The Arlington Gem & Mineral Club ("AGMC", "the club", "we") is a volunteer-run 501(c)(3) nonprofit in Arlington, Texas. This website is how members join, renew, register for classes, and manage their household. Questions about this policy go to agmcmembership@gmail.com or by mail to P.O. Box 986, Arlington, TX 76004-0986.
We collect only what running the club requires. You provide most of it yourself when you join or update your membership page:
Contact and identity: name, email address(es), phone number, mailing address, and an optional name for your badge.
Date of birth: used to confirm eligibility for age-based membership tiers (Junior and Adult) and to move juniors to their own membership when they turn 18.
Emergency contact: a name and phone number, so an instructor can reach someone if you are hurt in the lab or a class.
Household members: the names and dates of birth of the adults and juniors covered by a Family membership, entered by the household's adult.
Membership and class records: your membership history and dues, class enrollments, completions and achievements, and your Arlie Bucks balance and history.
Payment records: the amount, date and purpose of each payment and a reference to it in Stripe. We never see or store your card number; Stripe handles that on its own secure pages.
Preferences: your class interests, how you heard about the club, and your acceptance of the membership waiver.
Sign-in details: the email you sign in with and, if you use Google sign-in, the name and address Google shares. Our sign-in provider also keeps standard security logs such as the time and device of a sign-in.
We do not collect data from your device beyond what a normal website needs to keep you signed in, and we do not use advertising trackers.
To run your membership: joining, renewing, receipts, and telling you when a term is about to lapse.
To run classes: enrolling you or your juniors, waitlists, instructor rosters, materials, and completion records.
To run Arlie Bucks: crediting volunteer and teaching hours and applying them to class fees.
To reach you about the club: receipts, class confirmations and changes, the newsletter, meeting and show announcements, and replies to your questions.
To keep the club's books: the treasurer's reports and the club's accounting records include payment amounts and payer names.
To keep people safe: emergency contacts and the membership waiver.
Other members: the member directory shows your name, email and phone to signed-in members whose household is in good standing. Juniors' contact details are not shown. Emergency contacts are visible only to officers and department chairs.
Instructors: see the roster for their own classes, including emergency contacts for the people in the room.
Officers and volunteers: the board, treasurer, department chairs and librarian see what their role requires, such as the roster, payments, or the library catalog. Access is limited by role.
Service providers: companies that host or operate parts of the site on our behalf, under their own privacy terms: Clerk (sign-in), Stripe (payments), Resend (email), Supabase (database), Vercel (hosting), and the club's accounting software for payment summaries. They process data for us and may not use it for their own purposes.
We do not sell member information, and we do not share it with anyone else except when the law requires it or to protect the safety of members and the club.
Juniors (ages 5 to 16) do not have their own logins. A parent or guardian in the household enters a junior's name and date of birth so the junior can be enrolled in classes under the family's membership. We do not knowingly collect information directly from anyone under 13. When a junior turns 18, we email them (if an address was given) to set up their own membership.
We send receipts, class notices, membership reminders, account invitations, and club news to the address on your membership. Replies reach the club's own inbox. You can change the address we use on your membership page. Because these messages concern your membership and classes, you receive them while you are a member; club news can be declined by writing to us.
Membership history is part of the club's permanent records: it establishes when you joined, your continuous years of membership, and eligibility for Life membership. We keep it for as long as the club exists. If you leave the club you may ask us to remove your contact details and mark your record inactive; we will keep the minimum needed for the club's financial records and history.
See and correct your details at any time on your membership page.
Ask us for a copy of what we hold about you, or to correct or remove it, by emailing agmcmembership@gmail.com.
Remove your household from the directory by contacting an officer.
The site uses encrypted connections, a dedicated sign-in provider, and role-based access so people see only what their job in the club requires. No system is perfectly secure; if we learn of a problem affecting your information we will tell you.
When this policy changes, the new version is published here with a new effective date, and a material change is announced to members by email.
