Privacy Policy
Revised: June 27, 2024
ChurchTrac Software, Inc. ("ChurchTrac") values your privacy and the security of your data. This privacy statement demonstrates our commitment to you and your data. It discloses our policies and practices regarding the handling of your data and other information. This policy covers, without limitation, all software, applications, products, and technical support offered by ChurchTrac. By using our Website(s), Products, Applications, or Services (collectively "Service"), you agree to be bound by the following privacy policy. We reserve the right to change these policies without notice. If you do not agree to these policies, your only recourse is to not use the Service.
The phrase "Your Church" refers jointly to you (an individual) and the organization you represent, together with any and all users, members, representatives, employees, or agents of the organization who access the Service. Your Church may be referred to generically as "you," "your," or "your church" in this document. Your access to the Service is provided through your account ("Account") with ChurchTrac.
Types of Data Collected
We collect basic information ("Personal Information") about you. We collect this information whenever you create a paid or trial account with us or request support from us. This information is never shared with or transmitted to a third party except as described below.
Direct Data Collection: We collect Personal Information directly from you when you create an account, including your name, church name, email address, IP address, and phone number.
User-entered Membership Data: Users may enter data into the database regarding their organization's members. This data, which can include names, contact information, addresses, dates of birth, and other identifiers, is also considered Personally Identifiable Information (PII). You are responsible for ensuring the accuracy and legality of the data they enter into the system. This includes compliance with all applicable laws and regulations regarding data protection, especially concerning data about children under the age of 13. We treat user-entered data with the same level of care as the data collected directly from users.
Use of Membership Data
ChurchTrac provides a platform for users to manage their organizational data. We do not control the data that users enter into the system. While we provide tools and features to help users manage their data securely, users are ultimately responsible for ensuring their use of the platform complies with applicable laws and regulations.
Your data ("Database") is for your exclusive use. ChurchTrac will not share, sell, or transfer this data to any third party except as necessary to provide our services, comply with legal obligations, or protect our rights. You grant ChurchTrac employees and agents access to your data and database for the purpose of providing technical support, troubleshooting, error reporting, application diagnostics, or other related purposes necessary to maintain or improve the Service. We will access your Database only to the extent as is required to perform the required or requested task. If you do not wish for a ChurchTrac employee or agent to access your Database in connection with a technical support incident, you must make that request in writing as part of each technical support incident. Additionally, there's an option in Administrator Settings which can be configured to prevent support staff from accessing your Account.
Protection of Data and Security
We strive to prevent unauthorized access to your Personal Information and data. However, no data transmission over the Internet is guaranteed to be 100% secure. We recommend that you maintain internal processes to protect your Account and Account secrets, such as passwords.
We implement various security measures to ensure the protection of both the Personal Information collected directly from users and the membership data entered into the database. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee its absolute security. While we strive to protect your Personal Information, the responsibility and burden for the protection of data entered into the system ultimately rests with you and Your Church. ChurchTrac accepts no responsibility for the security of the data entered by Your Church. By using our services, you agree to indemnify and hold ChurchTrac harmless from any claims, losses, or damages arising from your use of the Service and the data entered into the Service.
In the event of a data breach, we will notify affected users and relevant authorities as required by applicable law. Notifications will be sent via email to the primary contact(s) on the account.
Use of Personal Information
We may use your information to:
  • Respond to your inquiries.
  • Follow up on support requests.
  • Send payment notices.
  • Send notices regarding product features, service notices, or updates.
  • Send communications that are promotional in nature.
Third-Party Services
We use third parties to assist us in providing functionality via the Service. When you subscribe to or use any of these third-party services, we will share your Personal Information only as necessary with the third party solely for the purpose of providing that service. These third parties are audited to verify that their security and practices meet ChurchTrac's requirements.
Cookies and Tracking Technologies
We use "cookies" on this Website to improve your access and identify repeat visitors. Cookies help save time by storing your preferences, track user interests, and enhance the Website experience. Usage of a cookie is not linked to any personally identifiable information. We may use session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device until deleted). Users can manage their cookie preferences through their browser settings.
Cookies are used to:
  • Help you navigate the Website.
  • Facilitate the sign-up and login process.
  • Personalize your experience.
  • Analyze frequently visited pages or traffic statistics.
  • Provide features such as social sharing widgets and videos.
  • Measure advertising and promotional effectiveness.
ChurchTrac requires cookies for the Website to function properly. Disabling or restricting cookies will result in a limited or unusable user experience.
Use of Google Analytics and Google reCAPTCHA
We use Google Analytics to track website statistics and Google reCAPTCHA to protect our site from spam and abuse. By using our Website, you consent to the processing of data by Google Analytics and Google reCAPTCHA. Users can opt out of Google Analytics tracking using the Google Analytics Opt-out Browser Add-on.
Email Communication
During the trial period, we periodically send emails to the primary contact(s) on the account. For paying customers, we send payment notices and other communications to the primary contact(s) and any user accounts designated as Administrators. Users can opt out of these emails at any time via the Unsubscribe button in the email footer or in the Users section of the Application.
Data Subject Rights
You may exercise the following rights at any time by contacting us via support ticket at on our Website:
  • See what data we have about you.
  • Change/correct any data we have about you.
  • Request the deletion of your data.
  • Express any concerns about our use of your data.
Data Retention
We retain your account data for the duration of your Account's active status. If your account is closed or terminated, we will remove your data from our server(s) within 60 days. Encrypted backups of your data may be retained for an extended period solely for account restoration purposes. If you prefer not to have your database and backups retained, you can request permanent removal by submitting a support ticket on our website.
Payment Processing
We use third-party service providers ("Payment Processors") to manage credit card or bank payment processing. These providers are not permitted to store, retain, or use your Personal Information or billing information except for credit card processing on our behalf. We may access the last four digits of your credit card number, its expiration date, and the billing address solely to assist with your purchased product or service.
Surveys, Feedback and Testimonials
From time to time, we may ask customers to respond voluntarily to surveys or to provide feedback to help us improve our products and services. Any information collected will be kept confidential, is only used internally, and is not shared with third parties. We may use testimonials provided or posted by you in our marketing or advertising materials. Your name, position, and organization name may be used in connection with your quote or video testimony.
Data Ownership
You retain ownership of the data entered or provided by you. ChurchTrac has limited access to this data as outlined in our Terms of Service for support purposes. Under no circumstance will we sell, share, or transfer your data to a third party.
Audit Trail
We maintain a record of actions taken by your users. Administrator users can view these records (audit trail) from the User Accounts section of your account. The data in the audit trail includes user login times, and any changes, additions, or deletions made to your account data. This information is collected and retained solely for your benefit and is not used by ChurchTrac.
Links to Other Sites
This Website contains links to other sites. We are not responsible for the content or privacy practices of such sites. We encourage our users to read the privacy statements of any other site that collects personally identifiable information.
Children's Privacy
ChurchTrac recognizes the importance of protecting children's privacy. Our platform may be used by organizations to enter and manage data regarding their members, which may include information about children under the age of 13. ChurchTrac does not knowingly collect Personal Information directly from children.
You are responsible for ensuring that any data entered into the system regarding children complies with all relevant privacy laws, including the Children's Online Privacy Protection Act (COPPA). You are responsible to obtain verifiable parental consent before collecting, using, or disclosing Personal Information from children under the age of 13. You must ensure that appropriate internal measures and processes are in place to protect the privacy and security of children's information. This includes limiting access to the data to authorized personnel only.
General Compliance
Users must comply with all applicable laws and regulations related to data protection and privacy. By using our services, you agree to adhere to these legal requirements and ensure that all data entered into the system is handled in compliance with relevant laws.
Compliance with GDPR and CCPA
For our EU customers, ChurchTrac is classified as a data processor, and churches using our services are acting as data controllers. Data subjects wishing to revoke consent for their personal data should contact the data controller (you or your church). European citizens may submit requests relating to their information collected by ChurchTrac by submitting a support ticket from the support pages of the Website. Responses will be provided within 3 business days.
For California residents, the California Consumer Privacy Act (CCPA) grants additional rights regarding your Personal Information. You can request to:
  • Know what Personal Information is being collected about you.
  • Know whether your Personal Information is sold or disclosed and to whom.
  • Access your Personal Information.
  • Request deletion of your Personal Information.
  • Opt-out of the sale of your Personal Information.
  • Non-discrimination for exercising your CCPA rights.
To exercise these rights, contact us via the support email address or through other communication options provided on our website. We may require additional information to verify your identity before processing your request.
Contact Information
If you have any questions about this policy or feel that we are not abiding by this privacy policy, contact us immediately by submitting a support ticket at We strive to ensure our support system is user-friendly and accessible.