Privacy Policy
Effective date:
This policy explains what information Groupies collects, how we use it, who can see it, and the choices you have. We’ve kept it short and in plain language.
Who we are
Groupies is a shared calendar and event signup tool for community groups. It works on the web at groupi.es and inside Slack and Discord. Groupies is operated by Athlonaut LLC (“Athlonaut”, “we”, “us”).
In this policy, a “group” means the people using Groupies together, such as a club or a guild, usually connected to a Slack workspace or a Discord server.
Athlonaut LLC is an Arizona company. Its address is 4539 N 22nd St Ste N, Phoenix, AZ 85016, USA.
What we collect
What we hold depends on how you use Groupies.
- From Slack. When you use Groupies in a Slack workspace, Slack gives us your Slack user and workspace IDs, your display name, your profile picture, and whether you’re a workspace admin. We read your Slack time zone to show times correctly, but we don’t store it. The Groupies app in your workspace doesn’t receive email addresses.
- From Discord. When you use a /groupies command or press one of its buttons, Discord gives us your Discord user ID, username, display name or server nickname, avatar, the server’s ID, and the roles you hold in that server. We use your roles to keep role-linked circles up to date, and may look them up again when you use Groupies on the web.
- From your web account. Signing in on the web is handled by Clerk. When you create an account or sign in, Clerk shares your profile with us: your name, username, email address, phone number if you’ve added one, profile picture, and the accounts you’ve connected for sign-in, such as Slack or Discord. We keep a copy, along with when you last signed in and the language you use the site in.
- What you add. Events you create (titles, descriptions, locations and times), the slots you sign up for, your Maybe and Can’t go replies, the notes you add, the time zone you pick, the groups, circles and calendars you belong to or manage, and your role in each group.
- Workspace details. When a group connects Slack, we store the workspace’s ID and name and the Groupies bot’s access token, which is encrypted. When a group connects Discord, we store the server’s ID and name.
- Calendar links. If you ask for a calendar subscription link, we create a private token for it and record when it was last used.
- Payments. If your group uses paid events: the payment handles you choose to save (Venmo, PayPal.me, Cash App or Zelle) and whether a payment has been marked as sent. For card payments through Stripe, we keep Stripe’s reference IDs, the amount, fee, currency and status, and any refund. We never see or store your card number.
- Guest RSVPs. If you RSVP to a public invite without an account, we keep the name and email address you give, your answer, any plus-ones and whether you’ve checked in. We use them to send you updates about that event. They’re deleted when the event is deleted, or sooner if you ask.
- Contact form. Your name, email address and message.
- Technical information. When something goes wrong, we record an error report, which can include the page or action involved, your browser type and your Groupies user ID. Our analytics count page views (see “Cookies and similar technologies”).
How we use it
We use this information only to run Groupies:
- to show events, slots and who’s coming to the people allowed to see them, in Slack, in Discord, on the web and in calendar apps;
- to post and update event cards, and to send the direct messages Groupies sends, such as a reminder before an event you’re signed up for, a nudge about an event you haven’t answered or paid for, a calendar link you asked for, or a note when a manager adds or removes you;
- to recognize you across Slack, Discord and the web, so your groups and signups follow you. We link these accounts only when Clerk has verified that you control the Slack or Discord account, never by matching names or email addresses;
- to show times in your time zone and pages in your language;
- to take payments for paid events and handle refunds;
- to answer you when you contact us;
- to keep Groupies secure and working: fixing errors, limiting abuse, and seeing which pages are used.
What we don’t do
- We don’t sell your personal information, and we don’t share it for advertising.
- Groupies shows no ads and contains no advertising trackers.
- The Groupies Slack app doesn’t keep or act on your conversations. Slack sends it messages in channels it’s in, so that, for groups with Event photos, photos replied in the thread of one of its own event cards go to that event’s gallery; it ignores every other message and stores none of them. It can’t read direct messages. Otherwise the only messages it reads are ones you pick with the Make a Groupies event or Add to event photos shortcuts.
- The Groupies Discord bot never reads your server’s messages on its own. It only posts its own event cards and edits them as people sign up. It doesn’t connect to Discord’s live event stream or request Message Content access, and hears from Discord only when someone uses a Groupies command or presses one of its buttons. The only message it sees is one you pick with Add to event photos, whose photos go to the event’s gallery.
- We don’t ask Slack or Discord for your whole workspace’s or server’s member list. In Slack, Groupies reads a channel’s member list only to count who hasn’t replied to an event posted there, or to decide who can see a calendar shared with that channel.
What others in your group can see
Groupies is built for sharing within a group, so other people can see some of your information.
- Your profile. Members of a group you’re in can see your name, picture and username, your role, when you joined, which platforms you use Groupies on (never your account IDs), whether you have a web account, your circles, and the calendars you manage.
- Email address and last sign-in. Only group admins can see these, and only if you have a web account.
- Signups, replies and notes. Anyone who can see an event’s calendar can see who signed up, who said Maybe or Can’t go, and their notes. Each calendar sets who can see it: anyone with its link, all group members, chosen circles, only its creator and the people they add, or the members of a Slack channel. Group admins can’t see the events on members’ own private calendars.
- Chat cards. An event card posted in Slack or Discord shows who has signed up, and their notes, to everyone who can read that channel.
- Public calendars. If a group makes a calendar public (“Anyone with the link”), anyone with the link can see its events and the names and notes of the people who signed up. A public calendar embedded on another website shows only counts, not names.
- Payments. Your saved payment handles are shown only to people who can see an event you collect payment for. Whether you’ve paid for a slot is shown to you and to the people who manage that event.
How long we keep it, and deleting it
We keep information while it’s needed to run Groupies for your group. In particular:
- Deleting your web account. When your Clerk account is deleted, we immediately clear your name, username, email address, phone number, picture and Clerk profile, and remove you as a calendar manager. The rest of your record, including your group memberships and signups, is kept with a one-way hash of your email address, so that if you sign up again with the same email within 30 days, your groups and signups come back. The name and picture saved with each past signup stay with the group’s event history. To have these removed too, contact us.
- Deleted calendars go to the trash, where they can be restored for 7 days. After that they’re permanently deleted, with their events, signups and replies.
- Event drafts started in Discord expire an hour after the last change.
- Removing Groupies from Slack. When a workspace uninstalls Groupies or revokes its access, we delete the workspace’s access token straight away. The group, its members and its events stay, so reinstalling picks up where you left off. To delete a group’s data, contact us.
- Removing the bot from Discord. Discord doesn’t tell Groupies when its bot is removed, so the group’s data stays until you ask us to delete it.
- Calendar links. Resetting a calendar link stops the old one at once. A link also stops showing a calendar’s events as soon as you lose access to that calendar.
- Payment records are kept as the record of money paid, even after the signup, slot or event is gone.
- Contact form messages aren’t stored in the Groupies database; they’re delivered to our inbox by email.
Your choices and rights
You can see and change much of your information yourself: your name and picture in your Slack, Discord or web account, and in Groupies your time zone, signups, replies, notes and payment handles.
You can also ask us for a copy of your information, or ask us to correct or delete it. Send your request through the contact page, and say which Slack workspace, Discord server or web account it’s about so we can find your records. We may need to confirm that the account is yours before acting on a request.
Depending on where you live, local law may give you further rights over your information. Contact us to use them.
Children
Groupies isn’t directed at children under 13, and we don’t knowingly collect personal information from them. If you believe a child under 13 has given us personal information, contact us and we’ll delete it.
International users
Groupies’ database is hosted in the United States. If you use Groupies from another country, your information is transferred to and stored in the United States, where data protection laws may differ from those where you live. Our service providers may also handle information in other countries.
Changes to this policy
We’ll update this policy as Groupies changes. When we do, we’ll post the new version on this page and change the effective date at the top.
Contact us
Questions about this policy or your information? Write to us through the contact page. Groupies is operated by Athlonaut LLC.
Or write to us by post: Athlonaut LLC, 4539 N 22nd St Ste N, Phoenix, AZ 85016, USA.