1. Who We Are
HoursServed.com is operated by Abacus Media Marketing Inc., a corporation incorporated under the Canada Business Corporations Act. We provide a web-based service administration platform designed for volunteer organizations, primarily Lions Clubs and similar service clubs, to manage members, track service hours, organize events, and submit reports to Lions Clubs International.
In this Privacy Policy, "HoursServed", "we", "us", and "our" refer to Abacus Media Marketing Inc. and the HoursServed.com platform.
- Company: Abacus Media Marketing Inc.
- Platform: HoursServed.com
- Email: support@hoursserved.com
- Country of incorporation: Canada
2. Scope
This policy applies to:
- Club secretaries, officers, and administrators who create and manage a HoursServed account
- Club members whose information is entered by their club secretary
- Volunteers entered by their club
- Visitors to hoursserved.com
- District administrators who access the District Dashboard
This policy does not apply to third-party services including the Lions Clubs International myLCI portal, Google Calendar, Stripe, or Apify.
3. Information We Collect
3.1 Information You Provide Directly
- Name and email address
- Club name, district code, and Lions Clubs International club number
- Club Settings including venue defaults and reporting preferences
- Payment information processed through Stripe
3.2 Member and Volunteer Information
- First name, last name, email address
- Phone number and mailing address (optional)
- Member role and officer status
- RSVP responses, attendance records, and service hours
- Dues payment status
Note: Club secretaries are responsible for ensuring they have appropriate authority to enter member information. By entering member data, the club secretary represents they have consent or legitimate authority to do so.
3.3 Event and Service Data
- Event names, dates, times, locations, and types
- Lions Clubs International reporting fields including venue, cause, people served, and activity level
- Monthly report data submitted to myLCI
- Shift management data
3.4 Automatically Collected
- IP address and approximate location
- Browser type and device information
- Pages visited and features used
- Date and time of access
- Email delivery and open status
3.5 Cookies
We use cookies for login sessions, preferences, and usage analytics. See our Cookie Policy for details.
4. How We Use Your Information
To provide the service: create and manage club accounts, send invitations and nudges, track attendance and service hours, generate monthly reports, automate myLCI submissions, process payments, and provide District Dashboard access.
To improve the service: analyze feature usage, identify and fix issues, and develop new features.
To communicate: account notifications and receipts, support responses, and product updates (unsubscribe anytime).
To comply with legal obligations: respond to lawful government requests, meet privacy legislation requirements, and maintain legally required records.
5. Legal Basis for Processing
5.1 UK and EU Users — UK GDPR and EU GDPR
Where the UK or EU GDPR applies, we rely on the following lawful bases:
- Legitimate interests, for business-to-business outreach to the named officers of service clubs whose role includes club administration and reporting. You may object to this processing at any time.
- Performance of a contract, to provide the HoursServed service to account holders.
- Consent, where required, which you may withdraw at any time.
- Legal obligation, where we must process your information to comply with applicable law.
5.2 Canadian Users — PIPEDA and Quebec Law 25
We rely on consent or where permitted by law. Club secretaries consent on behalf of their organization.
5.3 US Users
Processing is necessary to provide contracted service and for legitimate business interests. California residents have additional CCPA rights as described in Section 8.3.
5.4 Australian Users
We operate in accordance with the Privacy Act 1988 and the 13 Australian Privacy Principles. Information is collected only for purposes directly related to providing HoursServed.
7. Data Retention
We keep personal information only as long as necessary for the purposes for which it was collected. Contact data for prospects who do not respond to our outreach is deleted within 6 to 12 months of the last contact. Account data is retained for the life of the account and, after closure, only for the period required to meet our legal, tax, and accounting obligations, after which it is securely deleted or anonymized.
- Active account data: retained for the duration of your subscription
- Member and volunteer records: deleted within 90 days of cancellation on request
- Service hour and attendance records: retained 7 years
- Payment records: per applicable tax law
- Email logs: 12 months
- System logs: 24 months
8. Your Privacy Rights
8.1 All Users
Subject to applicable law, you may request access to, correction of, or deletion of your personal information; object to or restrict its processing; withdraw consent; and request a copy of your information in a portable format. Quebec residents may also request de-indexing of information in certain circumstances. To exercise any right, contact our Privacy Officer at support@hoursserved.com. We respond within the time limits set by applicable law.
8.2 UK and EU Users (UK GDPR / EU GDPR)
You additionally have the right to restriction, objection, and to withdraw consent. To lodge a complaint: UK residents may contact the ICO at ico.org.uk; EU residents may contact their national data protection authority.
8.3 California Users (CCPA)
You have the right to know what data is collected, to delete personal information, and to opt out of sale (note: HoursServed does not sell data). You are protected from discrimination for exercising these rights. Submit requests to support@hoursserved.com with "CCPA Request" in the subject. We will respond within 45 days.
8.4 Canadian Users (PIPEDA and Quebec Law 25)
You have the right to access, challenge accuracy, and withdraw consent. Lodge complaints with the Office of the Privacy Commissioner at priv.gc.ca. Quebec residents additionally have the right to data portability, the right to be informed of automated decisions, and the right to object. Privacy Officer: support@hoursserved.com.
8.5 Australian Users (Privacy Act 1988)
You have the right to access and correct your personal information, and to lodge a complaint with the OAIC at oaic.gov.au.
9. Data Security
Our security measures include:
- TLS encryption in transit
- Role-based access controls
- Encrypted secrets management for myLCI credentials
- Regular security reviews
- Automated daily backups
No method of electronic transmission or storage is 100% secure. Data breach notification will be provided as required by applicable law.
10. International Data Transfers
We use service providers located outside Canada, including in the United States, to operate HoursServed. Where we transfer personal information outside your jurisdiction, including outside Quebec, the UK, or the EU, we do so under appropriate safeguards such as standard contractual clauses or the UK International Data Transfer Agreement. Australian users consent to international transfer by using the service. A list of our subprocessors and links to their data processing agreements is available at hoursserved.com/legal/processors.
11. Children's Privacy
HoursServed is intended for adults. We do not knowingly collect information from individuals under 18. If you believe we have inadvertently collected data from a minor, please contact us at support@hoursserved.com and we will delete it promptly.
12. Third-Party Links
Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies independently.
13. Do Other Regions Have Specific Privacy Rights?
United Kingdom
If you are located in the United Kingdom, the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 apply to our processing of your personal information.
You have the following rights under UK GDPR:
- The right to access your personal data
- The right to rectification of inaccurate data
- The right to erasure ('right to be forgotten')
- The right to restriction of processing
- The right to data portability
- The right to object to processing
- Rights in relation to automated decision making
To exercise any of these rights, contact our Privacy Officer at support@hoursserved.com.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. Website: ico.org.uk | Telephone: 0303 123 1113
Quebec, Canada (Law 25 / Bill 64)
If you are located in Quebec, Canada, the Act Respecting the Protection of Personal Information in the Private Sector (Law 25, also known as Bill 64), as amended effective September 2023, applies to our processing of your personal information.
Privacy Officer: Abacus Media Marketing Inc. has designated a Privacy Officer responsible for the protection of personal information. See Section 17 for complete Privacy Officer contact details.
Your rights under Law 25 include:
- The right to access your personal information
- The right to rectification of inaccurate information
- The right to data portability (where applicable)
- The right to withdraw consent at any time
- The right to be informed of any privacy incident affecting your information
Privacy Impact Assessments: We conduct Privacy Impact Assessments (PIAs) for any new technology project that involves the collection, use, or disclosure of personal information, as required by Law 25.
If you have concerns about how we handle your personal information, you may contact the Commission d'accès à l'information (CAI), Quebec's data protection authority. Website: cai.quebec.ca | Telephone: 1-888-528-7741
Australia and New Zealand
If you are located in Australia, your personal information is handled in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). If you have a complaint about our handling of your personal information, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.
If you are located in New Zealand, your personal information is handled in accordance with the Privacy Act 2020. If you have a complaint, you may contact the Office of the Privacy Commissioner (OPC) at privacy.org.nz.
Republic of South Africa
If you are located in the Republic of South Africa, the Protection of Personal Information Act 4 of 2013 (POPIA) applies to our processing of your personal information. You have the right to access, correct, and object to the processing of your personal information. If you have a complaint, you may contact the Information Regulator (South Africa) at inforegulator.org.za.
14. Changes to This Policy
We will communicate material changes by updating the Last Updated date at the top of this page, displaying an in-app notice, and emailing the primary club contact. Continued use of HoursServed after changes are posted constitutes acceptance of the updated policy.
15. How to Exercise Your Rights
- Email: support@hoursserved.com
- Subject line: Privacy Request — [your country]
- Include: your name, email address, club name, and a description of your request
We will respond within 30 days. Identity verification may be required. There is no fee for reasonable requests.
16. Jurisdiction-Specific Disclosures
16.1 Canada — PIPEDA
We collect, use, and disclose personal information in accordance with PIPEDA. You may withdraw consent at any time, subject to legal restrictions, by contacting support@hoursserved.com.
16.2 Quebec — Law 25
Our Privacy Officer is reachable at support@hoursserved.com. A Privacy Impact Assessment is conducted prior to any new collection presenting privacy risk.
16.3 UK — UK GDPR
Personal data is processed in accordance with the UK GDPR and the Data Protection Act 2018. You may lodge complaints with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
16.4 EU — EU GDPR
Personal data is processed in accordance with the EU General Data Protection Regulation (GDPR). You may lodge complaints with the data protection authority in your EU member state.
16.5 Australia — Privacy Act 1988
Personal information is handled in accordance with the Privacy Act 1988 and the 13 Australian Privacy Principles. You may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.
16.6 USA — State Privacy Laws
HoursServed does not sell personal information and does not engage in targeted advertising. California residents have the rights described in Section 8.3. Residents of Virginia, Colorado, Connecticut, and Texas have similar rights under their respective state laws — contact us at support@hoursserved.com to exercise them.
17. Person in Charge of the Protection of Personal Information
Abacus Media Marketing Inc., operator of HoursServed.com, has designated a Privacy Officer responsible for the protection of personal information and for compliance with applicable privacy law, including Quebec's Law 25 and the UK GDPR.
- Privacy Officer: Steve Wetmore
- Title: Privacy Officer, Abacus Media Marketing Inc.
- Email: support@hoursserved.com
- Mail: 88 Bloor St E, Suite 1506, Toronto, ON M4W 3G9, Canada
The Privacy Officer handles access, correction, objection, erasure, and data-portability requests, oversees breach notification, and conducts privacy impact assessments.
If you are not satisfied with our response, you may contact the relevant regulator:
- Quebec residents: Commission d'accès à l'information du Québec (CAI)
- UK residents: Information Commissioner's Office (ICO)
Accountability Records
Our Legitimate Interests Assessment and Privacy Impact Assessment are available to supervisory authorities and data subjects on request by contacting support@hoursserved.com.
This Privacy Policy has been prepared in good faith covering our current and intended markets. It has not been reviewed by qualified legal counsel. HoursServed recommends engaging a privacy lawyer for formal review when revenue permits. Effective May 15, 2026.