Keep these details out of Booster Baton

Do not put these details in notes, minutes, support requests or uploaded files. Some structured fields are filtered when club records are saved, but that does not detect every sensitive value:

• Passwords, passcodes and PINs
• MFA secrets, one-time codes and recovery codes
• API keys, tokens and private keys
• Full bank account numbers and routing numbers
• Card numbers, CVV and card security data
• Social Security numbers

The last four digits of an account are allowed, because that is what a new officer needs to tell one account from another. Do not enter the full number.

Limits of these safeguards. The rule matches the name of a field, not the contents of one. If someone types a password into a free-text notes box, Booster Baton will store it, because it looks like a note. Club pages are checked more closely — a page is refused if a line looks like a password, a lock code or a long account number — but a check like that cannot recognise every secret. That is why the guidance throughout the product is to record where access is managed rather than the secret itself — it is a real instruction, not a formality.

What is stored

The things a new officer would otherwise have to phone somebody for:

• Your club’s identity — legal name, EIN, fiscal year end. The EIN is public information filed with the IRS.
• People — names, board titles, and the email address each officer signs in with.
• Responsibilities and dates — what is due, who owns it, who accepted it and when.
• Money as memory — monthly figures such as an ending balance and restricted funds, with the date each applies to. Not a ledger: no transactions, no categories, no running totals.
• Links — addresses of folders, donation pages and stores your club already uses. The files stay where they are; Booster Baton records where to look.
• Board minutes — the text your secretary enters, and who approved it when.
• Vendors and commitments — who you buy from, and promises already made.
• Club pages — bylaws, policies, agendas and guides your club writes in Club pages, copies from the Starter library, or brings in from a document, together with the earlier versions of each page (the newest 20). Only a club administrator can bring a document in. The file is read once and not kept; the page you save is. Word, PowerPoint, Excel and similar files are converted directly. For a PDF or plain text file, the lines may be sent to the same AI service named below to point out which ones are headings. It does not write or change your words.
• Files you bring in — spreadsheets and documents uploaded through “Bring your information”. Their text is read by an AI service (OpenAI, which does not train on it) into draft records that a person on your board reviews before anything is saved.

Who can see it

Club information is shared with the members of that club, and with nobody else’s club. Within a club, access follows a role: an administrator manages membership and can change anything; a contributor can change club information but not membership; a viewer can read and download but cannot change anything. Viewer write access is refused at the server, not merely hidden in the browser.

Booster Baton support. To help a club — when someone asks for help, or after an officer change — Booster Baton’s site administrator can look at the club’s pages read-only. Every look is listed in the club’s Activity. When a club has lost its administrator, support can give someone administrator access or send an invitation; those changes are listed in Activity too. Support cannot change club information.

A Booster Baton invitation grants access to Booster Baton. It does not grant access to your Drive folders, your bank, or any other service you have linked to — those are managed by those providers, and changing membership here changes nothing there.

What Booster Baton is not

It does not provide banking, bookkeeping, tax filing, legal advice, compliance certification, or password-vault services. It holds no authoritative balance — your accounting records remain the source of truth, and imported and hand-entered figures are shown side by side and never merged. There are no live connections to your bank. Record period figures manually from records your board has reviewed. Previously imported figures retain their source labels.

The record is your club’s

Your club can export its record at any time, and that copy is yours to keep whether or not you continue with Booster Baton. Ask us to delete your club’s data and we will, and tell you when it is done. Official records belong with your club, your school, and your approved document storage — Booster Baton is where the working knowledge lives, not the system of record. A page in Club pages is your club’s working copy of a document such as your bylaws; keep the signed original wherever your club keeps its official records.

Where this stands today

The commitments on this page are what we hold ourselves to, and they describe how the product actually behaves. The formal versions are the Terms of Service and Privacy Policy. If your club or district needs specific contractual terms, tell us and we will work through them with you.

Questions, or a deletion request: hello@boosterbaton.com