Privacy Policy

Effective and last updated: October 23, 2026

This policy explains what personal information the Cigars With Care, Inc. member portal ("the portal") collects, how it is used and shared, and the choices you have. Cigars With Care, Inc. operates the portal for its affiliations, Bro Phi Bro and Sis Phi Sis, and their chapters ("we," "us"). The portal is for adult members and is not directed to children under 13.

Information we collect

Account and membership details: name, email, password (stored only as a one-way hash), phone, date of birth, affiliation, chapter, membership status, leadership roles and terms, initiation date, and member ID.
Profile photo: an image you or an administrator uploads. We crop and re-save it, which removes hidden camera data such as location.
Emergency contact and leadership notes: stored encrypted. Leadership notes about members are visible only to authorized officers and administrators.
Activity records: service hours, event registrations, guests, check-in, signed waivers (typed name, time, and IP address), policy acknowledgments, awards, and committee or officer history.
Voting: we record that you voted. On anonymous ballots your choice is not linked to your identity; on named ballots it is.
Chapter finance records: receipts you upload with a reimbursement request and chapter ledger entries, visible only to the requester, treasurers, and administrators. Scholarship and hardship records are visible only to authorized officers.
Payments: dues, fees, donations, payment plans, and receipts. Card payments are handled by Stripe; we do not receive or store your card number.
Communications: messages and announcements we send you, and the notification settings of your device if you enable push.
Membership changes: changes of status (for example active to inactive) and, if an administrator records one, the reason, used for aggregate retention statistics.
Conduct records: confidential incident, warning, suspension, and reinstatement records, visible only to organization administrators.
Security logs: sign-ins, failed attempts, IP addresses, and administrator actions, kept in an audit log.
Connected social accounts: if you connect Facebook, X (Twitter), TikTok, or LinkedIn, we store only that provider's account ID and your public display name so you can sign in. We never post to your accounts.

How we use it

To run your membership: verify your identity, manage chapters and officers, process dues and payments, run events, votes, and elections, send notices and reminders, record service, keep required records, provide digital membership cards and wallet passes, protect the portal's security, and meet legal and organizational obligations. We do not sell your personal information and do not use it for advertising.

Who can see your information

Other members: signed-in members can see your name, profile photo and email address in the member directory, and can tag you in event photos. You choose whether your phone number is shown. Your chapter may show your birthday (not your age) and initiation anniversary on its dashboard.
Chapter officers: member records for their own chapter. National leadership and administrators: records across the organization. Conduct records are limited to administrators.

Favorite sticks

If you use My Favorite Sticks, we store up to three cigars you pick from our catalog, in your order. They show on your profile and, next to your name in the member directory. Staff can see them. If you ask for a cigar to be added, we keep your request and name for review.

Mentoring, surveys, photos, referrals and shop

If you join the mentoring program, your interests and availability are visible to other members of your affiliation, and mentors and mentees can see the check-in notes they share. Survey answers are linked to you unless the survey is marked anonymous. Event photos are shown only to signed-in members, may be removed at your request, and you control whether others can tag you in your profile. If you were referred by a member, that member and officers can see that connection. If you use the partner venue map, your location is read by your browser only to sort venues by distance and is not sent to or stored by us. Shop orders (items, shipping address and payment status) are kept for fulfillment and record keeping; card details are handled by Stripe and never stored by us.

Member vendors and people who buy from them

What vendors share. A member who opens a shop chooses what appears in their shop: shop name, description, product photos and prices, a contact method, and the payment accounts they accept (such as a Venmo name or a payment link). This is shown to signed-in members.

What a vendor receives when you order. When you place an order with a vendor, the vendor receives your name, your email address, and the order details and note you enter, so they can confirm payment and arrange pickup or delivery. The vendor is a separate seller, not part of Cigars With Care, Inc. What a vendor does with your information after that is the vendor's own responsibility, and the vendor is expected to use it only for your order.

Payments are not made through us. When you pay a vendor, you send payment through a third-party service such as Venmo, PayPal, Square or Cash App, under that service's own terms and privacy policy. Cigars With Care, Inc. does not receive or store your card, bank or payment-app details for vendor sales. This is different from the organization's own shop, where card payments are handled by Stripe.

What we keep. We keep a record of vendor orders (the product, amount, payment method chosen, status and dates) and of the flat contributions vendors give to the organization, for record keeping, resolving problems, and following our rules for vendors.

Service providers

We share only what is needed with the services that help us run the portal: Stripe (payments), OneSignal (push notifications, if you enable them), Apple Wallet and Google Wallet (if you add your card: name, affiliation, chapter, member ID, and for Google your photo through a private link), the social sign-in providers you choose to connect, and our web hosting and email delivery providers. These providers handle data under their own privacy policies. We may also disclose information when required by law or to protect safety and rights.

Cookies

The portal uses a session cookie that keeps you signed in and protects forms. It is essential and is not used for advertising or tracking. If you enable push notifications, OneSignal stores an identifier in your browser for that purpose.

Security and retention

We protect data with HTTPS, hashed passwords, encryption of sensitive fields, two-factor sign-in for administrators, access limits by role, and audit logs. No system is perfectly secure. We keep information while you are a member and afterward as needed for membership, financial, tax, legal, and safety records, then delete or anonymize it when it is no longer needed.

Your choices

Update your details, photo and phone visibility on your Profile page.
Disconnect social accounts and manage push notifications from your Profile and browser settings.
Opt out of the newsletter (including the weekly summary) on your Profile or with the unsubscribe link in any newsletter. We still send essential messages such as password resets, receipts, payment reminders, and reminders for events you registered for.
Ask us to access or correct your information, or to delete it, as described below.

Requesting access or deletion of your data

To see, correct, export, or delete your information, contact privacy@cigarswithcare.com and include your name and member ID. We will verify your identity first. If you sign in with a social account, deleting your portal data also removes the stored link to that account. Some records, such as payment, voting, and conduct records, may need to be kept or anonymized rather than deleted, as required by law or our bylaws. Disconnecting from a social provider's own settings does not delete your portal account.

Chapter pages

A chapter may choose to share a public page. If it does, visitors can see what the chapter chose to publish: a welcome message, meeting information, a contact address, upcoming events, posts marked public and, if the chapter allows it, the names and offices of its current officers. Nothing else from your profile is shown. Ask your chapter officers if you would like your name removed.

Changes and contact

We will post updates here and change the date above. Questions about this policy: contact privacy@cigarswithcare.com.