Privacy Notice

1. Who we are

This notice explains how Disciplytics, LLC ("Disciplytics", "we") handles personal data in the Disciplytics service. Questions can be sent to jacob.vandergriff@disciplytics.com.

Your church is the controller of the congregational data it connects and the surveys it sends. Disciplytics acts as a processor for that data, using it only to provide the service. For the data we collect about our own account holders — the people who sign in, subscribe, and contact support — Disciplytics, LLC is the controller.

2. Personal data we handle

Depending on how your church uses the service, we handle the following categories:

• Account data: name, email address, login credentials (stored hashed), role in the workspace, and two-factor settings.
• Church directory data from Planning Center: names, contact details, membership status, campus, household and address fields, groups, serving assignments, and headcounts.
• Giving data from Planning Center: donation amounts, dates, and funds, along with donor records used to build aggregate totals.
• Survey data: ratings, optional comments, optional self-reported background answers (age range, tenure at the church, whether children live in the home, and campus), invitation email addresses, and the respondent's acknowledgement of the survey notice. Background answers are used solely to compare groups of at least five respondents, never to identify a respondent.
• Optional research data: a participating church's denomination or tradition, its versioned enrollment and withdrawal history, and the respondent's separate research choice. Only consented ratings and optional background answers qualify; names, contact details, Planning Center identifiers, invitation tokens, and written comments are excluded from research datasets and outputs.
• Pastoral care data: pastoral notes synced from Planning Center (author, date, category, and text), notes and follow-up records your team creates in Disciplytics, and outreach messages drafted in the app. This material is visible only to church admins.
• Support and feedback: the messages, feature requests, and contact details you send us.
• Technical data: IP address, browser and device information, timestamps, and error and usage logs.

3. Why we use it, and our legal basis

Each purpose below is tied to a legal basis. Where we rely on legitimate interests, we have balanced them against your rights.

• Creating and administering accounts and workspaces — performance of our contract with your church.
• Providing the analytics, dashboards, forecasts, and survey summaries — performance of contract.
• Sending invitations, survey links, and service notifications — performance of contract.
• Security, fraud prevention, abuse detection, and audit logging (including recording who accepted these terms) — legitimate interests and legal obligation.
• Diagnosing errors and improving the product — legitimate interests.
• Handling support requests — performance of contract and legitimate interests.
• Occasional product email that is not required for the service — consent, withdrawable at any time.
• Optional pooled discipleship research — explicit church and respondent consent, withdrawable for future use at any time.
• Meeting tax, accounting, and other legal duties — legal obligation.

4. How results are reported

Giving is reported in amounts only as aggregates. The service does not display an individual's or a household's giving figures anywhere, and there is no donor-level giving list. It has no screen that shows one person's survey answers. Survey and community results are only reported for groups of at least five people, and small groups are suppressed on maps and community views. That floor also applies to the group comparisons on survey results — comparing measure scores by campus, gender, marital status, age range, household, tenure, serving, giving or group participation — where any group with fewer than five responses is suppressed rather than scored.

One feature is deliberately not aggregated. The pastoral care list is a follow-up tool that shows household names, the names of the people in each household, and their contact details from Planning Center, together with a risk rating derived from how a household's giving rhythm has changed and whether anyone is in a group, serving, or checking children in. It shows no monetary amounts. It is available to every member of the church's workspace, and the church decides who to invite.

Inside that feature, pastoral notes from Planning Center, notes written in Disciplytics, drafted outreach, and follow-up reasons are restricted to church admins. Aggregate cohort findings may be shown beside a household, but they describe the cohort and never that household's own survey answers, and no screen anywhere shows one person's responses.

Disciplytics does not diagnose individuals. It reports what the data observed and may suggest a next step for a pastor to consider. Where AI helps word an outreach message, it receives only the context needed for that message — never giving amounts or individual survey answers — the pastor reviews and sends it, and drafts that reference analytics, giving, survey results, pastoral notes, or a person's inner state are rejected before display.

5. Who we share data with

We do not sell personal data. We share it only with the following categories of recipients:

• Service providers acting on our instructions: cloud hosting and database infrastructure, transactional email delivery, and error monitoring.
• Planning Center, the source system your admin authorizes, when reading the records you ask us to sync.
• Paddle.com, our Merchant of Record, for the sale of subscriptions, subscription management, payments, tax compliance, and invoicing. Paddle collects payment details directly; we never see full card data.
• Professional advisers such as legal and accounting providers, where necessary.
• Authorities or other parties where we are required to do so by law, or to protect our rights.
• A successor entity, if the business is merged or acquired, subject to this notice.
• Approved research partners only under a separate purpose-limited agreement, and only after data has been minimized and protected. Public research never names a church or respondent.

6. International transfers

Disciplytics, LLC is based in the United States and our infrastructure providers process data in the United States. Where data is transferred from the UK or EEA, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (with the UK Addendum where relevant) or an applicable adequacy decision.

7. How long we keep data

Synced Planning Center data and survey results are kept for as long as your workspace is active, because they are what the analytics are built from. Your church can ask us to delete them at any time, and can disconnect Planning Center to stop future syncing.

Research-eligible survey data is retained only while needed for the approved research purpose. When a church withdraws, new responses stop qualifying immediately and its prior contributions are removed from research datasets that can still be recomputed. Irreversibly published aggregate statistics cannot be withdrawn.

When a workspace is closed we delete or anonymise its data within 90 days, except records we must keep longer for legal, tax, or audit reasons — such as invoices and the record of who accepted these terms. Error and access logs are kept for up to 12 months.

8. Your rights

Subject to the law that applies to you, you may request access to your personal data, correction of inaccurate data, deletion, restriction of processing, a portable copy, or object to processing based on legitimate interests. Where we rely on consent, you may withdraw it at any time.

Email jacob.vandergriff@disciplytics.com to exercise a right and we will respond within one month. If your data was connected by your church, we may refer your request to the church as the controller. Individuals in the UK or EEA also have the right to complain to their supervisory authority; individuals in the United States may have similar state-law rights, including the right not to be discriminated against for exercising them.

9. Security

We apply appropriate technical and organisational measures: encryption in transit and at rest, row-level database isolation so one church can never read another's data, encrypted storage of Planning Center access tokens, role-based access with optional two-factor authentication, least-privilege service credentials, and audit logging. No system is perfectly secure, but we work to keep the risk low and will notify you of a breach affecting your data as required by law.

10. Cookies

We use strictly necessary cookies and local storage to keep you signed in, remember your workspace, and secure the session. These are required for the app to work and cannot be switched off in the product.

We do not use advertising cookies. If we add analytics or marketing cookies in future, we will ask for consent first and provide a way to manage your preferences. You can clear or block cookies in your browser, though the app will not function without the necessary ones.

11. Changes to this notice

We may update this notice. Each version carries a date, and material changes will be communicated to workspace admins before they take effect.