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Privacy Policy

Effective Date: February 24, 2025
Governing Law: State of Indiana

This Privacy Policy describes how CompassionCloud ("we," "our," "Provider," or "the Service") collects, uses, stores, and protects information provided by churches, organizations, and users ("you," "your," or "User"). By creating an account or using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect two main categories of information:

1.1. Account & Organizational Information

  • Church or organization name
  • Contact person name
  • Email address
  • Phone number
  • Login credentials
  • Subscription and billing information
  • IP address and session information

1.2. User-Submitted Outreach & Family Data

Users may voluntarily submit sensitive information to operate the platform. This may include:

  • Family names and contact information
  • Addresses
  • Case notes
  • Needs requests
  • Volunteer assignments
  • Follow-up records
  • Communication logs
  • Photos or documents (if uploaded)

Important: CompassionCloud does not collect or request Social Security numbers, financial account numbers, medical records, or government-issued identification. You agree not to store such regulated information in the platform.

2. How We Use Information

We use the information you provide for the following purposes:

  • To provide and maintain the functionality of the platform
  • To support church outreach, family case tracking, and volunteer management
  • To authenticate users and secure accounts
  • To process payments and manage subscriptions
  • To communicate updates, outages, or changes to the Service
  • To improve platform performance, features, and user experience
  • To comply with applicable laws and security obligations

We do not use data to profile individuals, market to families, or sell information to third parties.

3. How We Store & Protect Information

We take commercially reasonable precautions to protect your data, including:

  • Encrypted database storage
  • Secured server environments
  • Access controls and credential protections
  • Regular software updates and security patches

However, no system is completely secure. Users acknowledge that:

  • The Provider cannot guarantee absolute security
  • Churches are responsible for protecting login credentials, passwords, and account access
  • Breaches caused by user negligence, shared accounts, or unauthorized third-party access are not the Provider's responsibility

4. Church Responsibility for Sensitive Data

Because churches voluntarily enter sensitive family information, the church is fully responsible for:

  • Obtaining consent where appropriate
  • Determining what information is appropriate to store
  • Ensuring compliance with local, state, and federal privacy laws
  • Restricting platform access to authorized staff and volunteers
  • Maintaining confidentiality within their organization

CompassionCloud does not verify, monitor, or control user-submitted data.

5. Data Sharing

We do not sell or rent your data.

Information may be shared only in the following cases:

5.1. With Service Providers

Trusted third parties may assist with:

  • Data storage
  • Hosting
  • Email or communication systems
  • Payment processing

These providers cannot use your data except to support your use of the platform.

5.2. Legal Requirements

We may disclose information if required to:

  • Comply with state or federal law
  • Respond to lawful requests from authorities
  • Protect the rights, property, or safety of CompassionCloud or its users

5.3. Internal Church Use

Family or case information entered by your church is visible only to users within your church's CompassionCloud account unless you choose to export or share it manually.

6. Data Retention

We retain user-submitted and organizational data for as long as your account is active. Upon termination of service:

  • The church may request a full export of its records
  • Data may be deleted permanently after a defined retention period
  • Backup copies may exist temporarily as part of routine system backups

7. Children's Privacy

CompassionCloud is not intended for use by children under 13. While churches may store family information about minors as part of outreach, children cannot hold user accounts or access the platform.

8. Cookies & Tracking

We may use:

  • Session cookies
  • Authentication tokens
  • Analytics tools

These are used strictly for platform performance, security, and user experience—not for advertising.

9. Third-Party Links

The platform may include links to third-party sites or services. We are not responsible for the privacy practices or content of those external sites.

10. Your Rights

Depending on your jurisdiction, you may have rights to:

  • Access information entered about your organization
  • Request correction of inaccurate account information
  • Request account closure
  • Request data export before termination

These rights apply to organizational data—not to family records stored by churches.

11. Governing Law

This Privacy Policy is governed by the laws of the State of Indiana, without regard to conflict-of-law rules.

Any disputes will be handled in accordance with Indiana state law and adjudicated in Indiana courts where applicable.

12. Changes to This Privacy Policy

We may update this Policy from time to time. Changes take effect immediately upon posting a revised version to the Service.

Users will be notified of material updates through email or platform notification.

13. Contact Information

For questions or concerns regarding this Privacy Policy, contact:

CompassionCloud Privacy Administrator

Email: info@compassioncloud.org