Privacy Policy

This Privacy Policy applies to all visitors to our website and all users of the Flockplant Service, including church administrators, staff, teachers, and volunteers ("Users"). Information entered into Flockplant about congregation members by a church organisation ("Church Data") is governed both by this Policy and by the privacy commitments we make to the church as the responsible data controller.

References to "you" apply both to Users who directly access the Service and to individuals whose information is entered by a church organisation.

Information you provide directly:

• Account information — name, email address, and password when you register.
• Billing information — payment card details and billing address, collected and processed securely by our payment processor. We do not store full card numbers.
• Communications — messages you send to our support team.

Church Data entered by administrators:

• Member profiles — names, contact information (phone, email, address), family relationships, and household connections.
• Attendance records — dates and details of attendance at services, classes, or events.
• Volunteer and role data — assigned roles, ministry involvement, and scheduling information.
• Sensitive personal data — prayer requests, prayer group membership, and religious affiliation. This data is stored only because a church administrator explicitly inputs it.

Information collected automatically:

• Usage data — pages visited, features used, actions taken within the Service, and session duration.
• Device and log data — IP address, browser type, operating system, and timestamps.
• Cookies and similar technologies — used for authentication, session management, and understanding aggregate usage patterns.

We use the information we collect to:

• Provide, maintain, and improve the Service.
• Process payments and manage subscriptions.
• Send transactional communications (account confirmations, billing receipts, password resets).
• Send product updates, feature announcements, and occasional marketing emails. You may opt out of marketing emails at any time.
• Respond to support requests and resolve disputes.
• Monitor for security threats, abuse, and compliance with our Terms of Service.
• Analyse aggregate, anonymised usage patterns to improve features and performance. This analysis never identifies individual congregation members.
• Comply with applicable legal obligations.

We do not use Church Data (member profiles, attendance records, prayer requests) for advertising, analytics sold to third parties, or any purpose beyond providing the Service to the church that entered it.

We treat prayer requests, religious affiliation, and similar spiritually sensitive data with the highest level of care. Such data is:

• Accessible only to authorised users within the church that entered it.
• Never shared with third parties for advertising or profiling purposes.
• Encrypted at rest and in transit.
• Only processed on instruction from the church administrator, consistent with our role as a data processor.

We do not sell your personal information. We share information only as follows:

• Service providers — trusted third-party vendors who assist us in operating the Service (hosting, payment processing, email delivery, analytics). These providers are contractually bound to use data only to perform services on our behalf and in accordance with this Policy.
• Legal requirements — when required by law, court order, or government authority, or to protect the rights, property, or safety of Flockplant, our users, or the public.
• Business transfers — in the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to equivalent privacy protections. We will notify you of any such change.
• With your consent — for any other purpose, only with your explicit prior consent.

We retain account information and Church Data for as long as your account is active. When you cancel or your account is terminated:

• Your data remains available for export for 30 days following termination.
• After 30 days, active data is deleted from our systems. Anonymised aggregate data may be retained for longer for service improvement purposes.
• Backups may persist for up to an additional 90 days before being fully purged from backup systems.
• We may retain certain records longer where required to comply with legal obligations or resolve disputes.

We implement industry-standard technical and organisational measures to protect your information, including:

• TLS encryption for all data in transit.
• Encryption of sensitive data at rest.
• Role-based access controls limiting internal access to data.
• Regular security reviews and vulnerability assessments.

No method of transmission or storage is 100% secure. In the event of a data breach affecting your information, we will notify you as required by applicable law.

We use cookies and similar tracking technologies for essential functions (authentication and session management) and to understand how the Service is used in aggregate.

Essential cookies are required for the Service to function and cannot be disabled. Analytics cookies help us understand usage patterns; you may opt out by adjusting your browser settings or using an opt-out mechanism we provide. We do not use third-party advertising cookies.

The Service is intended for use by church administrators and staff (adults). We do not knowingly collect personal information directly from children under 13. Church Data about minors (such as children's class attendance) is entered and controlled by the church administrator. Churches are responsible for obtaining any necessary parental consents required by applicable law.

If you believe we have inadvertently collected personal information from a child, please contact us immediately at [email protected].

Depending on your location, you may have the following rights regarding your personal information:

• Access — request a copy of the personal data we hold about you.
• Correction — request that inaccurate data be corrected.
• Deletion — request that your personal data be deleted, subject to legal retention obligations.
• Portability — request that your data be provided in a machine-readable format.
• Objection / Restriction — object to certain processing or request that we restrict how we use your data.
• Opt-out of marketing — unsubscribe from marketing emails via the link in any email or by contacting us.

Congregation members whose data has been entered by a church should direct requests regarding their data to the church administrator, who is the data controller. The church may then contact us to action the request on their behalf.

To exercise your rights, contact us at [email protected]. We will respond within the timeframe required by applicable law (typically 30 days).

Your information may be processed in countries other than the one in which you reside. Where we transfer data internationally, we take steps to ensure that appropriate safeguards are in place to protect your information in accordance with this Policy and applicable law.

The Service may contain links to third-party websites or integrations. This Policy applies only to Flockplant. We encourage you to review the privacy policies of any third-party services you access through our Service.

We may update this Policy periodically. We will notify you of material changes by email or via a notice within the Service at least 14 days before the changes take effect. The updated Policy will be posted at this URL with a revised effective date. Your continued use of the Service after the effective date constitutes acceptance.

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us at:

[email protected]

We take privacy concerns seriously and will respond promptly.