Privacy Policy

1. Overview

MinistryCount is a church management platform that helps churches manage records, attendance, visitors, leaders, announcements, SMS/email communication, reports, billing and related administrative activities.

We respect privacy and aim to handle personal information responsibly, lawfully and securely. This policy applies to users of the MinistryCount website, church workspace, member portal and related services.

2. Our role and your church’s role

When a church uses MinistryCount to upload, create or manage church records, that church normally decides what information is collected, why it is collected, who may access it and how long it should be kept. In that case, the church is responsible for the records it manages in the platform, and MinistryCount provides the technology used to process those records.

For information collected directly from website visitors, demo enquiries, platform administrators, billing contacts and support requests, Intek Multimedia Web Agency may determine how that information is used to provide and improve the service.

3. Information we collect

Depending on how the platform is used, information may include:

Church and account information

Church name, church slug, logo, branding colours and plan details.
Primary contact name, phone number, email address and billing status.
Administrator and user names, usernames, roles, permissions, activity logs and session information.

Member and visitor records

Names, titles, photos, gender, date of birth, marital status and contact details.
Assembly, ministry, residence, occupation, emergency contacts and related membership details.
Visitor details, invited-by information, visit dates, follow-up notes and conversion status.

Church activity information

Attendance records, service dates, service slots, reports and exports.
Announcements, read records, campaign recipients and communication delivery status.
Shepherding, follow-up and pastoral care information entered by authorised church users.

Technical and support information

IP address, browser or device information, timestamps, pages visited and error logs.
Support messages, demo requests, payment references and service-related communication.
Cookies or similar technologies needed for login sessions, security and basic analytics.

4. How we use information

We use information to:

Provide, maintain and secure the MinistryCount platform.
Create church accounts, user accounts, member records, visitor records, attendance records and reports.
Send service messages such as login notices, PINs, account updates, billing notices, support responses and platform announcements.
Enable churches to send approved SMS, email or other communications to their members and visitors.
Monitor usage, troubleshoot errors, prevent abuse, protect accounts and improve the service.
Comply with legal, regulatory, tax, accounting, security and dispute-resolution obligations.

5. SMS, email and communications

MinistryCount includes tools that allow churches to send SMS, email, announcements and other communications. When a church sends a message through the platform, the message content, sender details, recipient names, phone numbers, email addresses, delivery status and provider responses may be processed to deliver the message and keep records of the campaign.

Churches are responsible for ensuring that their messages are lawful, appropriate, consent-based where required, and sent only to people they are allowed to contact. Recipients who do not want to receive certain church communications should contact the relevant church administrator or contact us for help routing the request.

6. How information is shared

We do not sell personal information. We may share information only where necessary, including with:

The church or authorised church users who manage the relevant records.
Hosting providers, database providers, email providers, SMS gateways, analytics tools and technical service providers used to run the platform.
Payment, accounting or billing service providers where needed to process subscriptions, invoices or receipts.
Professional advisers, regulators, law enforcement bodies or courts where required by law or necessary to protect rights and safety.
Another organisation if the platform or business is restructured, transferred or merged, subject to appropriate safeguards.

7. How we protect information

We use administrative, technical and organisational measures designed to protect information against unauthorised access, accidental loss, misuse, alteration or disclosure. These measures may include role-based access control, tenant separation, password protection, secure hosting, HTTPS, session controls, activity logs, backups and restricted administrator access.

No online system can be guaranteed to be completely secure. Churches and users should also protect their login details, use strong passwords, limit user permissions and promptly report suspected unauthorised access.

8. How long we keep information

We keep information for as long as needed to provide the platform, support the church account, maintain records, comply with legal obligations, resolve disputes and protect the service. Churches may also decide how long to keep member, visitor, attendance and pastoral records inside their own workspace.

When a church account is closed or data is deleted, we may retain limited backup, billing, security, audit or legal records for a reasonable period where required or permitted by law.

9. Your privacy rights

Subject to applicable law, you may have rights to request access to your personal information, correction of inaccurate information, deletion of information, restriction of processing, objection to certain uses, and withdrawal of consent where processing is based on consent.

If your information was entered by a church, the fastest way to update or remove it is usually to contact that church directly. You may also contact us, and we will help route your request to the appropriate church or respond where we are responsible for the information.

10. Children and young people

Churches may use MinistryCount to manage children, teens, youth ministries or related church groups. Where information about children or young people is entered into the platform, the church is responsible for ensuring that it has the appropriate authority, consent or lawful basis to collect and manage that information.

We do not knowingly invite children to create administrator accounts or use administrative areas of the platform without appropriate authorisation.

11. Cookies and usage data

We may use cookies or similar technologies to keep users logged in, protect accounts, remember basic preferences, improve page performance and understand how the platform is used. You can control cookies through your browser settings, but disabling some cookies may affect login and platform functionality.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the platform, legal requirements or our privacy practices. The updated version will be posted on this page with a new “Last updated” date.