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Technology systems

The society uses several platforms and tools to operate. Access, backups, and credentials are managed to ensure continuity and security.

Membership and donation database

Platform: Airtable + Make.com

  • Airtable is the source of truth for member records (name, email, join date, status, donation history)
  • Make.com automation syncs payments from BTCPayServer to Airtable, then to Mailer.lite
  • Access: Chair and Secretary (admin), Treasurer (read-only for renewals)
  • Backups: Airtable automatic; export CSV monthly to Google Drive
  • Handover: Successor receives login + Make.com workflow overview

Email marketing

Platform: Mailer.lite

  • Used for member newsletters and public announcements
  • Synced from Airtable via Make.com (do not manually edit lists)
  • Access: Chair and Secretary
  • List management: Add/remove only via Airtable; Make.com keeps Mailer.lite in sync
  • Backups: Export subscriber list quarterly
  • Welcome email automatically triggered on successful membership payment

Website

Platform: Cloudflare + GitHub Pages

  • Hosted on Cloudflare Pages (auto-deploys from GitHub on push to main branch)
  • Source code: GitHub repo (bitcoinpolicynz/website)
  • DNS: Managed in Cloudflare dashboard
  • Access: Chair, Secretary, and designated tech lead
  • Deployment: Commit to main branch triggers auto-build (~60 seconds)
  • Backups: GitHub is the source of truth; Cloudflare caches automatically

Email systems

Proton Mail: Used for official BPNZ correspondence and external communications

  • Accounts: Chair, Secretary, Treasurer, media portfolio
  • Access: Shared via Proton account management (not password sharing)
  • Email aliases: Set up for different functions (general inquiries, member feedback, media, treasury)
  • Retention: Keep all email for 3 years minimum (legal requirement)
  • Backups: Auto-backup to local device quarterly
  • Payment: Monthly subscription paid with Bitcoin

Bitcoin payment server: Handles membership and donation payments

  • Platform: BTCPayServer
  • Synced to Airtable via Make.com webhooks on payment success
  • Access: Treasurer and Chair
  • 2-of-3 multisig setup for security (setup in progress; currently single sig)

Password management

System: Proton Pass

  • One shared vault for organisational accounts
  • Access: Chair, Secretary, Treasurer, tech lead
  • Rules: Never share passwords via email or Slack
  • Rotation: Change all passwords quarterly or after personnel change
  • Handover: New member added to vault; predecessor removed within 7 days

Communication platforms

Signal (messaging)

  • Committee Signal group: confidential discussions
  • Members Signal group: optional, for social coordination (not policy)
  • Access: Automatic invite when joining committee; opt-in for members
  • Informal coordination via Signal is NOT recorded in official minutes

Proton Mail: Official correspondence (separate from Signal)

Google Meet: Committee meetings and video conferencing

  • Meetings auto-transcribed
  • Recordings stored in [location TBC]
  • Transcript workflow: [to be clarified — currently manual, target: fully automated]

Bank account

Institution: BNZ

  • Signatories: Chair and Treasurer (for transfers; confirm threshold TBC)
  • Statement access: Treasurer and Chair
  • Debit card access: Chair and Treasurer
  • Reconciliation: Monthly, by Treasurer
  • Backup access: Secretary has read-only login for continuity
  • Statements: Retained for 7 years (tax requirement)

Payments and spending

  • Primary: Use BNZ debit card for fiat purchases
  • Bitcoin: Pay with Bitcoin wherever accepted
  • Strategy: Demonstrate Bitcoin as money, not speculative asset