Privacy Policy for TOPS Go

Effective Date: August 6, 2026

At TOPS Club, Inc., we are committed to protecting your privacy. This privacy policy explains how we collect, use, share, and protect your personal data when you use our mobile app, TOPS Go.

Data We Collect

When you use our app, we may collect the following types of personal information:

  1. Personal Data: Your first and last name, email address, phone number, and mailing address (street, city, state/province, zip/postal code, country).
  2. Account Details: Unique account identifiers (internal user ID, authentication ID), login session tokens, password (if set by the user, encrypted and inaccessible to TOPS), preferences.
  3. Membership Information: Membership status (active or inactive), membership package (newcomer, trailblazer, legacy), member type (full-price or half-price), join date, renewal date, chapter name, chapter ID.
  4. Health and Fitness Data: Daily calorie goal, logged meals (food/item name, calorie count, meal type (breakfast/lunch/dinner/snack), date and time logged), logged water intake (amount, date and time logged), logged weight entries (weight value, date and time logged).
  5. Technical and Usage Data: IP address, device type, operating system, app version, device timezone, app session information (such as when you log in or open the app) and technical error information related to requests made to the backend server.

How We Use Your Information

We use the information and data we collect to:

  1. Provide and Maintain the App: Create and manage your account, provide access to app features, and maintain the functionality of TOPS Go.
  2. Provide App Features and Services: Use your account, membership, health and fitness information, and preferences to provide features such as displaying your account information, food and meal logging, water and weight tracking, calorie goal setting and other app functionality.
  3. Keep Your TOPS Information Up to Date: Use information you update in the app, such as your name and contact information, to keep your TOPS account records up to date.
  4. Communicate with You: Send account-related and service-related communications, including account verification, password resets, important app updates and other necessary notifications.
  5. Maintain Security and Prevent Abuse: Use information such as IP addresses to help protect the app, detect and prevent misuse, and apply security measures such as rate limiting.
  6. Provide Accurate Dates and Times: Use your device timezone to display accurate dates and times for information logged through the app.
  7. Troubleshoot and Improve the App: Use technical information, including app session information and backend error information, to monitor app functionality, identify and resolve technical issues, and maintain and improve the app.
  8. Comply with Legal Obligations: Use and disclose information when necessary to comply with applicable laws, regulations, legal processes, or other lawful requests, or to protect the rights, safety, and security of TOPS, our users, or others.

Third Parties We Share Data With

We may share certain information with trusted third-party service providers that help us operate, maintain, and improve the app. These providers process information on our behalf for the purposes described below:

  • HubSpot: Used as our customer relationship management (CRM) platform to manage member and user information and communications.
  • Supabase: Provides authentication services and database infrastructure used to securely manage account and app data.
  • Resend: Delivers automated emails related to app accounts, such as account verification, password resets, and other transactional messages.
  • Render: Hosts the app’s backend server, which processes requests and facilitates communication between the app and other services.
  • USDA FoodData Central: Receives food search queries when users search for food items to log in the app. Food information returned by these searches is provided by the U.S. Department of Agriculture (USDA).

Data Subject Rights

Depending on where you live and the laws that apply to you, you may have certain rights regarding the personal information we hold about you. These rights may include:

  1. Access: Request access to the personal information we hold about you and, where applicable, receive a copy of that information.
  2. Correction: Request that we correct inaccurate or incomplete personal information.
  3. Deletion: Request that we delete your personal information, subject to applicable legal and other requirements. You may also permanently delete your TOPS Go account directly through the app as described in the Account Deletion section of this Privacy Policy.
  4. Restriction: Request that we limit how we process your personal information in certain circumstances.
  5. Objection: Object to certain uses of your personal information where applicable.
  6. Data Portability: Request a copy of certain personal information in a structured, commonly used and machine-readable format, where applicable.

The availability of these rights and the circumstances in which they apply may vary depending on your location and applicable law. We may need to verify your identity before fulfilling certain requests.

Data Security

We implement technical and organizational measures to protect your personal data from unauthorized access, disclosure, or misuse, including:

  1. Encryption: Sensitive data is encrypted during transmission.
  2. Access controls: Access to personal data is limited to employees and contractors who need it to perform their role.

Data Retention

We retain different types of information for different periods of time based on how it is used and our operational needs.

  1. Health and Fitness Data: Health and fitness information logged through the app is retained for one full calendar year. After that period, this data is automatically deleted and is no longer accessible to the user, TOPS, or our third-party service providers. This retention period may be altered in the future based on app usage and operational needs. Any changes to the retention period will be reflected in this Privacy Policy.
  2. Contact and Membership Information: Contact and membership information is retained in HubSpot indefinitely to support membership administration, communications, and other legitimate business purposes.
  3. Account and Authentication Data: Account and authentication information is retained for as long as the user maintains a TOPS Go account.
  4. Technical Data: Technical information associated with the app account is retained for as long as the user maintains a TOPS Go account.

App Support

If you experience a problem with TOPS Go or need assistance, please contact the TOPS Help Desk at helpdesk@tops.org. When contacting us about an app-related issue, please provide as much detail as possible about the problem so we can assist you.

Age Limitations

TOPS Go is intended for individuals who are 13 years of age or older. We do not knowingly collect or solicit personal information from children under the age of 13.

If we learn that we have collected personal information from a child under 13, we will take reasonable steps to delete that information as soon as possible. If you believe that a child under 13 has provided personal information through the app, please contact us so that we can take appropriate action.

Account Deletion

Users may permanently delete their TOPS Go account at any time directly through the app. Account deletion does not require contacting support or submitting a separate request. The deletion process is initiated and confirmed by the user within the app.

When an account is deleted, the following information is permanently removed from our database:

  • All health and fitness data logged through the app, including meal logs, water logs, weight entries, and calorie goals
  • The user's app profile
  • The user's app authentication credentials

Account deletion is permanent. Once the deletion is completed, this information cannot be recovered by the user or by TOPS.

Deleting a TOPS App account only removes the account and information associated with use of the mobile app. It does not cancel or affect the user's TOPS Club membership, which is managed separately. A user who deletes their app account remains a TOPS Club member and may create a new TOPS App account at any time using their existing membership.

Changes to This Policy

We may update this privacy policy from time to time. Any significant changes will be posted within the app or on our website, and we will update the effective date at the top of this policy.

Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us at:

Email: helpdesk@tops.org

Phone: 1 (800) 932-8677