Privacy policy

Who we are

LEO NEXUS is an online platform that connects Leo club members with jobs, internships and projects offered by businesses owned by Lions members.

To confirm: The legal name and address of the organisation responsible for your data (the data controller), and whether a data protection officer has been appointed and how to reach them.

You can contact us about your personal data at contact@leonexus.example.

Who this policy covers

• Leos and Lions who have an account.
• Managers: staff accounts that a Lion creates to help run their organization.
• Club Admins, System Administrators and Super Admins, who are Leos or Lions with extra responsibilities.
• People who visit our public pages or open a link someone shared with them.

What we collect

When you create an account:

• Your name, e-mail address and the kind of account (Leo, Lion or Manager).
• Your password. We store only a one-way scrambled form of it (Argon2id), which cannot be turned back into the password.
• Your district and club, and the Leo ID or Lion ID your club gave you. We check that ID against your club's member list.
• If you sign in with Google: your name, e-mail address and the account identifier Google gives us. We do not receive your Google password.

When you complete your profile:

• Date of birth, gender, nationality and address.
• Mobile number, contact phone number and NIC number.
• Profile photo, cover image, a short bio, skills, education, experience, achievements, projects, your position in your club and links to your social profiles.
• A CV, if you choose to upload one.

When you verify your identity:

• Photos of the front and back of your identity document, a photo of yourself (a selfie), any extra documents you choose to add, and the type and number of the document.

If you run an organization (Lions and Managers):

• The organization's name, industry, location, contact details, website, logo, cover image, gallery images and tags, and the staff accounts linked to it.

When you use LEO NEXUS:

• Opportunities you post, save, like or comment on.
• Applications you send or review, including any cover note, and their status.
• Verified records: confirmation from an organization that you completed a piece of work.
• Messages you send in chat.
• Profile views and likes. You can see who viewed your profile in the last 30 days (up to 50 people), and others can see how many views and likes your profile has.
• Reports you make about comments or messages, and notifications we send you.

Technical information:

• Sign-in sessions, so you stay signed in.
• Security events: when a request is refused or looks like an attack, we record the internet (IP) address it came from and, if you were signed in, your account. We keep these for 30 days.
• Error reports. Personal details such as e-mail addresses, phone numbers, NIC numbers, document contents and cover notes are removed before an error is stored.
• Page-speed measurements, stored only as totals that do not identify you.

Why we use it

• To create and run your account and keep you signed in.
• To confirm that you are a member of the club you named. Your club's Club Admin reviews this.
• To verify your identity. Platform staff review your documents before your account is marked as verified.
• To show your profile to other members and help you find opportunities. Search shows how many of your skills match a posting; it is a simple count, and no automated system decides who is selected.
• To let organizations review the applications sent to them and confirm completed work.
• To send you e-mails you need, such as verification codes, password resets, invitations and notifications.
• To keep LEO NEXUS safe: limiting repeated attempts, recording what administrators do, and handling reports.
• To meet our legal duties.

We ask for your agreement (consent) when you submit your personal details, when you add a contact phone number, when you submit identity documents and before you first use the AI assistant. We record what you agreed to, the version of the text and when.

To confirm: The legal basis for each purpose under the Act (for example consent, the service you asked for, a legal duty or a legitimate interest), and whether agreeing to these terms and this policy should also be recorded when an account is created. Today no agreement is recorded at sign-up.

Children and young members

Leos can be as young as 10. For a member under 18, LEO NEXUS hides their phone and WhatsApp numbers from other members; only the member and their own Club Admin can see them.

To confirm: How a parent's or guardian's agreement is obtained and recorded for members under 18. LEO NEXUS has no step for this today.

Who can see your data

• Other signed-in members see your directory profile: your name, photo, cover image, club, district, club position, whether you are verified, bio, skills, badges, how many views and likes your profile has, and the projects and gallery sets you made public. They never see your date of birth, address, NIC number or identity documents.
• Anyone with a link you share, including people who are not signed in, sees a short public summary: your name, profile photo or cover image, club, district, position, whether you are verified and your bio. Search engines can list these pages if a link is posted somewhere public.
• When you apply for an opportunity, the staff of that organization see your full profile, your CV and the documents you attach, for that application only.
• Your Club Admin sees what they need to confirm your membership and to approve your club position and projects.
• System Administrators and Super Admins see your identity documents only to decide your verification. Every time anyone opens one of your documents, it is recorded before the document is shown.
• Chat messages can be read only by the people in the conversation. If someone reports a message, a System Administrator or Super Admin reviews that report.

LEO NEXUS shows no advertising, uses no third-party tracking and has no feature that sells or hands personal data to advertisers.

Services that help us run LEO NEXUS

• Cloudflare R2 stores uploaded files such as photos and documents. Identity documents are encrypted before they are uploaded, so Cloudflare stores only scrambled data.
• Google, if you choose to sign in with Google.
• Google Gemini, if you choose to use the AI assistant (see below).
• An e-mail service that delivers our e-mails.
• A hosting provider that runs our servers and database.

To confirm: The names of the e-mail service and the hosting provider, the countries where each service stores or processes data, and the safeguards for sending personal data outside Sri Lanka.

To confirm: Sign-up currently uses no CAPTCHA. If Google reCAPTCHA is switched back on, list it here.

The AI assistant

• Using the assistant is optional, and we ask for your agreement first.
• It runs on Google Gemini. What you type, and the information the assistant looks up for you (your own data and information that is public on LEO NEXUS), is sent to Google to produce an answer.
• Identity documents and files you upload are never sent to the assistant.
• The conversation is kept for 30 minutes so the assistant can follow it, then deleted. We do not store transcripts.
• The assistant can only suggest a change. Nothing is saved until you confirm it on the screen.

To confirm: Google's terms for the paid Gemini service we use, including whether Google may keep or learn from what is sent to it.

How we protect your data

• Data is encrypted in transit between your device and our servers.
• Your mobile number, contact phone number and NIC number are encrypted before they are stored. The key is kept apart from the database.
• Identity documents are encrypted before they are stored, and chat messages are stored encrypted.
• Passwords are stored only in a one-way scrambled form.
• Each district's data is kept apart inside the database.
• What administrators do (approvals, suspensions, document views, exports and deletions) is written to a log that cannot be changed afterwards.
• Changing or resetting your password signs you out on every other device.

How long we keep it

• Your account and profile: until you delete your account.
• Identity documents: until you delete your account.
• Security events (with IP addresses): 30 days.
• Notifications: 180 days once read, and at most 365 days.
• Profile views: 1 year; the total count stays on your profile.
• Unfinished personal details you started to fill in: 30 days after you last saved them.
• Error reports: 30 days after they are resolved, and at most 180 days.
• Verification codes, password-reset links and similar one-time links: 1 day after they expire or are used.
• The log of administrator actions: kept permanently, because it must not be changed. Your name is removed from it if you delete your account.
• Records of your agreement (consent): kept as evidence, even after you delete your account.

To confirm: A fixed retention period for identity documents after a verification decision, and how long backups are kept. Backups are currently kept for 14 days, and a deleted account remains in older backups until they expire.

Your rights

• See and download your data: Settings, then Privacy and data, then Download my data. You get one file with your account, profile, applications, comments, likes, saved items, the messages you sent, notifications, your consents and the state of your identity verification. It never includes anyone else's data.
• Correct your data: edit your profile in Settings. Details that are under identity review are locked until the review is finished.
• Delete your account: Settings, then Privacy and data, then Delete my account. Your personal details, profile, photos, documents, notifications, likes, saves and views are removed, and the text of your comments and messages is blanked. A closed placeholder account and records we must keep (decisions, consents and the administrator log) remain, without your name. This cannot be undone.
• Withdraw your agreement to a use of your data. For the AI assistant you can do this yourself in Settings.
• Complain to the Data Protection Authority of Sri Lanka.

Some accounts must hand over responsibilities before they can be deleted. An account that owns an organization must hand it over or close it first, and a System Administrator or Super Admin cannot delete their own account.

To confirm: How a member withdraws the other consents they gave (the system can record a withdrawal, but only the AI assistant has a button for it today), and how long we take to answer a rights request.

Cookies and storage on your device

LEO NEXUS uses only the cookies it needs to work. There are no advertising or analytics cookies.

• leonexus_refresh keeps you signed in. Your browser's scripts cannot read it. It lasts 7 days from the last time you used LEO NEXUS, and never more than 90 days from when you signed in.
• leonexus_csrf protects your account from requests made by other websites. It lasts as long as your sign-in.
• leonexus_oauth_state_google is set only while you sign in with Google, and expires shortly after.

LEO NEXUS also stores a few things in your browser:

• Your choice of light or dark theme and how you like to view the organization list.
• A note that a sign-out is still waiting to be sent, if you signed out while offline.
• Your last search filters, for the current browser tab only.
• When you are signed in: copies of public images, so pages load faster and use less mobile data, and actions waiting for a connection. Both are encrypted with a key that only your browser holds.

Changes to this policy

The version of this policy is shown at the top of the page. When you agree to a use of your data, we record which version you agreed to.

To confirm: How members are told about a new version, and whether they must agree again.

Contact

For any question about your personal data, write to contact@leonexus.example.