Privacy Policy

Lewis County Elks Lodge #2883 (“Lodge,” “we,” “us,” or “our”), a chartered subordinate lodge of the Benevolent and Protective Order of Elks of the USA, is committed to protecting the privacy of its members and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit elks2883.com, use the member dashboard, make a payment or donation, or communicate with us by phone, email, or text message.

1. Information We Collect

Information you provide directly

• Membership registration: name, member number, postal address, mobile phone number, email address, date of birth, and (optionally) veteran status and military branch.
• Account creation: username, password (stored only as a one-way hash), and security preferences.
• Contact forms & inquiries: name, email, phone number, and message content.
• Donations and payments: name, billing address, email, and payment-card details. Full payment-card numbers are never stored on Lodge systems. They are transmitted directly to our PCI-DSS compliant payment processor, Stripe, Inc., which returns to us only a non-sensitive token and the last four digits of the card.
• Event registration: ticket-holder names and any dietary or accessibility notes you choose to share.
• Membership applications: the information required by the BPOE membership process.
• Opt-in contact sharing: if you choose to share your contact information with other members through the member dashboard, you do so voluntarily and may revoke that consent at any time.

Information collected automatically

• IP address, browser type, device identifiers, and pages visited via standard web-server logs and analytics tools.
• Cookies and similar technologies used to maintain your login session, remember your preferences, and improve site performance.

2. Mobile Messaging (SMS / MMS)

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.All categories of mobile-information sharing described in Section 5 below exclude text-messaging-originator opt-in data and consent; this information will not be shared with any third parties.

Program description

By providing your mobile number to Lewis County Elks Lodge #2883 — whether on the membership registration form, in your dashboard profile, on an event sign-up, or by texting one of our keywords — you expressly consent to receive recurring autodialed and automated text messages from the Lodge at the number provided. Consent to receive text messages is not a condition of joining the Lodge or purchasing any product or service.

Categories of messages you may receive

• Transactional / account-related: account verification codes, password resets, payment confirmations, dues reminders, event registration confirmations, and member-portal alerts.
• Lodge announcements: meeting reminders, event invitations, kitchen specials, newsletter availability notices, and emergency or weather-related alerts.

Message frequency

Frequency varies by message category. Most members receive approximately 2–8 messages per month; members who attend many events or hold lodge offices may receive more.

Message and data rates

Standard message and data rates from your wireless carrier may apply. The Lodge does not charge for any text message we send.

Opt-out and help

You may opt out of text messages at any time by replying STOP to any Lodge text. You will receive a one-time confirmation reply, and no further marketing or non-essential text messages will be sent to that number. To rejoin, reply START or UNSTOP. For help, reply HELP or contact us at info@elks2883.com or (931) 295-0404.

Carrier disclaimer

Carriers (including but not limited to AT&T, Verizon, T-Mobile, and Sprint) are not liable for delayed or undelivered messages.

3. How We Use Your Information

We use the information we collect to:

• Verify membership eligibility and manage your Lodge account.
• Send the SMS / MMS messages described in Section 2.
• Send email communications including newsletters, event announcements, dues notices, donation receipts, and administrative notices.
• Make phone calls for important Lodge business (e.g., officer elections, dues collection, emergencies).
• Process payments (event tickets, donations, annual dues) and maintain financial records required by our bylaws and applicable law.
• Generate tax-acknowledgement letters for donations where applicable.
• Facilitate secure member-to-member messaging through the dashboard. Your contact details are only visible to other members when you explicitly opt in.
• Maintain safety and security of Lodge facilities and digital systems.
• Comply with legal obligations and enforce Lodge rules.

4. Photography and Member Mentions

The Lodge occasionally photographs events and may post those images on this website, our social media accounts, or in newsletters. Members and guests may be identifiable in such photos. By attending Lodge events, you acknowledge this practice. If you wish to be excluded from published photographs, please notify the Lodge Secretary in writing.

Event recap posts may mention members by first name and last initial (e.g., “John D.”) when recognizing contributions or achievements. Full names will only be used with prior consent or where required by Lodge tradition (e.g., officer installation announcements).

5. How We Share Your Information

We do not sell or share your personal information, including mobile phone numbers, with third parties or affiliates for marketing or promotional purposes. We share information only as necessary to operate the Lodge, as follows:

• With our service providers, who process information on our behalf under written confidentiality and data-protection agreements:
  • Stripe, Inc. — payment processing for donations, event tickets, and dues. Stripe’s privacy practices: stripe.com/privacy.
  • Twilio, Inc. — SMS / MMS delivery for the messages described in Section 2. Twilio’s privacy practices: twilio.com/legal/privacy.
  • Resend, Inc. — transactional and announcement email delivery. Resend’s privacy practices: resend.com/legal/privacy-policy.
  • Supabase, Inc. — secure database, authentication, and file storage hosting.
  • Vercel, Inc. — application hosting and content delivery.
  • Intuit, Inc. (QuickBooks Online) — financial bookkeeping for processed payments.
• With the Benevolent and Protective Order of Elks (BPOE), Grand Lodge, and our State Association as required for membership reporting, per-capita reconciliation, and good-standing verification.
• When legally required by a court order, subpoena, or applicable law.
• To protect safety: if we believe disclosure is necessary to prevent harm to any person.

6. Payment-Card Data

All payment-card transactions are processed by Stripe, Inc., a Level 1 PCI-DSS certified payment processor. Card numbers, CVV codes, and full expiration dates are entered directly into Stripe’s secure forms and are never transmitted to or stored on Lodge servers. The Lodge stores only a Stripe customer and payment-method token, the cardholder name, the brand of card, and the last four digits — for reconciliation and customer-service purposes.

7. Data Retention

We retain member records for the duration of active membership and for a reasonable period thereafter in accordance with our bylaws and applicable Tennessee law. Financial records are retained for at least seven (7) years to satisfy tax and audit requirements. Aggregate analytics data may be retained indefinitely in a de-identified form. You may request deletion of your data by contacting us; certain records may be retained as required by law or for legitimate Lodge purposes.

8. Security

We use industry-standard technical and organizational measures — including TLS encryption in transit, encryption at rest, hashed passwords, role-based access controls, and audit logging — to protect your information. No method of transmission or storage is 100% secure; we encourage you to use a strong, unique password for your Lodge account and to enable any multi-factor authentication options we provide.

9. Your Choices and Rights

• SMS / MMS opt-out: Reply STOP to any Lodge text message at any time. Opting out stops future non-emergency texts; it does not delete past message history.
• Email opt-out: Use the unsubscribe link in any Lodge email or contact us directly. Note: certain administrative emails (password resets, payment receipts, dues invoices, and required Lodge notices) are necessary for account operation and cannot be opted out of while you remain a member.
• Access & correction: Log in to your dashboard to review and update your profile, or contact the Lodge Secretary.
• Contact sharing: Manage your opt-in status at any time from your dashboard settings.
• Data deletion: Submit a written request to the Lodge Secretary; we will respond within 30 days.
• California residents: The Lodge does not sell personal information; California residents may still exercise rights under the CCPA/CPRA by contacting us.

10. Children’s Privacy

This website is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has submitted personal information, please contact us so we can remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy with a revised effective date and, for material changes, notify members by email or SMS.

12. Contact Us

Questions or concerns about this Privacy Policy may be directed to: