Convena ("we", "us", "our") provides community management software to incorporated associations, clubs, and member-based organisations in Australia. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website and platform.
What data we collect
We collect the following categories of information:
- Member data submitted by organisations. When your organisation uses Convena, administrators and authorised users enter member records on your behalf — for example names, email addresses, phone numbers, membership status, and payment history relevant to your community. Your organisation controls what member data is collected and is responsible for having a lawful basis to hold it.
- Administrator account data. When someone creates or manages a Convena account, we collect their name, email address, organisation details, billing information, and authentication credentials. We may also record support correspondence and account activity related to security and service delivery.
- Usage analytics on this marketing website. We use Plausible Analytics to understand how visitors use convena.com.au and convena.co.nz. Plausible is a privacy-focused, cookieless analytics tool. It does not use cookies, does not collect personal data, and does not track individuals across websites. We see aggregated metrics such as page views, referrers, and general device types — not identifiable profiles.
We do not sell personal information and we do not use advertising networks that profile visitors on our marketing site.
How we use your information
We use the information we hold to:
- Deliver the service — operate accounts, process memberships, send transactional communications your organisation configures, and provide the features you subscribe to.
- Provide support — respond to enquiries, troubleshoot issues, and assist with migrations and onboarding.
- Improve the product — understand how features are used (within the app, using operational logs and feedback), fix bugs, and develop new capabilities. Marketing site analytics via Plausible help us improve public pages without identifying individuals.
Who we share information with
We share personal information only with service providers that help us run Convena, and only to the extent needed for their function:
- Stripe — payment processing for subscriptions and, where enabled, member payments. Stripe handles card data under PCI-DSS standards; we do not store full card numbers on our servers.
- Resend — delivery of transactional and system email (for example account notifications, password resets, and contact form messages).
We do not share data with advertising networks, data brokers, or social media platforms for marketing purposes. We may disclose information where required by law or to protect the rights, safety, and security of Convena, our customers, and the public.
How we store and protect information
Personal information is stored on encrypted infrastructure. Data hosted in Australia. We apply technical and organisational measures — including access controls, encryption, and monitoring — designed to protect against unauthorised access, loss, or misuse.
We retain information for as long as your organisation maintains an active account or as needed to meet legal, accounting, and operational requirements. When data is no longer required, we delete or de-identify it in line with our retention practices.
Your rights
Under the Privacy Act 1988, you may have rights to access personal information we hold about you, request correction of inaccurate information, and request deletion in certain circumstances. If you are a member of an organisation using Convena, your organisation is usually the primary holder of your member record — please contact them first for member-specific requests. We will assist organisations to meet their obligations.
If you have a concern about how we handle personal information, contact us at privacy@convena.com.au. You may also lodge a complaint with the Office of the Australian Privacy Commissioner if you are not satisfied with our response.
Contact us
For privacy questions, data access requests, or security concerns related to personal information, email privacy@convena.com.au.
This policy was last reviewed by Convena's legal counsel.