Your data belongs to your church. We keep it that way.

1. Who We Are

Conversion Catalyst LLC d/b/a ChurchSecurityPlanner (“ChurchSecurityPlanner,” “we,” “our,” or “us”) provides software that helps churches coordinate security volunteers, manage incidents, and communicate during events.

This Privacy Policy explains how we collect, use, and safeguard information when you use the ChurchSecurityPlanner platform, websites, and applications (collectively, the “Service”).

2. Information We Collect

We collect only the information needed to operate the Service effectively:

• Account details such as name, email address, phone number, church affiliation, and volunteer role.
• Operational data entered by your team—availability forms, shift assignments, incident reports, attachments, and message history. Users are strictly prohibited from submitting Protected Health Information (PHI), as the Service is not a HIPAA-compliant medical record system.
• Payment and billing information, processed through Stripe: the church’s name, address, phone number, website and time zone, the estimated team size, the administrator’s name and email address, the account’s internal ID, the plan and billing cycle chosen, and when and which version of the Terms were accepted. You enter card details on Stripe’s checkout page; ChurchSecurityPlanner never receives or stores full payment card numbers.
• Profile photos and files. Photos you add to your profile, and files your church attaches to member records, incidents, service notes and messages. Profile photos are stored at a web address that does not require signing in, so anyone who has that address can view the photo.
• Notifications. If you allow notifications, a token for each device or browser and a random identifier for that installation, so we can deliver notifications to it. Notifications for chat messages show the sender’s name and the message text, which can appear on your lock screen (section 4 explains who delivers them).
• Calendar feed. If you subscribe to your shift calendar, a private link that lets your calendar app read your shifts; you can revoke it in Settings.
• Sign-up information. When you create an account we save the church name and estimated team size you typed, how far through sign-up you got, and your browser’s time zone, even if you do not finish checkout.
• Technical data automatically captured when you use the Service: your IP address and browser identification string with each sign-in session, device type, operating system, app version, when you were last active, and diagnostic logs.
• Business contact details for outreach: the name, church and work email address of church staff and volunteer leaders, which we collect from public sources, referrals and events so we can tell churches about ChurchSecurityPlanner.

2A. Watchlist and Other Records About People Who Are Not Users

Churches can use ChurchSecurityPlanner to keep records about people who do not have an account, such as incident reports and Watchlist entries about persons of concern. A Watchlist entry can include a person’s name and aliases, a photo, an approximate age, sex, height and weight, a severity level, a written description of why the person is listed, instructions for the team, notes, and attachments.

The church decides whether to create these records, what they say, and how long to keep them. Church administrators create and edit Watchlist entries. Every member of that church’s team can view the current entries, and administrators can send the team an alert about an entry. These records are never shared with any other church.

ChurchSecurityPlanner stores and displays these records for the church. We do not verify them, add to them, sell them, or use them for any other purpose.

When an administrator removes a Watchlist entry, it no longer appears on the team’s roster. The church’s administrators can still access the removed entry, its photo, attachments and history, and alerts already sent about it remain in team members’ notifications. Removed entries are permanently deleted when the church’s account is deleted (see section 5) or when the church asks us to delete them. A security audit copy of each change is kept for up to 24 months.

If you believe a church that uses ChurchSecurityPlanner holds information about you and you want to see, correct, or remove it, email info@churchsecurityplanner.com. Because the church controls these records, we will pass your request to that church and help it respond.

3. How We Use Information

We process information to:

• Authenticate users, enforce role-based permissions, and secure church-specific data partitions.
• Deliver scheduling, messaging, incident management, and reporting features requested by church administrators.
• Provide customer support, investigate suspicious activity, and resolve issues reported by your team.
• Process payments, manage subscriptions, and send essential billing or service notifications.
• Follow up by email with people who begin creating an account but do not finish, to help them complete sign-up. We send at most three such emails, and you can unsubscribe at any time from the link in each one.
• Analyze aggregate usage to improve performance and prioritize product enhancements.
• Comply with applicable laws, enforce our agreements, and protect the rights and safety of ChurchSecurityPlanner, our customers, and the public.

4. How We Share Information

We never sell personal information. We share it only with the recipients below. Most are service providers that process it on our behalf to run the Service; where a recipient uses it under its own privacy policy, we say so.

Several of these providers handle data under their own published terms. We do not yet offer a standard data processing agreement (DPA).

• Supabase (database, sign-in, file storage and server functions): all account and church data.
• Vercel (website hosting): every visit to our website and web app passes through Vercel, which receives your IP address, browser details and the page requested.
• Stripe (payments): your account ID; the church name, address, phone number, website and time zone; the estimated team size; the administrator’s name and email address; the plan and billing cycle chosen; when and which version of the Terms were accepted; and the payment details you enter on Stripe’s checkout page.
• Twilio (text messages): the recipient’s mobile number and the message text (section 9).
• Resend (email delivery): the recipient’s email address and the content of the emails we send, including account and billing notices, invitation emails that contain a temporary password, and announcements your church chooses to send by email.
• Apple Push Notification service and Google Firebase Cloud Messaging (notifications in our iOS and Android apps): a device token and the notification, which Apple or Google delivers to your device. A notification contains its content; for example, a chat-message notification shows the sender’s name and the message text. Notifications in a web browser are encrypted so that the browser’s push service cannot read them.
• Capgo (app updates in our iOS and Android apps): a device identifier that Capgo creates (on iPhone it is kept even if you reinstall the app), your account’s internal user ID while you are signed in, the app and operating-system versions, and your IP address, used to deliver app updates and to see which version each device runs. Capgo handles this under its own terms.
• Google Maps Platform (address suggestions on our sign-up page): what you type into the church name and street address fields, with your IP address and browser details, sent to Google to suggest matches before your account is created. Google uses this under its own privacy policy (https://policies.google.com/privacy).
• Cloudflare (our own demo and tutorial videos) and Calendly (booking a demo): these load only when you play one of our videos or reach for the Book a Live Demo button, and receive your IP address and browser details; Calendly also receives what you enter in its booking form.
• YouTube and Vimeo (videos your church links in Resources): when you point to or open a linked video, its preview image and player load from YouTube, or for a Vimeo link from Vimeo and the thumbnail service vumbnail.com, which receive your IP address and browser details and use them under their own privacy policies.
• Google and Meta Platforms: on the public pages of our website only, as described in section 8.
• Zoho (our email): the messages you send us and our replies, including anything you put in them.
• Anthropic (the AI tools we use to build and support the Service): when we use these tools to investigate or fix a problem, they can read account and church data held in the Service. Anthropic handles that data under its own terms.
• Tools we use to run the business, such as project tracking, team chat, code hosting and file storage, when we put a church’s details into them to help that church.
• Law enforcement or other parties if required by law or to protect our legal rights.

If you subscribe to your shift calendar, the calendar service you choose (for example Google Calendar, Apple Calendar or Outlook) fetches your own shifts through a private link. Anyone who has that link can read those shifts; you can revoke it at any time in Settings.

5. Data Retention

We retain information while your church subscription is active. Church administrators can request deletion or export of data at any time by contacting info@churchsecurityplanner.com.

When a subscription ends because of cancellation or non-payment, we keep the church’s data for 90 days so it can reactivate or request an export, then permanently delete it, unless the law requires us to keep it longer. We email a deletion notice to the billing contact about 15 days before deletion; if we cannot reach the billing contact, deletion still happens at day 90. Churches that had already cancelled, or were suspended, when we published this update are not deleted until at least 30 days after we send them that notice.

If a free trial ends without a payment method, the account is paused instead of ended. A paused account’s data is kept until the church resumes its subscription or asks us to delete it.

When a team member deletes their own account (Settings > Sign-in & Security > Delete My Account), their sign-in, profile, availability, shift assignments, calendar link, notification tokens and notifications are deleted. Some records stay, because they are part of the church’s records or because we need them to show the deletion happened: messages they sent, in group chats and in direct messages; incident reports, Watchlist entries and notes they wrote; the church’s activity log (kept about 12 months) and security audit log (kept 24 months), which can name them; the notice sent to the church’s Super Admin that they deleted their account; a profile photo an administrator uploaded for them; and our record that the account was deleted, which includes their name and email address. If a profile cannot be removed because other records point to it, it is renamed “Deleted User” instead, and its phone number and photo stay. To ask for any of these to be removed, email info@churchsecurityplanner.com.

Sign-in records (the time, the account’s email address, and the device and network (IP) address used) are kept by our sign-in provider and are not yet deleted on a schedule. Deleted data can also remain in our hosting provider’s database backups until those backups expire.

6. International Data Transfers

ChurchSecurityPlanner hosts data in the Supabase US-East region. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

7. Security Practices

We implement administrative, technical, and physical safeguards to protect information entrusted to us:

• Supabase Row Level Security for strict church-by-church data isolation.
• Encryption at rest (AES-256) and in transit (TLS 1.2 or higher).
• Audit logging of key record changes, daily database backups by our hosting provider (uploaded files are not included), and automated checks on our scheduled jobs.
• Access to production systems is limited to authorized ChurchSecurityPlanner personnel and automated deployment tools, each with the minimum access needed.

No security control is flawless. If we discover an incident that affects your data, we will notify the designated church contacts without undue delay and follow applicable legal requirements.

8. Analytics & Advertising

On the public pages of our website (the home page, the legal pages, the sign-in page, the sign-up pages including the page shown after checkout, and the articles under /resources) we use Google Analytics and Google Ads from Google LLC and the Meta Pixel from Meta Platforms, Inc. They help us understand how visitors use these pages, measure whether our advertising works, and show our ads on Facebook and Instagram to people likely to be interested.

These tools use cookies and similar technologies. On each of these pages they receive the page address, the page you came from, your browser and device, your IP address and the identifiers stored in their cookies. When a sign-up is completed, Google Ads also receives the plan price and a checkout reference number so it can tell whether an ad led to the sign-up. Google and Meta may combine this with information they already hold, for example if you are signed in to Google, Facebook or Instagram in the same browser, and use it under their own privacy policies (https://policies.google.com/privacy and https://www.facebook.com/privacy/policy).

These tools do not receive account information, member records, mobile numbers, or text-messaging consent data. No mobile information or SMS opt-in data is ever shared with advertising or analytics providers, for any purpose — see section 9.

When you visit from a campaign or referral link, we keep its tags (for example, the tags in the web address) in your browser for up to 30 days. If you sign up, we record them with your account, to measure our marketing. We never sell them.

Our iOS and Android apps contain no analytics or advertising code.

Do Not Track and Global Privacy Control. Our website does not currently respond to Do Not Track or Global Privacy Control signals from your browser, because the Google and Meta tools described above load on our public pages whatever your browser sends. Those companies may combine information about your visit with information they already hold about you. You can limit this with the controls linked in this section or with your browser’s cookie settings.

Some state privacy laws treat the use of advertising cookies and pixels as “sharing” personal information or as “targeted advertising”. The choices below let you opt out of that use.

You can opt out of Google’s use of cookies by visiting Google’s Ads Settings (https://adssettings.google.com) or by installing the Google Analytics Opt-out Browser Add-on (https://tools.google.com/dlpage/gaoptout).

You can control how Meta uses this information for advertising in your Facebook or Instagram ad settings (https://www.facebook.com/adpreferences), opt out of interest-based advertising from participating companies through the Digital Advertising Alliance (https://optout.aboutads.info), or block or delete cookies in your browser settings.

9. Text Messages (SMS)

ChurchSecurityPlanner sends operational text messages to volunteers and staff whose mobile numbers have been added by a church administrator. These are account and scheduling messages — invitations to join a church team, credentials for first sign-in, and service notifications. We do not send marketing or promotional text messages, and we never sell or share mobile numbers with third parties for their own marketing.

Mobile numbers are entered by church administrators, who confirm at the time of entry that the individual has agreed to receive text messages from ChurchSecurityPlanner about their role and schedule. Consent to receive text messages is not a condition of purchasing or using the Service; every function of ChurchSecurityPlanner remains available by email alone.

Message frequency varies by church activity and is typically limited to account and schedule events. Message and data rates may apply. Reply STOP to any message to opt out of further text messages, or HELP for assistance. Opting out is recorded against the mobile number and applies to every church that uses ChurchSecurityPlanner: we will not text that number again unless its owner replies START, which resumes messages. Opting out does not affect email delivery or access to your account.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Text messages are delivered through Twilio, our messaging provider, which processes mobile numbers and message content solely to deliver messages on our behalf. Questions about text messaging can be directed to info@churchsecurityplanner.com.

10. Your Rights

If you have a ChurchSecurityPlanner account, you can ask us for a copy of, a correction to, or deletion of the personal information in your account. Email info@churchsecurityplanner.com from the address on the account, or ask your church administrator. We will reply within 30 days. Records that a church enters about people, such as incident reports, Watchlist entries and messages, belong to and are controlled by that church. If you contact us about those records, we will pass your request to the church; we change or delete a church’s records only at that church’s direction or under the retention schedule in section 5.

You can opt out of optional emails, including sign-up follow-ups, at any time using the unsubscribe link in each one. Operational emails related to security, billing, or service delivery are considered essential and cannot be disabled while your account is active.

If we emailed you about ChurchSecurityPlanner, every outreach email has an unsubscribe link, and we honor unsubscribe requests promptly. Email info@churchsecurityplanner.com to ask where we obtained your address or to be removed.

11. Children’s Privacy

ChurchSecurityPlanner is designed for adult staff and volunteers. Accounts may not be created for anyone under 16, and we do not knowingly collect personal information from children under 16. If we learn that an account belongs to a child under 16, we will delete it.

Information about minors entered by others. A church’s team may need to mention a minor in an incident report, for example a lost or injured child. Churches decide whether to record such information and are responsible for keeping it to what is necessary. Watchlist entries must not be created about anyone under 18. If you are a parent or guardian and believe a church using ChurchSecurityPlanner holds information about your child, email info@churchsecurityplanner.com and we will pass your request to that church and help it respond.

12. Changes to This Policy

We may update this Privacy Policy to reflect product changes, legal requirements, or how we operate. If we make a material change, we will announce it in the app before it takes effect, and we will update the “Last updated” date above.

13. Contact

Questions or requests concerning privacy can be directed to:

Conversion Catalyst LLC d/b/a ChurchSecurityPlanner
Attn: Privacy
4546 Chapman Hwy #3025 Knoxville, TN 37920
Email: info@churchsecurityplanner.com