Association Engine
Privacy Policy
This Privacy Policy explains how Association Engine collects, uses, discloses, stores, and protects personal information when you visit our website, use our platform, communicate with us, or otherwise interact with our products and services.
Last Updated: August 14, 2026
Association Engine is operated by Metrix Marketing (“Association Engine,” “we,” “us,” or “our”). This Privacy Policy applies to theassociationengine.com (the “Website”) and the software, applications, websites, portals, communications, managed services, and related products and services (collectively, the “Services”).
We are committed to protecting personal information and handling it responsibly in accordance with applicable privacy and data protection laws.
Association Engine provides Services to organizations and users in the United States, Canada, and other jurisdictions. Because privacy rights and requirements vary by location, certain provisions of this Privacy Policy apply only where required by applicable law. Metrix Marketing is a Canadian company based in British Columbia, Canada.
Depending on the circumstances, Association Engine may process personal information for its own business purposes or on behalf of customers that use our Services.
If you have questions about this Privacy Policy or our privacy practices, please contact us at privacy@theassociationengine.com.
1. Information We Collect
We collect personal information that you provide directly to us, information collected automatically when you use the Services, and information provided to us by customers or third parties in connection with the Services.
Personal Information You Provide
Personal information may include your name, email address, telephone number, organization, job title, mailing or business address, account credentials, profile information, billing information, communication preferences, and information you submit through forms, surveys, applications, registrations, support requests, demonstrations, or other interactions with us.
You may browse portions of our Website without providing personal information. Certain Services require us to collect information in order to create an account, provide requested functionality, process transactions, respond to inquiries, provide support, or otherwise fulfill your request.
Device and Usage Information
Communications
When you communicate with Association Engine, we may collect and retain information associated with those communications, including emails, SMS messages, chat communications, customer support requests, call information, and voicemail messages.
Where telephone calls or other communications are recorded or transcribed, we will provide notice or obtain consent where required by applicable law.
Payment Information
Payments made through the Services may be processed by third-party payment processors. Association Engine does not generally store complete payment card numbers or card security codes.
We may receive transaction information from payment processors, including your name, billing information, transaction amount, payment status, payment method, transaction identifier, and subscription or purchase history.
2. Customer Data and Our Role as a Service Provider
Association Engine provides technology and services to membership organizations and other customers that may use the Services to collect, store, manage, communicate with, or otherwise process information about their members, prospective members, event attendees, sponsors, donors, volunteers, board members, employees, vendors, and other individuals.
Information processed through the Services on behalf of a customer is referred to as “Customer Data.”
Customer Data may include contact information, membership records, applications, dues and renewal information, event registrations, education and credential records, communications, survey responses, sponsorship information, donation records, transaction information, community participation, and other information selected by the customer.
When Association Engine determines the purposes for which personal information is collected and used, such as information collected through our Website for sales, account administration, billing, support, security, or our own marketing activities, Association Engine is responsible for that processing under applicable privacy law.
When we process Customer Data on behalf of a customer and according to that customer’s instructions, the customer generally determines the purposes for which the information is collected and used, and Association Engine acts as its service provider or processor.
Customers are responsible for ensuring that they have the authority, consent, or other lawful basis required to collect and process Customer Data through the Services.
If your personal information has been provided to Association Engine by one of our customers, privacy requests concerning that information should generally be directed to the organization with which you have a relationship. We will assist customers with such requests as required by applicable law and our agreements with them.
3. How We Use Personal Information
We use personal information to provide, operate, maintain, secure, and improve the Services; create and administer accounts; authenticate users; process transactions; configure customer accounts; provide customer support and managed or professional services; respond to inquiries; communicate with customers and users; analyze the performance and use of the Services; develop and improve our products and services; prevent fraud, misuse, and security incidents; enforce our agreements; comply with legal obligations; and otherwise operate our business as permitted by applicable law.
We may also use personal information to send newsletters, product information, offers, and other marketing communications where permitted by law. You may withdraw consent to receive marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting us.
Where appropriate, we may aggregate or de-identify information so that it can no longer reasonably be associated with an identifiable individual. We may use such information for analytics, research, product improvement, reporting, and other lawful business purposes.
4. Artificial Intelligence and Automation
Certain Association Engine Services may incorporate artificial intelligence, machine learning, automated workflows, or third-party AI technologies to assist with communications, content creation, information organization, customer service, administrative tasks, analytics, and other functionality.
The information processed through these features depends on how the Services are configured and used. When AI or automated functionality processes Customer Data on behalf of a customer, Association Engine processes that information according to the customer’s instructions and the applicable agreement.
We may use third-party technology providers to support AI and automated functionality. Where personal information is processed by these providers on our behalf, we take reasonable measures to require appropriate confidentiality, privacy, and security protections.
Association Engine does not use automated decision-making to make decisions about individuals that produce legal or similarly significant effects unless such processing is specifically disclosed and permitted under applicable law.
5. Cookies, Analytics, and Advertising
We and our service providers may use cookies, pixels, tags, local storage, software development kits, and similar technologies to operate the Services, maintain user sessions and preferences, authenticate users, improve security, analyze website and platform usage, measure performance, and understand the effectiveness of our marketing.
We may use third-party analytics services, such as Google Analytics, to understand how visitors interact with our Website and Services.
Where permitted by applicable law, we may also use advertising and remarketing technologies provided by third parties, including Google and Meta, to measure advertising performance, understand campaign effectiveness, and deliver advertising that may be relevant to prospective customers.
Depending on applicable privacy law, certain advertising activities may constitute “selling,” “sharing,” or “targeted advertising” even where personal information is not exchanged for money. Where required, we provide appropriate consent or opt-out mechanisms.
Most browsers allow you to manage or disable cookies. Disabling certain cookies may affect the availability or functionality of portions of the Services.
Please see our Cookie Policy for additional information regarding our use of cookies and similar technologies.
6. How We Disclose Information
We may disclose personal information to service providers and subprocessors that perform services on our behalf, including providers of hosting, cloud infrastructure, data storage, payment processing, email and SMS delivery, telecommunications, analytics, authentication, customer support, security, software development, artificial intelligence, automation, advertising, marketing, and professional services.
These providers are permitted to process personal information only for authorized purposes and are subject to contractual, confidentiality, privacy, and security requirements as appropriate.
Customers may choose to connect Association Engine with third-party applications or services. When a customer enables an integration, information may be exchanged with the applicable third party according to the customer’s instructions. Third-party services are governed by their own privacy practices and terms.
We may also disclose personal information where reasonably necessary to comply with applicable law or lawful legal process; respond to requests from courts, regulators, law enforcement, or other public authorities; investigate suspected fraud or unlawful activity; protect the rights, property, security, or safety of Association Engine, our customers, users, or others; enforce our agreements; or establish, exercise, or defend legal claims.
Personal information may also be disclosed or transferred as part of a proposed or completed merger, acquisition, financing, restructuring, sale of assets, corporate reorganization, or similar business transaction, subject to applicable legal requirements.
7. Sale and Sharing of Personal Information
Association Engine does not sell personal information for monetary compensation.
Certain advertising and analytics technologies may involve disclosures that are considered a “sale,” “sharing,” or use for “targeted advertising” under certain U.S. privacy laws. Where those laws apply, eligible individuals may exercise applicable opt-out rights through the privacy controls provided on our Website or by contacting us.
We do not knowingly sell or share personal information relating to children for targeted advertising.
8. International and Cross-Border Processing
Association Engine and our service providers may process personal information in the United States, Canada, and other countries in which we or our service providers operate.
As a result, personal information may be transferred to or processed in a jurisdiction other than the jurisdiction where you reside. Information processed in another jurisdiction may be subject to that jurisdiction’s laws and may be accessible to courts, law enforcement, national security authorities, or other governmental authorities as permitted by applicable law.
Where required by applicable law, Association Engine uses appropriate contractual or other safeguards for international transfers of personal information.
9. Data Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, maintain our relationship with customers and users, comply with legal, accounting, tax, regulatory, or contractual obligations, resolve disputes, prevent fraud, enforce agreements, establish or defend legal claims, and maintain appropriate business records.
Customer Data is retained in accordance with our agreements with customers, customer instructions, and applicable legal requirements.
When personal information is no longer required, we take reasonable measures to delete, destroy, anonymize, or de-identify it. Information may remain in backup or disaster recovery systems for a limited period in accordance with our standard retention processes.
10. Privacy and Security
We maintain reasonable administrative, technical, physical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, loss, theft, misuse, alteration, or destruction.
The safeguards used depend on the nature and sensitivity of the information and may include access controls, authentication measures, encryption where appropriate, monitoring, confidentiality obligations, backups, and security procedures.
No method of electronic transmission or storage can be guaranteed to be completely secure. If we become aware of a privacy or security incident involving personal information, we will investigate and provide any notifications required by applicable law.
11. Marketing, Email, and SMS Communications
We may send marketing and promotional communications where permitted by applicable law. You may unsubscribe from marketing emails using the unsubscribe mechanism included in the message. Unsubscribing from marketing communications will not prevent us from sending transactional, administrative, account, security, or service-related communications.
If you consent to receive SMS marketing communications directly from Association Engine, you may withdraw your consent at any time by following the instructions provided in the message, including by replying STOP where supported. You may reply HELP for assistance where supported. Message and data rates may apply.
Association Engine customers may independently use the Services to communicate with their members, customers, or other contacts. Those communications are sent on behalf of the applicable customer. Customers are responsible for obtaining required consent and complying with applicable privacy, telecommunications, electronic messaging, and marketing laws.
12. Children's Privacy
The Association Engine Website and Services are intended primarily for organizations and their authorized users and are not directed to children under 13.
We do not knowingly collect personal information directly from children under 13 through our Website for marketing or account creation purposes without appropriate authorization.
Our customers may operate organizations, programs, events, educational services, or membership programs involving minors. Where a customer uses Association Engine to process personal information relating to minors, the customer is responsible for obtaining any consent or authorization required by applicable law.
If you believe personal information relating to a child has been collected inappropriately, please contact us.
13. Your Privacy Rights
Depending on your location and applicable law, you may have rights regarding your personal information. These may include rights to request access to personal information, correct inaccurate information, request deletion, obtain information concerning how information has been used or disclosed, withdraw consent, restrict or object to certain processing, obtain certain information in a portable format, and opt out of qualifying sales, sharing, profiling, or targeted advertising.
These rights are subject to applicable limitations, exceptions, and exemptions.
We may take reasonable steps to verify your identity before processing a privacy request. Authorized agents may submit requests on behalf of individuals where permitted by law, subject to verification of their authority.
Where Association Engine processes Customer Data solely on behalf of a customer, we may refer your request to that customer or assist the customer in responding.
14. Additional Information for U.S. Residents
Residents of certain U.S. states may have additional rights under applicable comprehensive state privacy laws, including laws in California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia, and other states that may enact applicable privacy legislation.
Depending on your state of residence and whether the applicable law applies to Association Engine, you may have the right to confirm whether we process your personal information; access, correct, or delete certain personal information; obtain a portable copy of certain information; opt out of targeted advertising, qualifying sales or sharing, or certain profiling; and appeal certain decisions concerning privacy requests.
California Privacy Rights
Where the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA”), applies, California residents may have rights to know and access personal information, request correction or deletion, receive information regarding categories of personal information collected and disclosed, obtain certain information in a portable format, and opt out of qualifying sales or sharing.
For purposes of the CCPA, depending on how you interact with the Services, we may collect categories of personal information including identifiers, commercial information, internet or other electronic network activity, professional or employment-related information, geolocation information, audio or electronic information, and inferences derived from other information.
We may disclose these categories of information to service providers, contractors, analytics providers, advertising and marketing providers, payment processors, technology providers, professional advisers, government authorities, and other parties as described in this Privacy Policy.
We do not sell personal information for monetary compensation. Our use of certain advertising technologies may constitute “sharing” under California law. Where applicable, California residents may opt out of qualifying sales or sharing using the privacy controls available on our Website or a legally recognized opt-out preference signal.
We do not use or disclose sensitive personal information for purposes requiring a right to limit under the CCPA unless we provide the legally required notice and means to exercise that right.
Opt-Out Preference Signals
Appeals and Non-Discrimination
Where applicable law provides a right to appeal a decision regarding a privacy request, you may submit an appeal using the contact information provided below.
We will not unlawfully discriminate against you for exercising privacy rights granted by applicable law.
15. Additional Information for Canadian Residents
Where Canadian privacy law applies, Association Engine handles personal information in accordance with applicable federal and provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and the Personal Information Protection Act (British Columbia) (“BC PIPA”), as applicable.
You may have the right to request access to personal information under our control, obtain information concerning its use and disclosure, challenge its accuracy or completeness, request correction, and withdraw consent subject to applicable legal or contractual restrictions.
Association Engine has designated a Privacy Officer responsible for overseeing our privacy practices and responding to privacy inquiries and complaints.
If you are dissatisfied with our response, you may have the right to submit a complaint to the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or another applicable Canadian privacy authority.
16. Additional Information for EEA, UK, and Swiss Residents
Where the European Union General Data Protection Regulation (“GDPR”), UK General Data Protection Regulation (“UK GDPR”), or applicable Swiss data protection law applies, Association Engine processes personal data under an appropriate legal basis, which may include consent, performance of a contract, compliance with a legal obligation, or legitimate interests where those interests are not overridden by your rights and interests.
Our legitimate interests may include operating, securing, maintaining, and improving the Services; preventing fraud; managing customer relationships; responding to inquiries; and marketing our Services where permitted by law.
Subject to applicable law, you may have rights to access, correct, erase, restrict, or receive certain personal data; object to certain processing, including direct marketing; withdraw consent; and lodge a complaint with an applicable supervisory authority.
Where Association Engine processes Customer Data as a processor on behalf of a customer, requests concerning that information should generally be directed to the applicable customer.
Where required for transfers of personal data to countries that have not been recognized as providing an adequate level of protection, Association Engine will use an appropriate transfer mechanism permitted by applicable law.
17. Exercising Your Privacy Rights
You may submit a privacy request, inquiry, or complaint by contacting our Privacy Officer at privacy@theassociationengine.com.
Please provide sufficient information for us to understand and respond to your request. We may request additional information reasonably necessary to verify your identity or authority to make the request and protect personal information from unauthorized disclosure.
We will respond within the timeframe required by applicable law. If we deny a request, we will provide any explanation or appeal information required by applicable law.
18. Third-Party Services
The Services may contain links to or integrations with websites, applications, platforms, or services operated by third parties. Association Engine does not control and is not responsible for the independent privacy practices of those third parties.
We encourage you to review the privacy policies and terms applicable to third-party services before providing information to them or enabling an integration.
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our Services, privacy practices, technologies, legal requirements, or business operations.
When we update this Privacy Policy, we will revise the Last Updated date at the top of this page. Where required by applicable law, we will provide additional notice or obtain consent before materially changing how personal information is collected, used, or disclosed.