Last update: June 19, 2025

Church Manager ‘("we", "our", "the Application") places great importance on protecting its users’’ privacy. This Privacy Policy describes how we collect, use, share, and protect personal information within the framework of our church management application.’

Article 1. Definition

Within the framework of this Privacy Policy, the following terms shall have the meaning defined below:

Church Manager: The digital solution (web and mobile) developed to facilitate the administrative, organizational, and relational management of churches, including its tools, interface, and services.
The Application: Web (and potentially mobile) software interface allowing users to log into Church Manager and use its features.
The Church: A religious organization registered on Church Manager. It may be led by one or more administrators and include multiple members.

Extension Church: A church affiliated with a main church, often sharing common leadership or spiritual and administrative oversight, but having its own space and members within the application.
Member or Congregant: Any individual belonging to a church registered on Church Manager A member may register via a link provided by the church or be manually added by an administrator.
Functionality: A specific tool or module provided by Church Manager such as member management, budgeting, services, appointments, baptisms, task lists, and more.

User: Any person accessing the application Church Manager. Users may have different roles, each with specific access rights according to their profile. The main roles include:

- Member or Congregant: Person belonging to a church registered on the application. The member has a personal account, can receive notifications, view their profile, book appointments, participate in church activities, and be assigned to groups or departments.
- Administrator: User with a management role at the church level. They have access to their church’s main dashboard and can manage members, create registration links, validate accounts, organize services, manage budgets, appointments, groups, and much more.

- Manager: User with limited administrative rights within a specific department or ministry (e.g.: choir leader, intercession leader, etc.). The manager can oversee members in their department, send messages, and organize activities related to that department only. They may also manage all budgets allocated to their ministry.
- Newcomer: Person attending the church for the first time during a service or event. This data is recorded for attendance tracking and does not yet constitute a registered member in the application unless a registration is completed afterward.

Account: Personal space created on the application by a user, allowing access to certain features depending on assigned permissions.
Website: The official website of Church Manager. from which the application is accessible, or any other associated domain hosting the services of Church Manager.
Administrator: User authorized by the church to manage its data and access advanced features (e.g.: creating budgets, managing members, validations, etc.).

Registration Link: Temporary link generated by an administrator allowing one or more members to directly register into a specific department or category of the church.
Department: Sub-structure of a church’s organization (e.g.: worship team, welcome team, intercession), used to categorize members within the application to simplify management. Dashboard: Management interface available to administrators, allowing them to access all data and features related to their church.

Article 2. Collected Information

We collect the following information from users:

2.1 Church Member Data

- First and Last Name
- Email Address
- Phone Number
- Full Postal Address
- Department (e.g.: Worship, Welcome, Integration)
- Baptism Status
- Participation history in services or events
- Appointment availability
And any other relevant data that helps provide better support to members and facilitates the administrative management of the church.

2.2 Church Data

We collect the following information from churches:
- Official name of the church
- Main contact email address
- Phone number
- Full postal address
- Contact person(s) / main administrator
- Approximate number of members
- Main church or extension church
- Acceptance of the terms of use and privacy policy
"We may also collect other relevant information from churches when necessary to improve our services, personalize the user experience, and facilitate the management of members, activities, and internal structures. This information is always requested transparently and proportionally, solely to better meet the specific needs of each church."

2.3 Data Collection Methods

Church Manager collects personal data transparently, solely within the scope of using the application and its services. Information may be collected through various means, including:

By the church administrator, via a form integrated into the dashboard. Administrators may manually register members, manage information related to departments, appointments, services, or other internal activities.

Through personalized registration links, generated by the administrator and sent to members, group leaders, or newcomers. When a person completes this form, the data is directly recorded in the system.

During appointment bookings or registrations for specific events, such as baptisms, services, or other church-organized activities. These processes may require specific information to ensure effective event organization.

During general use of the application, certain technical or functional data may also be collected automatically. This includes, for example, display preferences, user actions, or login times, with the purpose of optimizing the user experience and ensuring the service’s security.

2.4 Data Use

The data collected by Church Manager is used exclusively within the scope of the application’s operation and the mission of church management. It serves to provide a smooth, efficient, and personalized experience to all users (administrators, managers, members). Specifically, this data is used to:

Manage member profiles: The collected information is used to create, complete, update, and maintain individual member profiles within the church. This facilitates the identification of congregants, their association with a group or department, tracking their progress within the community (baptism, integration, appointments, etc.), and communication with leaders.

Organize church activities: Data is used to plan and manage in a structured way the various events and services offered by the church. This includes the creation and management of worship services, groups, pastoral appointments, budgets, and baptisms. Each piece of data helps streamline logistics, assign roles, and ensure effective coordination between leaders and members.

Send personalized notifications and emails: The application uses contact data (email, phone) to automatically send personalized messages: registration confirmations, appointment reminders, account validation notifications, church-related updates, etc. This enables better internal communication without relying on repetitive manual messages.

Improve the quality of our services: Certain data is analyzed in an aggregated and anonymized manner to help us understand how the application is used. This allows us to identify areas for improvement, detect specific needs of churches, and enhance our features accordingly.

Track member participation and engagement: The application allows tracking of statistics related to worship attendance, number of newcomers, group registrations, or participation in activities. This information helps the church better understand the dynamics of its community and adjust its pastoral or organizational actions.

Inform users of updates, new features, and offers: We also use contact information to keep users informed of the latest developments in the application: new features, technical improvements, special offers, or usage tips. These communications aim to help every user get the most out of Church Manager

2.5 Data Recipients

Church Manager places great importance on the confidentiality of its users' data. As such, no personal data is sold, exchanged, or rented to third parties. Data sharing only occurs when strictly necessary for the proper functioning of the application, under the following circumstances:

With authorized administrators within churches: Member data may be accessed by church administrators or department managers within the scope of their roles: profile management, event organization, pastoral follow-up, communication, etc. Access is limited to their area of responsibility and governed by a role and permission management system.

With technical team members of Church Manager: The internal team, composed of authorized personnel, may access certain data only for the following purposes:

– performing technical maintenance of the platform,
– providing user support,
– securing data and preventing misuse.
These accesses are temporary, justified, traceable, and subject to strict confidentiality agreements.

With trusted technical service providers: To ensure service quality, some data may be shared with technical partners in the following cases:

– secure hosting of the application and databases,
– sending emails or notifications (e.g.: confirmations, reminders, updates),
– automated data backup and service continuity. These providers act as processors under the GDPR and are contractually required to:
– only process data on instructions from Church Manager
- never use the data for personal or commercial purposes.

With professional advisors bound by confidentiality: In certain specific cases (audits, legal support, regulatory obligations), Church Manager may share certain information with:

– lawyers,
– accountants,
– or auditors.
This sharing is always limited to what is strictly necessary and protected by professional confidentiality.

With administrative or judicial authorities when required by law: If Church Manager receives a legal injunction or an official request from a competent authority (court, administration), some data may be disclosed, strictly within the limits prescribed by law. Where permitted, the users or churches concerned will be informed of this disclosure.

With third parties, only in the form of anonymized and aggregated data: To improve our services or produce general statistics (e.g.: participation rates, activity frequency), we may process certain data in a fully anonymized manner. This data can never identify an individual or a specific church.

Transfers outside the European Union

In the event that some of our service providers are located outside the European Economic Area (EEA), Church Manager ensures that adequate safeguards are in place (standard contractual clauses, adequacy decisions, or binding corporate rules), in accordance with the General Data Protection Regulation (GDPR).

No automated decision-making

Church Manager does not perform any automated processing that has a legal or significant impact on users (e.g.: profiling, automatic rejection, scoring).

Article 3. Data Retention

Church Manager is committed to storing personal data responsibly, securely, and proportionately to the purposes for which it was collected.

3.1 Retention period tailored to purposes
The data collected within the application is retained as long as necessary to:
- ensure proper execution of the services offered,
- meet legal and contractual obligations,
- facilitate historical tracking of activities and members,
- ensure continuity in church management and relationships with members.
The retention period varies depending on the nature of the data and the purpose for which it was collected.

3.2 Examples of retention periods:

Data related to members (profiles, contact information, group assignments): Retained as long as the member is active or affiliated with the church. Deletion may be requested by the church or the concerned member, unless a legitimate interest requires retention (e.g. accounting obligation, pastoral history, etc.).

Participation history, worship services, appointments or baptisms: This data may be kept indefinitely, unless a deletion request is made by the church, insofar as it contributes to the memory, traceability, and structure of community life.

Budget data and expense history: Retained indefinitely unless otherwise required, particularly for transparency, financial monitoring, or verification by church leaders.

Login logs, user activities, internal communications: Retained for a defined period to ensure platform security, analyze usage, and resolve potential technical issues or disputes.

3.3 Data deletion or anonymization

Church Manager commits to deleting, archiving, or anonymizing data:
- when it is no longer needed for the intended purposes,
- upon request from the user or church, within the limits of applicable legal obligations,
- or after a reasonable period of inactivity (e.g.: account inactive for several years, unsubscribed church).
Deleted data is permanently erased from our systems, or irreversibly anonymized so that individuals can no longer be identified.

3.4 Compliance with legal obligations

Certain data may be retained for a longer period if required by law (e.g.: accounting or tax data), or in the context of protecting the legitimate interests of Church Manager (dispute resolution, contractual evidence).

Article 4. Data Security

The security and confidentiality of users’ personal data are top priorities for Church Manager To prevent any unauthorized access, disclosure, alteration, or destruction of information, we implement strict technical and organizational measures appropriate to the identified risks.

4.1 Restricted access and rights control

Access to data is strictly limited to authorized individuals based on their role and responsibilities in managing the application. Each user is provided with a secure account with defined access rights, ensuring that sensitive information is only accessed by legitimate actors.

Internal procedures are in place to manage authorizations and access revocations, ensuring continuous and rigorous control.

4.2 Secure connections

All communications between users and the application Church Manager are protected through secure encryption protocols (HTTPS). This ensures the confidentiality of exchanges and prevents any interception or alteration of data in transit over the internet.

4.3 Regular backups

To ensure service continuity and prevent data loss, automatic backups are performed regularly. These backups are stored in secure environments and are monitored to ensure their integrity and availability when needed.

4.4 Password encryption

User passwords are systematically encrypted (hashed) using recognized and secure algorithms, so they are never stored in plain text. This practice significantly reduces the risk of unauthorized access in the event of partial system compromise.

4.5 Access and action logging

All connections and sensitive actions performed on the platform are logged in audit trails. These logs help trace access, detect abnormal or malicious behavior, and effectively respond to any security alert.

4.6 Continuous monitoring and updates

Church Manager implements ongoing monitoring of system vulnerabilities, regularly applies security updates, and conducts internal audits to strengthen data protection.

Article 5. User Rights

In accordance with applicable legal provisions, including the General Data Protection Regulation (GDPR) and national laws, each user has a set of rights allowing them to effectively control their personal data collected and processed by Church Manager

These rights notably include:

Right of access: You have the right to request confirmation as to whether your personal data is being processed by Church Manager as well as access to that data. This allows you to know what information we hold, the purposes of processing, the data recipients, and the intended retention period.

Right to rectification: You may request the correction of inaccurate, incomplete, or outdated data about you. This ensures that the information used to manage your account or your church is always up to date and reliable.

Right to restrict processing: You may request a temporary restriction of data processing, for example, if you dispute the accuracy of the data or object to the processing on legitimate grounds.

Right to object: You may object at any time, for reasons related to your particular situation, to the processing of your data based on our legitimate interests, unless compelling legitimate grounds override your objection.

Right to data portability: When the processing is based on your consent or a contract, you may request to receive your personal data in a structured, commonly used, and machine-readable format, or request its direct transmission to another data controller.

Right to withdraw consent: If the processing of certain data is based on your consent, you may withdraw it at any time, without affecting the lawfulness of the processing carried out before this withdrawal.

5.1 How to exercise your rights

To exercise these rights, you may contact us at the following address: contact@churchmanager.fr

We commit to responding to your request within the timeframe required by applicable regulations, usually within one month of receiving your request. If the request is complex or involves multiple items, this period may be extended by an additional two months, in which case we will inform you of the reasons for the delay and the expected duration.

5.2 Complaints

In case of difficulty or dissatisfaction regarding the processing of your data, you may also file a complaint with the competent data protection authority, such as the CNIL (Commission Nationale de l’Informatique et des Libertés) in France.

Article 6. Cookies

As part of its operation, Church Manager may use cookies, i.e., small text files placed on your device (computer, smartphone, tablet) during your navigation on our web application.

6.1 Types of cookies used

Technical and functional cookies: These cookies are essential for the proper functioning of the application and notably allow:

- to ensure secure and stable navigation,
- to remember your session preferences,
- to facilitate access to various features (authentication, session management, custom settings).
These cookies are strictly necessary and do not require your prior consent to be used.

Analytical cookies (optional): With your explicit consent, we may use cookies to collect anonymized data on application usage (number of visits, pages viewed, browsing time). This information helps us continuously improve the quality of our services and user experience.

No profiling or advertising cookies without consent: Church Manager does not place any profiling, advertising, or third-party cookies for commercial purposes without first obtaining your explicit consent. We fully respect your privacy and data choices.

6.2 Cookie management and refusal

You may at any time manage, configure, or refuse the use of cookies directly through your browser settings or via the options provided in the application, when available. However, blocking or refusing some technical cookies may limit access to certain essential features of Church Manager

Article 7. Privacy Policy Updates

Church Manager reserves the right to update or modify this privacy policy at any time, particularly to reflect regulatory, technical, or functional changes to the application.

7.1 Notification of changes

- an email sent to the address associated with your account,
- a notification displayed directly in the application upon your next login.

7.2 Access to the updated policy

We encourage you to regularly review this policy to stay informed of any updates. Continued use of Church Manager after the publication of changes constitutes tacit acceptance of those changes.

Article 8. Contact

For any questions, information requests, exercise of your rights, or complaints regarding this Privacy Policy, you may contact us through the following means:

contact@churchmanager.fr

Article 9. Conclusion

Church Manager places fundamental importance on the protection of privacy and the confidentiality of users’ personal data. Through this policy, we are committed to transparent, secure, and compliant data management in accordance with applicable regulations. Our goal is to enable churches and their members to benefit from a reliable application that respects everyone’s rights and is fully dedicated to improving church management. We thank you for your trust and remain available for any questions or further clarification.