1. Scope of this policy
This policy applies to our public websites, hosted church management platform, administrative portals, white-label or organization-branded mobile applications, support services, email communications, demo requests, and other services that link to this policy (collectively, the “Services”).
It does not govern a church’s independent privacy practices, content, ministry decisions, or information the church collects outside the Services.
2. Our role and the church’s role
For information a church enters into the Services, the church generally determines why and how that information is used. The church is responsible for its notices, permissions, ministry policies, user access, and legal obligations. MyChurch Cloud processes that information to provide the Services to the church.
3. Information we collect
Information provided directly
- Names, email addresses, telephone numbers, mailing addresses, profile images, and account credentials.
- Church, ministry, staff, volunteer, team, household, attendance, scheduling, event, prayer, care, and communication records.
- Giving records, transaction references, fund selections, recurring-gift settings, and billing information. Full payment-card data is generally handled by the selected payment processor rather than stored by us.
- Content submitted through forms, messages, comments, files, sermons, posts, support requests, demo requests, and other user-generated areas.
- Information configured by a church for its branded mobile application, including logos, links, content, notification settings, and app navigation.
Information collected automatically
- IP address, browser type, operating system, device type, referring pages, dates and times, pages viewed, and diagnostic logs.
- Cookie, local-storage, session, authentication, and security information.
- Mobile device identifiers, app version, crash information, notification tokens, and engagement with app features.
- Approximate location inferred from an IP address. Precise device location is collected only when a mobile feature requires it and the user grants permission.
4. Mobile applications
Our Services may include mobile apps published under the MyChurch Cloud name or branded for an individual church. Depending on the features enabled by the church, an app may request access to notifications, camera, photos, biometric authentication, calendar, location, or other device capabilities. The operating system will provide a permission prompt where required.
- Push notifications: We and the church may send service alerts, ministry updates, event reminders, livestream notices, giving confirmations, or other church communications. Users can adjust notification permissions in device settings.
- Camera and photos: These may be used for profile images, QR codes, check-in, uploads, or other app features selected by the user.
- Biometrics: Face ID, fingerprint, or similar device authentication may be used to unlock the app. Biometric templates remain controlled by the device platform and are not received by us.
- Location: Location may support maps, nearby events, vendor or ministry locations, check-in, or other location-aware features. Users can disable location access in device settings.
- App stores: Apple, Google, and other distribution platforms may collect information under their own privacy policies.
5. How we use information
- Provide, operate, maintain, secure, and improve the Services.
- Create accounts, authenticate users, apply permissions, and support multi-organization access.
- Process church-configured communications, notifications, forms, schedules, giving activity, and mobile app content.
- Respond to support inquiries, demo requests, billing questions, and service notices.
- Detect abuse, fraud, unauthorized access, technical failures, and security incidents.
- Measure performance and understand how features are used.
- Comply with legal obligations and enforce our agreements.
- Send marketing communications where permitted. Recipients may unsubscribe from promotional email.
7. Email, SMS, text, and push communications
Churches may use the Services to send transactional, ministry, operational, or promotional communications. The church or organization identified as the sender is responsible for its recipients, message content, permissions, consent records, and compliance with applicable communication laws and carrier requirements. Delivery may involve third-party telecommunications and messaging providers, including Twilio.
SMS information and consent
If you provide a mobile phone number and affirmatively choose to receive text messages, you consent to receive recurring SMS and MMS messages from the specific church, ministry, organization, or MyChurch Cloud program identified at the point of opt-in. Consent is specific to that sender and the types of messages described when you opt in; it is not blanket consent for unrelated senders or unrelated marketing programs.
Messages may include church announcements, event reminders, volunteer schedules, visitor follow-up, prayer responses, ministry updates, account notices, security or sign-in messages, newsletters, registration updates, and other communications described at the time of opt-in. Message frequency varies based on the program and your relationship with the sending organization. Message and data rates may apply. Consent to receive SMS or MMS messages is not a condition of purchasing goods or services or using the MyChurch Cloud platform.
You may revoke SMS consent at any time by replying STOP to a message. A final confirmation message may be sent after an opt-out request is processed. For assistance, reply HELP or contact the church or organization identified as the sender. After an opt-out is processed, additional messages from that messaging program will not be sent unless you later provide new consent.
We and participating organizations may retain records of SMS consent, including the date, time, source, method, sender, phone number, and disclosure presented at opt-in, as reasonably necessary to administer messaging preferences, demonstrate consent, and comply with legal and carrier requirements.
Users may unsubscribe from promotional email through the provided unsubscribe link. Transactional, security, account-related, or other messages necessary to operate an account or provide a requested service may continue where permitted by law.
8. Payments and subscriptions
Subscription and giving payments may be processed by third-party payment providers. Those providers handle payment credentials under their own terms and privacy policies. We may receive transaction status, customer references, masked payment details, billing contact information, and related records needed to administer the Services.
9. Children and ministry records
Churches may use the Services for nursery, children’s ministry, family, guardian, authorized-pickup, allergy, medical-note, check-in, and attendance records. The subscribing church is responsible for obtaining any required parent or guardian permission, limiting access to authorized personnel, and deciding what information is appropriate to collect.
Our public marketing website is not directed to children. We do not knowingly invite a child to create a direct commercial account with us without appropriate authorization.
10. Security
We use administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication, encrypted connections, logging, tenant separation, backups, and security monitoring where appropriate. No platform or transmission method can be guaranteed completely secure.
Churches are responsible for maintaining secure credentials, promptly removing former users, assigning appropriate permissions, and notifying us of suspected unauthorized access.
11. Data retention
We retain information for as long as reasonably necessary to provide the Services, maintain legitimate business and security records, resolve disputes, satisfy legal obligations, and enforce agreements. Retention may depend on the church’s subscription, configuration, backup cycles, legal holds, and the type of record.
12. Privacy choices and requests
Depending on location and applicable law, individuals may have rights to request access, correction, deletion, restriction, objection, or a copy of certain personal information. Requests involving church-controlled records should be directed to that church first.
Users can manage cookies through browser settings, app permissions through device settings, and promotional email through unsubscribe controls.
13. International use
The Services are operated from the United States. Information may be processed in the United States and other countries where our service providers operate. A subscribing organization is responsible for determining whether the Services meet its requirements in the locations where it operates.
14. Changes to this policy
We may update this Privacy Policy as our Services, practices, or legal obligations change. The “Last updated” date identifies the current version. Material changes may also be communicated through the Services or by email when appropriate.
15. Contact us
Questions about this Privacy Policy may be sent to:
neilbetrue@gmail.comThis template is a strong operational starting point but is not legal advice. Have qualified counsel review it for your company structure, payment practices, states served, church customers, mobile app configuration, and applicable privacy laws before publication.