Privacy Policy

ChurchHQ is church management software. It helps a church keep its member and family records, giving, attendance, prayer requests, ministries, events, and certificates in one place. This policy explains what information is collected, why it is collected, and how it is used when a church uses our service.

Two different relationships matter here. When a church uses ChurchHQ, the church decides what congregation data to record and who on its staff may see it. We provide and run the software on the church's behalf. If you are a member of a congregation and want your records corrected or removed, your church is the right first point of contact. We support churches in acting on those requests.

Account Information

Church staff sign in with an email address and a password. We keep a log of account and invitation emails sent, recording sending outcomes and investigating problems.

Member and Family Records

Your church records the details it needs to shepherd its congregation, such as name, email address, phone number, gender, date of birth, wedding anniversary, baptism status, membership status, campus, and family grouping.

Where a church chooses to record an Aadhaar number, ChurchHQ stores only the last four digits.

Giving Records

We store the giving a church records, such as amount, currency, date, category, and method, linked to a member or family. A gift can also be recorded against a free text donor name or left anonymous. We do not operate a payment gateway, process card or bank payments, or store bank and card details.

Attendance

We store attendance sessions for services and events, and the records a church marks against them.

Prayer Requests

Prayer requests are stored as text, with an optional category and status. A request may be marked confidential, in which case it is visible only to users with specific pastoral roles.

Event Registrations

A church can publish an event registration link. We receive the details entered to pass the registration to the church running the event.

Certificates and Ministries

When a church issues a certificate or manages volunteer ministries, we store the details the church provides to generate the document or schedule the team.

Security and Access Logs

We may log security-relevant system events to detect misuse and investigate problems. These logs are used for operational security and are not a complete record of every view or edit.

• To provide the service the church signed up for
• To authenticate you and enforce role based access
• To send transactional email such as invitations and password resets
• To generate the reports, statements, and certificates a church asks for
• To keep the service secure and to investigate problems
• To communicate updates about the service

We do not sell data. We do not share it with advertisers and we do not use it to target advertising.

Records held in ChurchHQ reveal religious affiliation, and prayer requests can describe private matters. In practice, this means role based access rather than blanket access. Church staff roles enforce what each user is allowed to see. Confidential prayer requests are restricted to specific pastoral roles.

We keep third party sharing to a minimum. We share data solely as directed or as needed to operate the service, such as using service providers to deliver transactional email or protect public forms from automated abuse. We do not sell or share this data with anyone for their own commercial use.

If you hold a ChurchHQ staff account, you can delete your account from within the app. An authenticated staff account deletion removes your login access but is not an assurance that tenant or congregational data is deleted. The church remains responsible for its congregation records.

If your details sit in a church's register, contact your church first. The church controls the data and can correct or remove the record. If a church cannot resolve it, you or the church can contact us and we will help.

ChurchHQ is built for church staff and volunteers. A church's family records will often include children. Those entries are created by the church, which is responsible for having a proper basis to record them. If you believe a child's information is held without a proper basis, contact your church to have it addressed.

We may update this policy. We will post the new version on this page.

For any question about this policy or how data is handled, you can reach out to us. If you are a member of a congregation, your church can usually resolve a request faster, so please start there where you can.