Privacy Policy

Quadratic Financial, a service of Quadratic Digital LLC ("we," "us"), provides billing and membership services on behalf of the clubs, studios, churches, and other organizations you belong to or transact with (each, an "Organization"). This policy describes how we collect, use, store, protect, and share personal information when you use our applications: the member portal, the client (Organization) portal, and our public web pages for signup, donations, event tickets, and invoice payment (together, the "Services").

It also covers this website, quadratic-financial.com (the "Site"), including our free-billing-review and contact forms, our support-ticket form, and our website assistant. Where something applies only to the Site or only to the Services, we say so.

Quadratic Digital LLC's corporate website has its own policy at quadratic-digital.com/privacy.

1. Information we collect

• Information you or your Organization provide. Name, postal address, email address, phone numbers, date of birth, membership or contract details, and emergency-contact information. Where an Organization enrolls you (for example, a gym entering a membership agreement), it may provide this information on your behalf. For members under 18, this information is provided by a parent or guardian.
• Payment card information. Card payments are processed by our payment gateway (Authorize.Net, a Visa company). Card numbers are captured by the gateway's own tokenization directly in your browser — full card numbers never reach our servers — and we store only a gateway token, the card brand, and the last four digits.
• Bank account information. Where the Services offer bank account connection, we use Plaid Inc. to link accounts. Plaid collects your bank credentials directly — we never see or store your online banking username or password. We receive and store, in encrypted form, account and routing details and the tokens needed to provide the service. Plaid's own collection and use of your information is governed by the Plaid End User Privacy Policy.
• Attendance and facility access. For Organizations that use our check-in features: visit records, membership barcode, and, where the Organization uses them, a member photo.
• Communications. Records of your calls, voicemails (including transcriptions), messages, and support tickets with us or your Organization's staff.
• Information you submit through the Site. When you request a free billing review, submit a support ticket, or chat with our website assistant, we collect what you provide — typically your name, organization or business name, email address, phone number, business type, and the contents of your message.
• Sign-in and security data. Credentials for your account, including passkeys if you enroll them, one-time codes, and sign-in history.
• Technical data. IP address, browser type, referring site, and pages viewed, used for security and operations. On the Site this includes information collected through cookies and similar technologies — see Section 9.

2. How we use information

• To provide the Services: billing and collecting recurring dues and other amounts you owe your Organization, processing donations and ticket purchases, managing memberships, and facility check-in.
• To communicate with you about your account, payments, and receipts.
• To respond to inquiries submitted through the Site, provide a billing review, and follow up about our services.
• To secure the Services and the Site: authentication, fraud, spam, and abuse detection, and audit records.
• To comply with legal obligations, including payment-network rules and financial recordkeeping.
• With your consent, where the law or our agreements require it — for example, bank account connections are made only after you expressly authorize them.

We do not sell personal information. We do not use your information for third-party advertising.

3. How we share information

• With your Organization. The Organization you belong to can see your membership, billing, attendance, and communication records relating to it. The Organization is responsible for its own use of that information.
• Service providers. Plaid (bank account connectivity), Authorize.Net (card processing), Amazon Web Services (hosting, infrastructure, storage, and email delivery), and Google (reCAPTCHA spam protection and Google Analytics on the Site, subject to Google's Privacy Policy and Terms). Each receives only what it needs to perform its function.
• Legal. When required by law, subpoena, or to protect the rights, safety, and property of our users, the Organizations, or us.
• Business transfers. If we are involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction under this policy's protections.

4. Data security

Personal information is encrypted in transit (TLS) and at rest. Bank account details and connection tokens are additionally encrypted at the field level using managed hardware-backed keys (AWS KMS). Access is restricted on a need-to-know basis and logged. Our practices are governed by our Information Security Policy, which is reviewed at least annually.

5. Data retention and deletion

We retain personal information as long as needed to provide the Services and to meet contractual, legal, and financial-recordkeeping obligations, consistent with our Information Security Policy. Specific practices include:

• Bank connections. When a bank account is disconnected or a connection is revoked, we delete the stored connection credentials and instruct Plaid to remove the connection. Deletion is logged for audit.
• Payment card data. We never hold full card numbers; gateway tokens are removed when a payment method is deleted, subject to records required for completed transactions.
• Media disposal. Electronic media disposal follows NIST SP 800-88 (cryptographic erasure or destruction).

6. Your rights and choices

You may request access to, correction of, or deletion of your personal information by contacting us (Section 11) or your Organization. We will honor requests subject to legal and contractual retention obligations (for example, records of completed payments). You may disconnect a linked bank account at any time in the Services; you may also manage Plaid connections at my.plaid.com.

Residents of certain states may have additional rights under applicable state privacy laws; we honor such requests as required by the law that applies to you.

7. Children

The Services are not directed to children. Organizations may enroll minors (for example, youth martial-arts programs); in those cases the account and its information are provided and managed by a parent or guardian, and we use the minor's information only to provide the Services.

8. The website assistant (Nova)

Our AI assistant on the Site answers questions from a fixed knowledge base and can pass your details to our sales team when you ask to be contacted. Conversation content you share may be stored so we can follow up with you. Do not share account credentials, payment card numbers, or bank account details in the chat.

9. Cookies and analytics on the Site

The Site uses cookies and similar technologies for two purposes: Google Analytics, to understand which pages are viewed and how visitors reach us, and Google reCAPTCHA, to protect our forms from automated abuse. We do not use them for third-party advertising, and we do not sell the data they generate. Most browsers let you block or delete cookies; the Site remains usable if you do, though form submission may be affected where reCAPTCHA is required.

10. Changes to this policy

We will post changes here and update the effective date. Material changes will be communicated through the Services or by email.

11. Contact

Quadratic Financial (Quadratic Digital LLC)
100 Old York Rd, New Cumberland, PA 17070

Questions about this policy? Email support@quadratic-financial.com or call 1-844-816-7346.