Our Encrypted Membership System
GBHC uses an encrypted-at-rest membership system designed to reduce the amount of readable personal information stored on the public-facing website.
We refer to this internally as our Immutable Encryption design created by Cory which Encrypts your data offline BEFORE the Fully Encrypted version ever gets Uploaded
Where the system applies:
- Membership personal data is stored in encrypted form.
- The Club does not intentionally maintain an unencrypted copy of the online membership vault.
- Member numbers, telephone numbers, email addresses, addresses, membership records, rewards records, and other protected membership information may be included inside encrypted records.
- Secure keyed lookup values may be used so that a member record can be located without storing certain lookup information in readable form.
- Operational histories such as renewals, reward transactions, certifications, and changes may be maintained as encrypted audit records.
- Access to decrypted membership information is limited to authorized Club personnel who require it to perform their duties.
Encryption keys and encrypted member information are designed to be kept separate where practical.
This design is intended so that possession of the encrypted membership file by itself does not provide readable membership information.
When Information Must Become Readable
Encryption at rest does not mean information can never be viewed.
Authorized Club personnel may temporarily decrypt information when it is necessary to perform a legitimate Club function, such as:
- Viewing a member record
- Correcting member information
- Renewing a membership
- Printing a membership card
- Printing a Range Safety card
- Printing a mailing label
- Printing an envelope
- Preparing a personalized paper notice
- Sending an email
- Processing a reward transaction
- Reviewing membership correspondence
The Club’s system is designed so that decrypted membership information is used only when needed rather than intentionally being stored online as a separate plaintext membership database.
Printed documents are necessarily readable once printed.
Email is also necessarily converted into readable message content when it is prepared and delivered through an email provider. Email therefore does not remain protected by the membership-vault encryption after it is sent.
Yes. I would explain it in the privacy policy in very plain language, because this is one of the strongest parts of the design.
How Member Number + Phone Access Works
When a member opens the GBHC Member Rewards Portal, they enter:
- their GBHC Member Number
- their phone number
Both must match the same member record before access is allowed.
GBHC does not need to save those two login values in a readable online lookup list.
Instead, the system uses a secret server-side key to convert each value into a one-way keyed lookup value.
For example:
Member enters:Member Number: 1234ABPhone: 810-555-1212
The website normalizes those values and mathematically transforms them using a private secret:
1234AB +private GBHC lookup secret ↓unreadable lookup value8105551212 +private GBHC lookup secret ↓different unreadable lookup value
The encrypted membership file contains those unreadable lookup values rather than a plain online list like:
1234AB8105551212
The website performs the same calculation on what the member enters and asks:
Does this Member Number lookupANDthis Phone Number lookupbelong to the SAME member record?
If both match:
YES ↓Open that member's rewards/member portal
If either one does not match:
NO ↓Access denied
The member’s actual personal record—including their readable member number, phone number, name, rewards information and other membership data—remains inside the encrypted member record until authorized access is needed.
Important distinction
I would phrase the privacy promise carefully:
GBHC does not intentionally maintain a separate readable online login list containing member numbers and phone numbers. The member number and phone number entered at login are converted into secret keyed lookup values and compared against corresponding protected lookup values. Both must correspond to the same encrypted membership record before access is granted.
That is more accurate than saying the numbers are “never saved” at all, because their actual values may still exist inside the encrypted member record. That takes a special encryption key that only you and our Membership Secretary would know to cryptographically unlock and access your Rewards and you can view your Member Information on your device because those 2 combined with your active status is your Key answers to the Cryptographic Keypair Line Match. What we’re specifically avoiding is storing anything openly on our web server as to members While Our board of directors, and Staff are mentioned by name in our Meeting minutes, as the portal’s searchable authentication database is as secure as possible with the exception of someone having an infected device with client side scanning of your device (Taking Active Screen Shots) However because of design, Every other Parties information would be secure because their device does not share your unique key.
Why this helps if someone steals the CSV
An attacker should not see:
Member 1234ABPhone 8105551212Points 28,400
They instead see things more like:
member_lookup: 7b8e25f...phone_lookup: a12c905...ciphertext: H8sk3lKQ...
Without the separate GBHC secrets and decryption credentials, that file does not provide a readable membership directory or a ready-made list of portal login credentials.
And because both the member number and phone number must correspond to the same record, knowing only one of them is not enough to open the member portal and knowing both only accesses yours!
Selective Changes and Audit History
Authorized Membership personnel may correct individual pieces of a member’s record when necessary.
The Club’s membership system is designed so that personnel can change only the specific information selected for correction instead of unnecessarily rewriting unrelated member information.
Examples include:
- A last-name change
- A new telephone number
- A new mailing address
- A corrected email address
- Changing Annual membership to Lifetime membership
- Recording a renewal
- Recording a Range Safety Course date
- Correcting membership status
Certain membership, reward, renewal, certification, and administrative changes may also generate encrypted historical or audit records.
These records help GBHC determine when information was changed and, where appropriate, who performed the change.
Information Sharing
GBHC does not sell member personal information.
We may disclose limited information when reasonably necessary to organizations or service providers that help us operate Club services, such as:
- Website and hosting providers
- Email-delivery providers
- Information-technology providers
- Payment processors, if electronic payment processing is used
- Printing or mailing services, if used
- Insurance, accounting, or professional service providers
- Government or law-enforcement authorities when disclosure is legally required
Service providers should receive only information reasonably necessary to perform the service for which they are engaged.
We may also disclose information when reasonably necessary to:
- Comply with law, subpoena, court order, or other valid legal process
- Protect the safety of members, guests, employees, or the public
- Investigate suspected fraud, misuse, or security incidents
- Protect the Club’s legal rights or property
Payment Information
GBHC does not intend to store complete payment-card numbers, card security codes, online banking passwords, or similar financial credentials inside the membership CSV or membership vault.
If electronic payments are accepted through a third-party payment processor, that provider may collect and process payment information according to its own terms and privacy practices.
GBHC may retain appropriate transaction information such as:
- Payment date
- Amount paid
- Membership or booking associated with the payment
- Payment status
- Limited transaction or receipt reference
Cookies and Website Technology
The GBHC website may use cookies or similar browser technology necessary to:
- Keep users logged in
- Maintain secure sessions
- Remember basic website preferences
- Protect forms and accounts
- Prevent abuse
- Operate WordPress or other website functions
Third-party content embedded in the website may also use its own cookies or technology.
Browser settings may allow users to restrict or delete cookies, although disabling necessary cookies can prevent some website features from working correctly.
Data Retention
GBHC keeps personal information for as long as reasonably necessary for the purpose for which it was collected, including legitimate purposes such as:
- Maintaining membership history
- Renewals
- Rewards
- Range certifications
- Bookings
- Accounting
- Club governance
- Safety
- Insurance
- Legal obligations
- Resolving disputes
- Security and audit history
Former-member records may be archived rather than immediately deleted when the Club has a legitimate reason to preserve membership or transaction history.
Information that is no longer reasonably required should be securely deleted or disposed of when practical and consistent with applicable recordkeeping requirements.
Accuracy and Member Corrections
Members may ask GBHC to review or correct inaccurate membership information.
Examples include:
- Name
- Address
- Phone number
- Email address
- Membership status
- Membership type
- Range Safety completion information
To prevent unauthorized changes, GBHC may require reasonable verification before modifying a member record.
Communication Preferences
Members may ask the Club to update their email, mailing, or other communication preferences.
A request to stop optional communications does not necessarily prevent GBHC from contacting a person about essential Club matters such as:
- Membership status
- Dues or renewal
- A booking
- A payment
- Safety
- An account-security issue
- A legal or administrative matter
Security
GBHC uses administrative, technical, and organizational safeguards intended to protect personal information.
Depending on the system and type of information, safeguards may include:
- Encryption
- Restricted administrative access
- Individual staff accounts
- Secure login procedures
- Encrypted audit records
- Separate cryptographic secrets
- Access based upon Club duties
- Website security controls
- Backup and recovery procedures
- Limiting the personal information retained when practical
No computer system, website, email provider, or method of electronic storage can be guaranteed to be 100 percent secure.
If GBHC becomes aware of a security incident involving personal information, the Club will investigate the incident and take appropriate action consistent with applicable law and the nature of the information involved.
Children
The GBHC website and membership system are not intended to collect personal information online directly from children under 18 without appropriate parental or guardian involvement. All field reservations, receiving game cards, receiving field control buttons, reward redemptions and/or shell sales are to be between an adult and G.B.H.C. Staff. You may authorize the club to allow your S.C.T.P. Youth to log in with your membership login data to collect or use their member rewards points.
Youth may participate in Club activities where permitted. There MUST be an adult right there able to grab the gun and child in case of their falling off balance. We Also suggest loading ONLY 1 shell at a time so if they do fall, it is not with a live round in the chamber! Information concerning a minor should be provided and managed by a parent, guardian, or other authorized adult when required.
Third-Party Websites and Services
( G.B.H.C. Sponsors Links/ScoreChaser Links Private event links)
Our website may contain links to or embedded content from third-party websites or services.
Those services operate under their own privacy policies and practices.
GBHC is not responsible for the privacy practices of a third-party website simply because our website links to or displays content from that service.
Privacy Requests
Members may contact GBHC to:
- Correct membership information
- Update contact information
- Ask what membership information the Club maintains about them
- Update communication preferences
- Report a privacy or security concern
- Ask a question about this Privacy Policy
Membership Privacy Contact
Grand Blanc Huntsman’s Club
Attn: Membership Secretary
P.O. Box 828
Grand Blanc, Michigan 48480-0828
Email: membershipsecretary@grandblanchuntsmansclub.com
Phone: 810-636-7261
Changes to This Policy
GBHC may update this Privacy Policy when our systems, services, legal obligations, or Club practices change.
When we make material changes, we will update the effective date displayed at the top of this policy.
The version posted on the Club website is the current policy.
Contact Information
Grand Blanc Huntsman’s Club
Street Address:
9046 Irish Road
Grand Blanc, Michigan 48439
Mailing Address:
P.O. Box 828
Grand Blanc, Michigan 48480-0828
Phone: 810-636-7261
Membership Privacy and Records:
membershipsecretary@grandblanchuntsmansclub.com
Website: grandblanchuntsmansclub.com