Privacy

Privacy

Updated October 22, 2026.

Short version: no accounts, no email addresses, no tracking cookies. Some public pages show one banner ad (see Advertising); pages inside a minute book never do. Your minute book is opened by its link and by nothing else.

What is stored

What you type into a minute book: the club name and numbers, meetings, notes, motions, names or initials you enter, and actions. The book’s link and the members’ link are stored only in a scrambled (hashed) form, so we cannot look them up or recover a lost link. Vote Check keeps nothing in So Moved: the numbers you type travel in the page address, so the web server’s access log records them like any other address (see below).

Names in minutes are people in your club. Enter only what your club would put in its minutes, use adults’ names or initials, and do not enter anything about children.

Who can see it

Anyone who has the book’s link can read and change it, so share it only with whoever keeps the minutes. The members’ link (with the Pass) shows approved minutes only. You can replace both links at any time from the book’s page; the old ones stop working at once. Pages inside a book are marked so search engines do not index them.

Logs

Like every website, the web server keeps an access log of the addresses asked for, which includes full book links and Vote Check’s numbers. Those logs are deleted within about three months. If something goes wrong on our side, the error is written to the app’s own log without your book’s link; that log is deleted after 30 days.

Cookies and addresses

Pages with a form set one security cookie that protects the form (it holds no personal information). To limit abuse we keep a scrambled form of your internet address in daily counters, deleted after two days.

How long it is kept

Until you delete it: the Delete button removes the book and everything in it from So Moved at once. A book that nobody opens for 800 days, through either of its links, is deleted automatically (unless it has a Secretary’s Pass that is still renewing).

Copies of the database are kept only to restore the service after a failure, and they are deleted on a schedule: nightly copies after 14 days, copies taken at each software update after 30 days, and the server’s own backups after about four weeks. So a deleted book can remain in a backup copy for up to 60 days, and then it is gone for good.

Advertising

The home page, Vote Check (before you check any numbers), Pricing and About each show one banner ad from AdEngine (adengine.us), the small ad network run by WeldonPC, the company behind So Moved. For now the ads are for WeldonPC’s own services. Pages inside a minute book, the members’ link, Vote Check results, Start a minute book, this page and the terms never show an ad.

To show the ad, your browser loads a script from adengine.us, asks it for one banner, loads the banner image, and reports once that the page was viewed and once that the banner was shown. Like any website, adengine.us receives your internet address and your browser type with those requests. The requests name this site, but they never carry the address of the page you are on.

• No cookies, no profile. AdEngine sets no cookies, gives you no ID and does not follow you from site to site.
• How your internet address is used. adengine.us looks up the approximate city for your address in a location database kept on its own server (nothing is sent to anyone else), so that ads meant for one area are shown only there. It also uses the address to count each ad view or click only once and to leave out robots and WeldonPC’s own office traffic. The address is not stored with the counts; the temporary entries made from it expire within six hours and are cleared from the server within two days.
• What is kept. Daily totals only: page views for this site, and views and clicks for each ad. The adengine.us web server also keeps a standard access log (internet address, time, address requested, referring site, browser) for security; it is deleted on a rolling schedule.
• Clicking an ad passes through adengine.us, which counts the click, and then opens the advertiser’s site, which has its own privacy policy.
• Nothing about you is sold or shared.

Payments

Payments are not switched on yet. When they are, PayPal will take them on its own pages; So Moved will not see or store card details. A Pass is recorded with the minute book it was bought for, and the payment record stays after a book is deleted.

Contact

So Moved is run by WeldonPC, an IT company in Garfield Heights, Ohio. Questions about privacy or your data: write to info@weldonpc.com or use weldonpc.com/contact. We cannot look up a minute book without its link: to remove a book, open it and use its Delete button.