Beta Kappa Housing Corporation

Privacy Policy

Effective September 8, 2026. Published by Beta Kappa Housing Corporation, the House Corporation of the Beta Kappa Chapter of Sigma Chi at the University of Oklahoma.

This explains what we collect, why, and who can see it. We collect information about students and about their families, some of it sensitive, so this document tries to be specific rather than reassuring.

If something here does not match what you were told, tell us — the document is wrong, or the practice is, and either way we want to know.

1Who we are

This site is published by Beta Kappa Housing Corporation, the House Corporation of the Beta Kappa Chapter of Sigma Chi at the University of Oklahoma. The Housing Corporation owns and operates the chapter house, holds the lease agreements, and bills members for dues. It is the organization responsible for the information described here.

Beta Kappa involves three separate organizations, and people mix them up constantly:

  • Beta Kappa Housing Corporation — the landlord. Leases, dues, invoices, and this website. This is us.
  • The Chapter — the undergraduate membership and its officers.
  • Beta Kappa of Sigma Chi White Cross Foundation — a separate 501(c)(3) that awards scholarships. It has its own records and its own board.

Sigma Chi International Fraternity and the University of Oklahoma are separate from all three, and this policy does not cover anything you give directly to them.

2What we collect

From members and prospective members: name, email, mobile number, mailing address, date of birth, university student ID, class year, and the information supplied during recruitment or on the roster your chapter submits.

From parents and guardians: name, email, mobile number, mailing address, and the relationship to the member.

From alumni: contact details, graduation year, employment, and anything volunteered on the alumni update form, including family information you choose to share.

From everyone: emergency contact details, records of our correspondence with you, and the status of anything you owe or have signed.

We do not collect payment card numbers or bank account details on this website. Payments run through our payment processor, which handles that information under its own terms; we see that a payment succeeded and for how much, not the card itself.

3Social Security numbers on the Lease Agreement

The Lease Agreement asks the member for a Social Security number. It is used for one purpose: to identify the signer if the Housing Corporation ever has to pursue an unpaid balance through collections or a court.

It is entered into the signed lease document itself and is not stored as a searchable field in our contact records. It is not used for credit checks, not shared with the Chapter, not shared with the Foundation, and not used for any purpose other than the one above.

If you would prefer to provide it another way, or want to discuss it before signing, contact the Treasurer before the lease goes out.

4How we use it

To run the business of the chapter house, specifically:

  • Sending, tracking, and collecting dues invoices, and applying late fees where they apply.
  • Preparing and delivering Lease Agreements for signature by the member and a parent.
  • Contacting members and parents about housing, deadlines, initiation eligibility, and chapter business.
  • Reaching an emergency contact if there is an emergency.
  • Keeping alumni informed and inviting participation.
  • Keeping accurate books and meeting our tax and legal obligations.

We do not sell your information. We do not rent it, trade it, or provide it to anyone for their own marketing. There is no advertising on this site and no advertising network receives anything from it.

5Who can see it

Inside the organization, access follows the job. Officers of the Housing Corporation see what their role requires — the Treasurer sees financial records; a committee member sees the documents filed for their committee. The board portal enforces this at the point a document is opened, not merely by hiding links.

Outside the organization, we share information only with the service providers that make the operation work:

  • Our customer relationship platform, which stores contact records and sends our email.
  • Our payment processor, for invoicing and payments.
  • Our website host.

Each is bound to use the information only to provide its service to us. We may also disclose information if the law requires it, or to establish or defend a legal claim — including collection of an unpaid balance.

6Email

Members, parents, and alumni receive email from us about chapter business: invoices, contracts, deadlines, and news. These are the ordinary communications of an organization you belong to, and they continue as long as the relationship does.

Newsletters and other non-essential mail carry an unsubscribe link, and unsubscribing takes effect promptly. Operational messages — an invoice, a contract to sign, a safety notice — keep coming, because we cannot run the house otherwise. If you want to stop those too, you are really asking to end the relationship, and that is a conversation to have with the Treasurer rather than an unsubscribe link.

7Text messages

We are preparing a text message program and are not sending marketing texts today. When it starts, it will be opt-in only: being a member, or the parent of one, will not enrol you.

The rules we intend to hold ourselves to are published in full on the Text Message Program page. We will not buy, rent, or import phone lists, and mobile numbers are never shared with anyone for their own marketing.

8Cookies and tracking

This site uses no advertising pixels, no retargeting tags, and no third-party analytics cookies. Nobody is following you around the internet because you read about recruitment.

The board portal sets one cookie, which keeps you signed in and does nothing else. Our host keeps ordinary server logs — IP address, browser, time of request — for security and troubleshooting.

9Prospective members and people under 18

This site is not directed to children, and we do not knowingly collect information from anyone under 13. If you believe a child under 13 has given us information, write to us and we will delete it.

Recruitment is different, and worth stating plainly: high school seniors are sometimes 17 when they first contact a chapter. If you are under 18 and want to submit an interest form, please do it with a parent or guardian, and we will treat their involvement as part of the conversation. We do not enrol anyone under 18 in text messaging.

10Photographs

Photographs of chapter events appear on this site and on our social media. Members, parents, and guests can expect to appear in them.

If you are in a photograph and would rather not be, tell us which one and we will take it down. That applies to anyone in the image, including guests and prospective members who were never members at all. We do not require a reason. The full terms are in section 9 of the Terms of Use.

11How long we keep it

Financial records, signed leases, and anything supporting our books are kept as long as our tax, audit, and legal obligations require — generally seven years after the obligation ends, and longer where a dispute is open.

Alumni contact records are kept indefinitely, because that is the point of an alumni record. Ask us to remove yours and we will.

If you opt out of anything, we keep a record of the opt-out permanently. That is how we avoid contacting you again by accident.

12Security

Access to member and financial records requires an individual account, and access follows the officer's role. Documents in the board portal are checked against the viewer's permission each time one is opened. The site is served over HTTPS.

We are a volunteer-run house corporation, not a bank, and we will not pretend otherwise: no method of storage or transmission is completely secure. If we ever learn of a breach affecting your information, we will tell you.

13Your choices

You may ask us to show you what we hold about you, correct anything wrong, or delete what we are not required to keep. You may unsubscribe from non-essential email at any time, and opt out of text messages once that program starts by replying STOP.

Oklahoma has no general consumer privacy statute at the time of writing. If you live in a state that grants such rights — California, Texas, Colorado, Virginia and others — we will honour a valid request under your state's law regardless of where we are. We do not sell personal information or use it for targeted advertising, so those particular rights have nothing to act on.

Send any request to mark@bksigs.com. We may need to confirm you are who you say you are before we act, particularly where a request concerns a student's record.

14Changes

When this policy changes we update the effective date at the top. If a change materially affects how we handle your information, we will say so in an email rather than relying on you to notice.

15How to reach us

Any question about this document, or any request described in it, goes to the same place:

Beta Kappa Housing Corporation
Mark Welch, Treasurer
mark@bksigs.com
1405 Elm Avenue, Norman, Oklahoma 73072

We answer these ourselves. There is no ticket queue and no form you have to find — an email is enough.