1. Introduction
At Memxtra, operated by Wistech ("we", "us", or "our"), data privacy and integrity are foundational principles. We build software for organizations that serve real people—chambers of commerce, professional bodies, alumni groups, NGOs, and faith communities.
This Privacy Policy outlines how we collect, process, store, and safeguard information when you use our website, cloud applications, member portals, and related services.
2. Roles: Data Controller vs. Data Processor
To understand how your data is protected, it is essential to distinguish between two categories of information:
- Account & Customer Data: When you create an administrative account, purchase a subscription, or contact sales, Wistech acts as a Data Controller for that information.
- Member & Operational Data: When your organization uploads member rosters, issues dues invoices, records event attendance, creates dynamic surveys, or conducts elections, your Organization is the Data Controller. Memxtra acts strictly as a Data Processor, handling that data solely on your instructions.
3. Information We Collect and Process
A. Information Provided by Customers
We collect information you provide directly during registration and account setup, including administrator names, professional email addresses, phone numbers, organization name, country, and billing metadata.
B. Member Data Uploaded to Tenant Workspaces
In the course of using the platform, organizations input data about their members, which may include:
- Contact details (names, emails, phone numbers, postal addresses, company affiliations).
- Membership records (packages, renewal dates, chapter memberships, committees, digital card credentials).
- Financial records (dues invoices, payment confirmations, receipt histories).
- Event & engagement records (event registrations, QR entry passes, check-in timestamps, document downloads).
- Governance records (voter eligibility standing, anonymous balloting receipts, election audit events).
C. Automated System & Log Data
When interacting with the platform, our infrastructure automatically records technical log entries, including IP addresses, browser user-agents, authentication timestamps, and security audit events. These logs are used exclusively for security monitoring, fraud prevention, and system health diagnosis.
4. How We Use Information
We process data exclusively for lawful operational purposes:
- To provide, maintain, and secure your tenant workspace.
- To authenticate administrators and members through their respective portals.
- To dispatch transactional communications requested by administrators (e.g., event tickets, password resets, invoice receipts, newsletter circulars).
- To protect the security of our platform and prevent unauthorized access or abuse.
- To comply with statutory legal and tax obligations.
We do NOT sell, rent, monetize, or harvest customer or member information. We do NOT use your private organization data to train generalized AI models.
5. Tenant Isolation & Data Safeguards
Every organization operates within an isolated tenant environment. Access controls, database query scoping, and authorization policies strictly enforce that one organization cannot view, query, or modify another organization's records.
Sensitive data is transmitted using encrypted TLS 1.3 connections, stored in monitored databases, and protected with role-based access permissions.
6. Subprocessors & Third-Party Service Providers
We engage vetted third-party infrastructure and service providers only to support core cloud operations, such as:
- Cloud hosting and server infrastructure providers.
- Transactional email and SMS gateway delivery networks.
- Verified payment processors operating under strict PCI-DSS standards.
All subprocessors are bound by data protection agreements that require them to maintain equivalent security and confidentiality standards.
7. Member Rights & Data Deletion
Members of organizations using Memxtra have legal rights regarding their personal data, including the right to access, rectify, or request deletion of their records.
Because your Organization is the Data Controller, members should direct requests directly to their organization's administrators. The platform includes automated tools, such as the Member Deletion Request workflow, allowing administrators to review and securely anonymize or purge member records upon request.
8. Data Retention
We retain customer and tenant data for as long as your subscription remains active. If an organization terminates its subscription, records are preserved for a standard grace period to allow full data export, after which all tenant files and records are queued for permanent deletion.
9. Updates to this Policy
We may update this Privacy Policy from time to time to reflect regulatory developments or product enhancements. We will notify organizations of material changes via administrative notice or email.
10. Contact Us
For inquiries regarding privacy, data protection, or compliance, please contact our Data Protection team:
- Company: Wistech Solutions
- Email: [email protected]
- Physical Address: Accra, Ghana