresses (such as j.watson@seamlessams.com), phone numbers, corporate billing addresses, login credentials, and two-factor authentication details for the administrators and staff of an AMS Tenant.

End-User & CRM Directory Data

On behalf of our AMS Tenants, the Platform stores directory and relationship records for individuals and organizations, including names, email addresses, phone numbers, mailing addresses, contact relationships, tags, and custom fields defined by each Tenant.

Membership Data

Membership tiers and plans, enrollment and renewal history, group memberships, promotional codes, and related membership activity managed by our Tenants.

Event & Registration Data

Event registrations, ticket purchases, attendee types, accompanying guests, session schedules, venue and organizer details, and attendance/check-in records.

Donation Data

Donation and fundraising records, including donor details, amounts, and campaign information managed by our Tenants.

E-Commerce & Storefront Data

Product orders, shopping carts, order items, shipping addresses, taxes, promotional codes, invoices, and refund records generated through a Tenant's digital storefront.

Learning Management Data

Course enrollments, lesson and quiz progress, quiz results, issued certificates, and related learning activity for Tenants using our education and LMS features.

Financial & Payment Data

All payment processing for software subscriptions, memberships, shop purchases, event tickets, and donations is handled securely through Stripe, and, where enabled by a Tenant, QuickBooks Payments. We do not store raw credit card numbers on our servers.

Communications & Uploaded Content

Email templates, sending identities, invoices, and documents, images, and media files uploaded to the Platform by Tenants and their End-Users.

Technical and Usage Data

IP addresses, browser types, device and operating system information, referring pages, and platform interaction metrics collected via system logs, cookies, and analytics tools.

4. Cookies, Analytics & Tracking Technologies

We and our service providers use cookies and similar technologies to operate, secure, and improve the Platform and website. These include:

• Essential Cookies: Required for authentication, session management, security, and core functionality.
• Google Analytics & Google Tag Manager: Used to understand website traffic, measure performance, and improve the experience.
• Microsoft Clarity: Provides aggregated usage analytics, heatmaps, and session insights to help us diagnose issues and improve usability. Sessions may be associated with a Tenant or user identifier for support and debugging purposes.
• Google reCAPTCHA: Protects our forms from spam and abuse. Your use of reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.

You can control cookies through your browser settings. Disabling certain cookies may affect the availability or functionality of parts of the Platform.

5. How We Use Your Information

We process your information to deliver a secure and optimized AMS experience, specifically to:

• Maintain, secure, monitor, and update the Seamless AMS platform and website.
• Enable AMS Tenants to manage contacts, memberships, events, donations, online stores, learning programs, communications, and reporting.
• Process subscription fees from our AMS Tenants, and facilitate Tenant transactions, via Stripe.
• Respond to demo requests, sales inquiries, and support requests.
• Provide optional AI-assisted features (such as content generation and workflow assistance), which process the specific inputs you submit to those features.
• Detect, prevent, and address fraud, abuse, security incidents, and technical issues.
• Comply with legal obligations and enforce our platform terms.

6. How We Share Information & Sub-Processors

We do not sell your personal information. We share information only as needed to operate the Platform, with trusted third-party service providers ("sub-processors") who are bound by confidentiality and data-protection obligations. These include:

• Stripe — payment processing for subscriptions and Tenant transactions.
• Intuit QuickBooks — optional accounting and payments synchronization.
• Amazon Web Services (AWS) — cloud hosting and infrastructure, transactional email delivery, and AI processing.
• Postmark and Resend — transactional and notification email delivery.
• Google — website analytics, tag management, and reCAPTCHA bot protection.
• Microsoft — usage analytics and session insights via Clarity.

In addition, AMS Tenants may choose to connect optional third-party integrations (such as Zapier, Slack, Mailchimp, Zoom, Salesforce, Google Workspace, Microsoft 365, and WordPress). Where a Tenant enables such an integration, data shared with that provider is governed by that provider's own terms and privacy policy. We may also disclose information when required by law, to protect our rights, or in connection with a business transfer such as a merger or acquisition.

7. Data Security

We implement administrative, technical, and organizational safeguards designed to protect personal data, including encryption in transit, secure cloud hosting, role-based access controls, and support for two-factor authentication on user accounts. While we work hard to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain personal information for as long as necessary to provide the Platform, maintain an AMS Tenant's account, comply with our legal obligations, resolve disputes, and enforce our agreements. Where we act as a Data Processor, retention of End-User data is directed by the respective AMS Tenant. When data is no longer required, we take reasonable steps to delete or anonymize it.

9. International Data Transfers

Seamless AMS is operated from the United States, and our infrastructure and sub-processors may process data in the United States and other jurisdictions. If you access the Platform from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States, where data-protection laws may differ from those in your country. Where required, we rely on appropriate safeguards for such transfers.

10. US State & International Privacy Compliance

California Consumer Privacy Act (CCPA) Compliance

If you are a California resident, you have specific rights regarding your personal information under the CCPA:

• Right to Know & Access: You have the right to request the specific pieces of personal information we have collected about you over the past 12 months.
• Right to Delete: You have the right to request the deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out of Sale/Sharing: We do not sell or share your personal data for cross-context behavioral advertising.
• Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

General Data Protection Regulation (GDPR) Compliance

For individuals located within the European Economic Area (EEA) or the United Kingdom, we process personal data under the following legal bases of the GDPR:

• Performance of a Contract: Processing is necessary to fulfill our software commitments to our AMS Tenants.
• Legitimate Interests: To secure our platform, prevent fraud, and improve system performance.
• Your Rights: You have the right to access, rectify, erase, restrict, or object to the processing of your data, as well as the right to data portability. Where we act as a Data Processor, please direct these requests to your respective organization (the AMS Tenant).

11. Children's Privacy

The Platform is intended for use by organizations and their adult representatives. We do not knowingly collect personal information directly from children. Where an AMS Tenant collects information relating to minors through their programs, the Tenant is responsible for obtaining any required parental or guardian consent.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Effective Date" above and, where appropriate, provide additional notice. Your continued use of the Platform after an update constitutes acceptance of the revised policy.

13. Contact Us

For privacy-related inquiries, data deletion requests, or to exercise your rights, please contact us at: