Effective: November 6th, 2026
Overview
Access Granted Systems, LLC (“AGS,” “we,” “us,” or “our”) provides software, websites, and related services to Organizations, including homeowners associations, swim clubs, membership organizations, facility operators, property management companies, and other entities.
This Privacy Policy describes how personal information is collected, used, disclosed, retained, and protected in connection with AGS software, websites, and services.
AGS provides technology that allows Organizations to manage memberships, facility access, household applications, identification cards, payments, invoices, bookings, communications, and other services.
Information Access Granted Systems Collects
AGS may collect, receive, store, and process personal information provided by Patrons, Organizations, and authorized users of its services.
Depending on the services used, this information may include:
• Names, mailing addresses, email addresses, and telephone numbers.
• Household information, family relationships, and membership records.
• Children’s names, dates of birth, photographs, household relationships, and facility access information.
• Facility access privileges, membership status, and identification information.
• Application submissions and information requested by Organizations.
• Purchase histories, invoices, transaction details, and payment-related information.
• Electronic signatures, waivers, and other documents submitted through AGS software.
• Email communications sent by Organizations through AGS software, including recipient email addresses, message content, delivery information, and related technical records.
• Account credentials, user permissions, and administrative information.
• Technical information reasonably necessary to operate, secure, and support AGS services.
Organizations may configure their accounts to collect additional information from Patrons. Organizations are responsible for determining what information they request and ensuring that its collection and use comply with applicable laws.
AGS uses Stripe as its payment-processing provider. Payment card information is submitted to and processed through Stripe’s payment-processing services. AGS may receive and retain transaction information, payment status, transaction identifiers, and other payment-related records necessary to administer its services, manage disputes, issue refunds, and meet financial and legal obligations.
AGS relies on Stripe for payment card processing and the storage of payment credentials.
Ownership and Control of Patron Information
Organizations determine what Patron information is collected through their AGS accounts and how that information is used for membership management, facility access, applications, communications, and other Organization-related purposes.
AGS generally processes Patron information on behalf of the applicable Organization to provide the services requested by that Organization.
Organizations are responsible for maintaining accurate Patron records, establishing appropriate privacy practices, determining who may access Patron information, and complying with applicable privacy and data-protection laws.
AGS may independently process certain information when necessary to administer its business, manage payments, maintain security, comply with legal obligations, and provide or improve its services, subject to applicable law.
Children’s Personal Information
AGS software allows Organizations to collect and manage personal information about children as part of household membership applications, facility access management, identification cards, and related services.
Children’s personal information is submitted by parents, legal guardians, other adults completing household applications, or authorized Organization personnel acting on behalf of households. Children do not independently submit their personal information through AGS’s household application process.
This information may include children’s names, dates of birth, photographs, household relationships, membership status, and other information requested by the applicable Organization.
Organizations determine what information is required for their membership and facility access programs and are responsible for establishing appropriate procedures for collecting and using children’s personal information, including obtaining parental or legal guardian consent when required by applicable law.
AGS processes children’s personal information on behalf of Organizations to provide the services requested by those Organizations. AGS does not independently determine children’s eligibility for membership or facility access.
AGS does not use children’s personal information for targeted advertising or marketing purposes.
Access to children’s personal information is subject to applicable account permissions and security controls. AGS may disclose such information to authorized service providers when reasonably necessary to provide its services, subject to applicable law.
Parents and legal guardians seeking to access, correct, or request deletion of a child’s personal information should contact the Organization responsible for the child’s membership or household account.
AGS may assist Organizations in responding to such requests, subject to applicable law and applicable record-retention requirements.
How We Use Personal Information
AGS may use personal information to:
• Provide, operate, maintain, and support its software, websites, and services.
• Process applications, memberships, identification cards, bookings, purchases, invoices, and payments.
• Facilitate, deliver, maintain, secure, and support email communications between Organizations and their Patrons, including investigating suspected misuse and complying with applicable legal requirements.
• Authenticate users and manage account permissions.
• Provide customer support and troubleshoot technical problems.
• Detect, investigate, and prevent fraud, unauthorized activity, and security threats.
• Maintain transaction records and fulfill accounting, tax, legal, and regulatory obligations.
• Administer optional third-party services, including insurance offerings.
• Improve the reliability, functionality, and security of AGS services.
AGS does not independently determine membership eligibility, facility access privileges, or Organization-specific policies except as expressly authorized under an applicable service arrangement.
How We Share Personal Information
AGS may disclose personal information to the applicable Organization and to third-party service providers when reasonably necessary to operate, maintain, support, and secure its services.
These service providers may include:
• Payment processors, including Stripe, for payment processing, transaction management, refunds, disputes, and related financial services.
• Hosting and infrastructure providers that store, transmit, or process information used by AGS software.
• Email delivery providers that facilitate communications and service-related notifications.
• Insurance providers, including Vertical Insure, when a Patron elects to purchase an eligible insurance product or when information is otherwise required to administer that offering.
AGS may also disclose information when required by applicable law, legal process, or regulatory obligations, or when reasonably necessary to investigate suspected fraud, address security threats, enforce its Terms and Conditions, or protect the rights and safety of AGS and others.
AGS does not disclose one Organization’s Patron records to another unrelated Organization for that other Organization’s independent use, except as authorized by the relevant parties or permitted or required by applicable law.
AGS does not sell Patron information for monetary compensation. This statement does not replace any additional disclosures or choices that may be required under applicable privacy laws.
Data Security
AGS uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction.
Access to information is restricted according to operational requirements and applicable user permissions.
Organizations are responsible for managing their authorized users, account permissions, passwords, and other account security settings.
Although AGS takes reasonable measures to protect information, no electronic storage system, internet transmission, or security measure can guarantee absolute security.
Data Retention
AGS retains Organization account information, Patron records, transaction histories, application information, and other data associated with its services for operational, administrative, historical, financial, security, and legal purposes.
When an Organization discontinues AGS services or closes its account, AGS does not automatically delete the Organization’s account or its associated records.
AGS may retain inactive or closed accounts and their associated information for multiple years to support account reactivation, historical recordkeeping, dispute resolution, financial reconciliation, and other legitimate business purposes.
Organizations that resume AGS services may be able to reactivate their previous accounts and access retained historical information, subject to applicable account permissions and AGS procedures.
AGS may delete, anonymize, or otherwise dispose of information when appropriate, subject to applicable contractual obligations, legal requirements, and legitimate business needs.
AGS does not guarantee that information associated with a closed or inactive account will be retained indefinitely.
Requests for access to, correction of, or deletion of Patron information should be directed to the applicable Organization, as described in the Access, Correction, and Deletion Requests section. AGS will evaluate any obligations applicable to information it controls or retains, including requests that must be honored under applicable privacy laws.
Access, Correction, and Deletion Requests
Organizations control the Patron records maintained through their AGS accounts.
Patrons who wish to access, correct, update, or request deletion of their personal information should contact the Organization associated with their account.
Organizations are responsible for reviewing and responding to requests involving information they control, in accordance with applicable law.
AGS may assist Organizations with requests when appropriate and technically feasible.
Certain information may need to be retained to satisfy legal, financial, security, dispute-resolution, or other lawful obligations.
Individuals may contact AGS at help@accessgrantedsystems.com regarding privacy concerns or information that AGS independently controls. AGS will review requests directed to it and respond or coordinate with the applicable Organization as required by law.
Cookies and Technical Information
AGS’s public website, https://accessgrantedsystems.com/, uses cookies and analytics technologies to support website functionality, understand visitor activity, and improve the website experience.
AGS does not use website analytics or advertising-tracking cookies within its software products.
AGS software products may collect and maintain technical information necessary for their operation, security, authentication, troubleshooting, and support, including IP addresses, browser information, device information, and access logs.
Cookies and analytics technologies used on AGS’s public website are subject to applicable privacy laws and any legally required notices or consent mechanisms.
Third-Party Websites and Services
AGS software may contain links to websites, payment services, insurance services, or other resources operated by third parties.
These third parties may maintain their own privacy policies and data-handling practices.
AGS is not responsible for the independent privacy practices of third parties except to the extent required by applicable law.
Users are encouraged to review the applicable privacy policies before providing information directly to third-party services.
Changes to This Policy
AGS may update its Privacy Policy from time to time. Updated versions will be posted with an effective date. AGS will provide reasonable notice of material changes as required by applicable law. Continued use of AGS services after the effective date may constitute acceptance of the updated terms, to the extent permitted by law.