Privacy Policy

Who We Are

Church Repository is operated by Petrov Dumitru, an individual based in the Republic of Moldova ("we", "us"). For anything about your personal data, contact [email protected].

Scope and Roles

This Privacy Policy explains how we handle personal data on our website and in the Church Repository platform.

For our website, church accounts, team members' logins, billing, and support, we decide how the data is used and are its controller.

For the data a church keeps in its workspace, such as people records, tags, attendance, and form submissions, the church is the controller and we process that data on its behalf, as set out in the Data Processing section of our Terms of Service. If you are a member or visitor of a church that uses Church Repository, that church's own privacy notice applies to you, and you should contact the church first.

Information We Collect

• Account details: your name, email address, password (stored only as a secure hash), and two-factor authentication settings if you turn it on.
• Sign-in records: for each signed-in device, the IP address, browser, and when it was last used, so you can review and sign out your sessions.
• Church details: the church's name, address, time zone, web address, and settings.
• Billing: your subscription status and plan. Payment details are collected by Paddle, our Merchant of Record; we never see or store card numbers.
• Support messages you send us by email or from the panel.
• Workspace data that a church enters or collects through its public forms, including people who sign in on a church's site with a code sent to their email.
• Usage data from our privacy-friendly analytics, described below.

How We Use Information

We use information to provide, operate, secure, and improve Church Repository; sign users in; manage subscriptions; send the emails the service relies on, such as invitations, sign-in codes, notifications, and account messages; and answer support requests.

We do not sell personal information, and we do not use workspace data for advertising or for any purpose of our own.

Legal Bases

Where the GDPR or a similar law applies, we rely on performance of our contract with you (running your account and subscription), our legitimate interests (keeping the service secure and reliable, and understanding how our pages are used), legal obligations, and your consent where it is required.

Analytics

On churches' forms, we also count how far each visit gets: opened, first answer typed, steps reached, which questions showed an error, and whether the form was sent. A visit is tied to the browser session the site already uses, so no extra cookie is set. It holds no IP address, no answers, and nothing that links it to the person who sent the form. Visits are deleted after 13 months.

On our own website (churchrepository.com), we count page views with Southline, an analytics service we built and run ourselves. For each page view, its script sends the page address (without any query string other than campaign tags), the referring site, campaign tags, and the screen width. Southline turns your IP address and browser details into a visitor code that changes every day and cannot be turned back into your IP address. It keeps that code, the page, the referring site's domain, campaign tags, your country, and the names of your browser, operating system, and type of device. It never stores your IP address or your full browser details. It sets no cookies. It does not run if your browser sends Do Not Track, and you can opt out by setting localStorage.noTrack in your browser. Southline is not used in the Church Repository panel or on churches' sites.

Cookies

We only use cookies that are strictly necessary for the service to work, so we do not ask for cookie consent. We use no advertising or tracking cookies.

• Session cookie: keeps you signed in while you use the site.
• Security cookie (XSRF-TOKEN): protects forms against cross-site request forgery.
• Remember cookie: keeps a person who signed in on a church's site signed in on that device until they sign out.
• forms_sent: remembers which forms with a submission limit were sent from this device, and when, so the limit set by the church can apply. It holds only form numbers and times, and expires after one year.

Service Providers

We share data only with the providers we need to run the service, who act on our instructions:

• Vultr hosts our servers, which we manage with Laravel Forge.
• Backblaze B2 stores uploaded files, exports, and backups.
• Amazon Web Services (Simple Email Service) delivers our emails.
• Paddle handles checkout, payments, invoices, and taxes as Merchant of Record, under its own privacy policy.
• Cloudflare serves churches' custom domains, so traffic to a custom domain passes through its network. It also runs Southline, the analytics for this website.

We may also disclose information when required by law, to enforce our Terms, to protect the rights and safety of others, or as part of a sale or transfer of the service, in which case this policy continues to apply to your data.

Where Data Is Stored

We store and process the platform's data in data centers in the European Union. Southline, the analytics for this website, runs on Cloudflare's global network. Where a provider based outside the EU may access personal data, such as Paddle in the United Kingdom, we rely on the safeguards the law requires for such transfers, such as an adequacy decision or the EU's standard contractual clauses.

Data Retention

• Account and church data: for as long as the account or workspace exists.
• Workspace data: until the church deletes it or closes its workspace.
• Sign-in records of team members: deleted 90 days after the device was signed out or last used.
• Details from sign-ups that never became a church: cleared after 30 days.
• Individual page views: 90 days. Notifications: 90 days once read, 180 days if unread.
• Backups: each church's database is backed up nightly and backups are overwritten after 14 days.

Data Security

We protect data with encrypted connections, hashed passwords, optional two-factor authentication, role-based permissions within each workspace, a separate database for each church, and nightly backups. No method is perfect, and we cannot guarantee absolute security.

Your Rights and Choices

Depending on where you live, you may have the right to access, correct, delete, restrict, or object to the processing of your personal data, to receive a copy of it, and to withdraw consent where we rely on it. To use these rights, contact us at the address below.

If your data is kept by a church that uses Church Repository, please contact that church first; we will help the church answer your request.

You also have the right to complain to your local data protection authority.

Children's Data

Church Repository may hold data about minors when a church enters it for its ministry. Churches are responsible for getting the permissions and consents required and for following the child data protection laws that apply to them.

Third-Party Links

Our website and churches' pages may link to other services. We are not responsible for their privacy practices and encourage you to read their policies.

Policy Updates

We may update this Privacy Policy from time to time. The updated version takes effect when posted, unless a later date is stated. If a change materially affects how we handle your data, we will let account holders know by email.

Contact

For privacy questions, requests, or complaints, contact Petrov Dumitru at [email protected].