How we handle membership data

In short

Membership data you upload or enter is used only to issue digital cards, run check-in, send staff-controlled email, and operate your desk. It is not sold, rented, or used for advertising. When you leave, your membership file remains yours to export.

Who we are

Stoa is operated by xStudioWorks LLC. Contact: cards@xstudioworks.com.

Data we process

• Organization data — name, branding, logo, invite copy, staff accounts.
• Membership data — names, emails, member IDs, levels, expiry, visit logs as needed for the product.
• Staff accounts — name, email, role, optional personal PIN hash for desk unlock.
• Operational logs — send history, check-in events, operator audit actions.

How we use it

To provide the service you contracted for: digital cards, email invites and broadcasts, door check-in, and staff administration. We use a small, named set of subprocessors, each only for what the product needs: Vercel (application hosting), Supabase (database hosting), SendGrid (email delivery), and Apple and Google (wallet passes, only for members who add the card to a wallet).

We run no third-party trackers, analytics scripts, or ad pixels. Pages load fonts and images from our own domain — the only exception is your organization’s logo if you host it elsewhere.

What we do not do

• Sell or rent membership lists
• Use membership data for advertising or third-party marketing
• Require members to create a public social profile

Retention

Data is retained while your organization is an active client and for a reasonable period afterward as needed for security, billing, or legal obligations. You may request export of your membership file from the desk. Soft-deactivated members and organizations remain in the system until you or we remove them under your agreement.

Security

Access to client desks is limited to invited staff and operators. Staff may unlock with a personal PIN or signed-in session. Operator access requires multi-factor authentication. Transmission uses HTTPS.

Your rights

Organization admins control their membership roll and staff list. Members who contact us about their individual data will be directed to their organization where appropriate. Questions: cards@xstudioworks.com.

Changes

We may update this page as the product evolves. Material changes will be reflected by the date above.