Privacy Policy
Last updated: 13 October 2026
EasyChurch ("we", "our", "us") provides church management software to pastors and church administrators. This policy explains what we collect, why we collect it, who else handles it, and how you can delete it.
In short
- Your church's data belongs to your church. We store it on your behalf so the app can work.
- We look at a church's data only to help when the church asks, to keep the service secure, or when the law requires it. Every action in our administrator account is recorded.
- Our offsite backups are encrypted before they leave our server.
- We do not sell your data or your members' data.
- A few outside services handle data for us: payments, email, SMS, backups and optional AI writing tools. Section 4 lists them.
- You can delete your account yourself, in Settings.
- Members can unsubscribe from a church's emails with the link in each email.
1. Information we collect
Your account. Your name, church name, email address, phone number, city, state and country, and your password. Passwords are stored as one-way hashes.
Church data you enter. Member and visitor records (for example names, phone numbers, email addresses, home addresses, dates of birth and anniversaries, departments, attendance and notes), giving and offering records, expenses, events, prayer requests, logs of the SMS and email messages you send, and the team logins you create. If you connect an SMS provider, we also store the API key you enter for it, with your church data. This data belongs to your church. We store it on your behalf so the app can work. Because a church's records show that a person is part of a church, they can reveal religious belief, which data protection laws treat as sensitive information. We handle it with that in mind.
Payments. Card, bank transfer, USSD and mobile money payments are handled by Flutterwave. We never receive or store your card details. We keep the payment reference, the amount, the plan and the expiry date.
Device and usage. A device identifier, used to limit how many devices can use one account, and standard server logs (IP address, time and pages requested) for security and troubleshooting.
Cookies and browser storage. A cookie keeps you signed in. The app also keeps preferences, some of your church's data and your choice about AI features in your browser's local storage, so it loads quickly.
2. How we use information
- To provide and run the service for your church.
- To process payments and manage your subscription.
- To send service messages, such as verification codes, password reset codes, receipts and welcome messages.
- To send SMS and email to your members on your behalf, including automatic birthday and anniversary messages, according to your church's settings.
- To provide the optional AI writing features, only when you use them.
- To keep the service secure, fix problems, and comply with the law.
We do not sell personal data, and we never use a church's member records for our own marketing.
When we look at your church's data. We open a church's data only when the church asks us for help with a problem, to keep the service secure or investigate misuse, or when the law requires it. Our administrator account shows the list of churches and their subscriptions, not their members, and there is no export of members across churches. Every action taken in our administrator account is recorded, with the time and what was opened.
3. AI features
EasyChurch has optional AI features: message drafts, sermon ideas, a weekly briefing and a monthly summary. When you use one, our server sends the text of the request to outside AI services, OpenRouter (and the AI model provider it chooses) and Google (Gemini), which write the reply. What is sent depends on the feature:
- Message drafts: the situation and the wording of the request. Members' names are replaced with placeholders before sending.
- Weekly briefing: your church's name, counts, event titles, and placeholders in place of the members who have birthdays or absences.
- Sermon ideas: your church's name and the wording of up to five ongoing prayer requests, or the topic you type.
- Monthly summary: totals and percentages, the name of your top cell group, and your church's name.
The AI features do not send member phone numbers, email addresses, home addresses or individual giving records. Prayer requests and text you type can still contain personal details, so use these features only if you are comfortable with that. We ask for your permission before you first use an AI feature in a browser. These services have their own privacy policies, and we cannot control how they handle text they receive.
4. Who else handles data
| Service | What it does | What it receives |
|---|---|---|
| Flutterwave | Takes payments (card, bank transfer, USSD and mobile money) | The payer's name and email, the amount and the payment reference |
| Amazon Web Services (Amazon SES) | Sends email | Recipient address, subject and message, for account emails and for emails a church sends to its members |
| The SMS provider your church chooses (for example BulkSMS Nigeria, Arkesel, Termii, Sendchamp or KudiSMS) | Delivers SMS | Recipient phone numbers and message text, through your church's own account with that provider |
| OpenRouter and Google (Gemini) | Write AI replies when you use an AI feature | The text described in section 3 |
| GitHub (private repository) | Holds an offsite copy of our most recent database backups | An encrypted copy of the database. It is locked before it leaves our server, and GitHub cannot read it |
| Hostinger, our hosting provider (servers in the United Kingdom) | Runs our servers and stores the data | All the data stored in the service |
We may also disclose information when the law requires it.
5. Deleting your account and data
You can delete your church account yourself. Sign in, open Settings, choose Delete my account, enter your password and type DELETE. This permanently removes your church record, members, message logs, team logins and other church data from our live system. It cannot be undone, and any unpaid referral earnings are lost.
Some things remain after you delete:
- Backups. We make daily backups of our database. Copies on our server are kept for 90 days. Encrypted offsite copies are kept for the 8 most recent days only, and older ones are removed automatically. So data you deleted leaves the offsite copies within about 8 days, and our server's copies within 90 days. We do not use backups to bring a deleted account back, except to recover from a failure. To have your data removed from backups sooner, email us and we will remove it from the backups we control as soon as we reasonably can.
- Payment and payout records. Payment reference numbers and referral payout requests are kept for accounting and to prevent fraud.
- Messages already sent. SMS and email that were delivered stay with the providers that delivered them.
If you are a member of a church that uses EasyChurch, your church controls your record. Ask your church to correct or delete it.
6. Unsubscribing from emails
Every email a church sends to its members through EasyChurch, including automatic birthday and anniversary emails, ends with an Unsubscribe link. Using it stops further emails from that church to that address. Emails from other churches, and account emails such as verification codes, password resets and receipts, are not affected. SMS messages have no unsubscribe link, so ask your church to stop them.
7. Storage, security and international processing
Data is stored on servers in the United Kingdom, run by a commercial hosting provider. We use encrypted connections, we store passwords as one-way hashes, and we limit who can reach the servers. Offsite backups are encrypted before they leave our server, and only we hold the key that opens them. Every action taken in our administrator account is recorded. No system is completely secure, and we cannot guarantee absolute security. Our service providers work in other countries, so your data may be processed outside the country where you live.
If something goes wrong. If a security breach affects your church's data, we will tell you, and the Nigeria Data Protection Commission or any other authority where the law requires it, within 72 hours of becoming aware of it, with what happened and what we are doing about it.
8. How long we keep data
We keep your church's data while your account is active. After you delete it, section 5 applies. Server logs are kept for about two weeks.
9. Your responsibilities as a church administrator
You are responsible for the accuracy of the data you enter. You are also responsible for getting any consent you need from your members before you store their information or send them SMS or email through EasyChurch, and for respecting requests to stop.
10. Children
EasyChurch is a tool for church leaders and staff, and is not directed at children. A church may record information about children in its congregation, and it is responsible for getting a parent's or guardian's consent to do so.
11. Your rights
You can delete your account in Settings (section 5), unsubscribe from a church's emails with the link in each email (section 6), and ask us for a copy of your church's data or a correction to it by emailing us.
Depending on where you live, data protection laws such as the Nigeria Data Protection Act 2023 or the EU and UK GDPR give you rights over your personal information, including to see it, correct it, have it deleted, and object to how it is used. To use them, email us. If you are a church member, your church decides what is kept about you, so ask your church first; we will help it respond. You can also complain to your data protection authority, such as the Nigeria Data Protection Commission.
12. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. If you keep using EasyChurch after a change, you accept the updated policy.
Questions about this policy?
Email us at support@easychurch.site