1. Purpose
This Data Retention & Backup Policy explains how MinistryCount keeps, backs up, deletes and restores information processed through the platform. It should be read together with the Privacy Policy and User Data Deletion Policy.
2. Active church records
While a church account is active, MinistryCount may retain the records needed to provide the service, including church details, members, visitors, attendance, assemblies, users, announcements, communication history, billing details, settings, reports and activity logs.
Churches may update or remove records inside the system where the available tools permit.
3. Deleted and deactivated records
Some actions may deactivate, archive, transfer out or mark records as inactive instead of immediately deleting them. This helps churches preserve historical attendance, pastoral, membership and audit records.
Where a church wants permanent removal of specific data, it should follow the User Data Deletion Policy and ensure the request is authorised.
4. Backups
MinistryCount or its hosting provider may maintain backups for service continuity, disaster recovery, technical troubleshooting or security purposes. Backups are not intended as a general archive for churches to request individual item restoration at any time.
Backup retention periods may vary depending on hosting, operational needs and available storage arrangements.
5. Restoration limitations
Data restoration may not always be possible. Restoring one church’s records may be affected by multi-tenant database structure, backup age, file availability, technical feasibility and risk to other data.
Churches should use export tools to keep their own authorised records when needed, while protecting exported files properly.
6. Cancelled or suspended accounts
When a church cancels or is suspended for non-payment, misuse or other reasons, MinistryCount may retain the account data for a limited period to allow reactivation, billing review, dispute resolution, legal compliance, security investigation or data export.
After the retention period, data may be deleted, anonymised, archived or made inaccessible.
7. Billing, logs and compliance records
Some records may be retained even after an account is closed, including invoices, payment records, activity logs, support messages, security records, SMS logs and legal/compliance documentation.
These records may be needed to protect the platform, resolve disputes, comply with obligations or demonstrate responsible administration.
8. Data minimisation
Churches should avoid storing unnecessary information in MinistryCount. The platform should not be used as a place to store unrelated sensitive files, private counselling notes or personal information that is not needed for church administration.
9. Contact
For questions about retention, backup or account closure, contact support@ministrycount.com.