Privacy Policy

Effective June 2026 · Last updated June 2026

1. Introduction

Order of Mithras, Inc. ("the Organization," "we," "us," or "our") operates the Mithras Mobile application ("the App") and the website located at orderofmithras.com ("the Site"). This Privacy Policy explains how we collect, use, store, and protect personal information provided by members and visitors in connection with the App and Site.

By using the App or Site, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, do not use the App or Site.

This policy applies to all current and former members of the Order of Mithras who have created an account, as well as to any visitors of orderofmithras.com.

2. Information We Collect

2.1 Information Provided Directly by Members

When your account is created (by the Secretary using imported membership records) or when you update your profile, we collect:

Identity information: title, first name, middle name, last name, suffix
Date of birth (used to verify age eligibility for membership and guest submissions)
Contact information: street address, city, state, ZIP code, cell phone number, home phone number, email address
Membership information: member number, date of initiation, years of service, membership type (Active, Life Member), past officer or distinction designations (Past King, Past President)
Employment information: employer name and business address (used to establish Biloxi membership eligibility)
Spouse/partner name (first and last name, as provided to the Organization)
Profile photo (if voluntarily uploaded)
Guest submissions: names, dates of birth, and contact information for guests submitted for the annual ball
Nomination submissions: names, addresses, dates of birth, and supporting information for membership nominees
Communications: messages or requests submitted through the App or to secretary@orderofmithras.com

2.2 Financial Information

We collect records related to dues payments and transactions, including:

Dues charges, payment amounts, dates, and running balances
PayPal transaction identifiers (we do not store full payment card numbers or bank account details — these are processed entirely by PayPal)
Manually recorded payment notes entered by the Treasurer
Male guest fees paid in connection with annual ball submissions

2.3 Information Collected Automatically

When you use the App or visit the Site, we and our service providers may automatically collect:

Device information: device type, operating system version, unique device identifiers
Usage information: screens visited, features used, session duration, app version
Authentication tokens: session tokens used to keep you signed in between app launches
IP address: collected by Firebase when you connect to our backend services
Crash and performance data: error logs and performance metrics collected by Firebase to help us identify and fix issues
Cookies and similar technologies: session cookies used on the Site for authentication; see the Cookie Policy for details

2.4 Communications Preferences

We record whether you have opted in to:

SMS notifications (opt-in timestamp and method stored)
Push notifications (managed through device-level settings)

3. How We Use Your Information

We use the information we collect for the following purposes:

Membership administration: maintaining accurate membership records, managing membership status, processing dues, and communicating with members about their accounts
Communications: sending club announcements, event reminders, dues notices, and other organizational communications through the App (push notifications), SMS, and email
Directory services: populating the member directory visible to authenticated members within the App
Event management: organizing annual ball guest lists, managing calendar events
Nominations: processing membership nomination submissions and managing the eligibility review process
Payments: processing and recording annual dues payments and guest fees through PayPal
Security: verifying member identity, preventing unauthorized access, and maintaining audit logs
App improvement: analyzing usage patterns and crash reports to improve the App's performance and reliability
Legal compliance: maintaining records as required by the Organization's bylaws and applicable law

We do not use your information for advertising, marketing to non-members, or any purpose unrelated to the administration of the Order of Mithras.

4. How We Share Your Information

4.1 Within the Organization

Your information is accessible within the App based on your role:

All authenticated members can see your name, phone number(s), email address, membership type, and spouse name in the Member Directory, subject to any opt-out preferences you have set
Secretary has access to your full member record for administrative purposes
Treasurer has access to your dues account and payment history
Officers (President, Vice-President, Secretary, Treasurer) have access to all member records for organizational administration

4.2 Third-Party Service Providers

We share information with the following service providers who process data on our behalf. Each provider is subject to its own privacy and security standards:

Provider	Purpose	Privacy Reference
Google Firebase (Google LLC)	Authentication, database, file storage, push notifications, analytics	firebase.google.com/support/privacy
PayPal, Inc.	Dues payment processing and guest fee collection	paypal.com/privacy
Twilio Inc.	SMS delivery for member notifications	twilio.com/legal/privacy
Expo (Expo Technology, Inc.)	Push notification delivery infrastructure	expo.dev/privacy
Cloudflare, Inc.	DNS, CDN, and web infrastructure for orderofmithras.com	cloudflare.com/privacypolicy

We do not sell, rent, or share your personal information with any third party for marketing or commercial purposes.

4.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of the Organization, its members, or others.

4.4 Organizational Succession

In the event of a change in the Organization's leadership structure or legal status, member information may be transferred to successor officers consistent with the bylaws of the Order of Mithras.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy:

Active members: your record is retained for the duration of your membership
Resigned members: your record is retained for seven (7) years following resignation to maintain historical membership records consistent with organizational history
Deceased members: your record is retained indefinitely in an archived state to preserve the Organization's historical records; your contact information is removed from the active member directory
Financial records: dues payment history and transaction records are retained for seven (7) years to support organizational financial record-keeping
Guest submissions: guest records associated with a specific ball year are retained for three (3) years following that ball year
Nomination records: nomination submissions are retained for three (3) years following the ball year for which the nomination was submitted
SMS opt-in records: retained for five (5) years to document carrier compliance
Inactive accounts (never completed activation): deleted after twelve (12) months of inactivity

Retained records for resigned or deceased members are maintained in a restricted administrative state and are not visible through the active member directory or App.

6. Data Security

We take reasonable technical and organizational measures to protect your personal information, including:

Firebase Authentication for secure sign-in and session management
Firestore security rules that enforce role-based access controls (members cannot access other members' financial data; only authorized officers can access administrative functions)
Firebase Storage security rules restricting photo access to authenticated members
HTTPS/TLS encryption for all data in transit
Passwords are never stored in plaintext; Firebase Authentication manages credential storage

No method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

7. Your Rights and Choices

7.1 Access and Correction

Members may view their own profile information within the App at any time. To request correction of information you cannot edit yourself (such as your name or member number), contact the Secretary at secretary@orderofmithras.com.

7.2 Profile Updates

Members may submit updates to certain fields (phone, email, address, employer, spouse name) directly through the App. Updates are subject to Secretary review and approval before taking effect on the official record.

7.3 SMS Opt-Out

Members may opt out of SMS notifications at any time by replying STOP to any SMS message or by disabling the SMS toggle in the App's Notification Preferences screen.

7.4 Push Notification Control

Push notifications can be managed through your device's operating system notification settings. Disabling push notifications does not affect your account or membership status.

7.5 Directory Opt-Out

Members may opt out of displaying specific contact fields in the Member Directory through the App's profile settings. The Secretary may retain full access to your contact information for administrative purposes regardless of directory opt-out settings.

7.6 Account Deactivation

Membership termination (by resignation or other means) results in deactivation of your App account. To request data deletion following account deactivation, contact secretary@orderofmithras.com. Requests will be evaluated against the retention schedule in Section 5.

8. Push Notifications

The App uses Firebase Cloud Messaging (via Expo Notifications) to deliver push notifications to your device. Push notifications may include club announcements, event reminders, and dues notices. You may disable push notifications at any time through your device settings. Notification history remains accessible within the App regardless of your device-level notification settings.

9. Children's Privacy

The Order of Mithras requires all members to be at least 21 years of age prior to the annual ball. The App and Site are intended exclusively for adults. We do not knowingly collect personal information from individuals under 21 years of age. If we become aware that we have inadvertently collected information from a person under 21, we will take prompt steps to delete that information.

10. California and Other State Privacy Rights

Membership in the Order of Mithras requires primary residency or primary employment within the corporate limits of the City of Biloxi, Mississippi. The App is not directed at residents of California or other states with specific consumer privacy regulations. If you believe a state privacy law applies to your use of the App, please contact secretary@orderofmithras.com and we will respond in good faith.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify members through the App and update the "Last Updated" date at the top of this document. Continued use of the App or Site after notification of changes constitutes acceptance of the updated policy.

12. Contact

For questions, concerns, or requests related to this Privacy Policy, contact:

Order of Mithras, Inc. Biloxi, Mississippi secretary@orderofmithras.com orderofmithras.com

This Privacy Policy is governed by the laws of the State of Mississippi.