How The Covenant Nation handles your data

Registration asks you to accept this policy. We record when you accepted it and which version you saw. Church updates, approved church media, and emergency contact visibility are enabled when you register. You can turn those choices off in your profile.

Review or change these choices at Settings → Profile & Privacy on your dashboard. Church-wide newsletters may go to members who have not declined email updates. Department and Connect Group leaders use group audiences for their own messages.

The platform asks for the information needed to support church life and safety. Depending on what you use, this may include:

• Profile and contact details such as name, phone, email, address, preferred centre, and communication preferences.
• Household and relationship details such as spouse, parent, guardian, emergency contact, and authorised pickup relationships.
• Welcome, event registration, attendance, and check-in records.
• Visit plans you choose to send before a first visit: name, contact details, intended date, party size, number of children, accessibility and transport needs, and the area you are travelling from.
• Bus pickup requests: route, stop, service date, named household riders, unnamed guest count, contact details, and pickup or absence records.
• Children's church safety details, including allergies, medical notes, emergency notes, class assignment, check-in/out records, security labels, and incident notes.
• Media choices, gallery access, and reports about shared photo collections.
• Operational audit records for sensitive admin actions and privacy/data-subject request handling.

For birthday celebrations, we ask for the month and day. A birth year is optional on member profiles and may be needed for age-based activities. Some requests, including ceremonies, may ask for a full birth date.

We use this data for clear church operations, including:

• welcoming first-time visitors and helping centre teams follow up;
• preparing for a visit you have told us about, such as arranging step-free access or transport help;
• supporting event registration, attendance, self check-in, and post-event gallery access;
• running children's church check-in/check-out safely;
• keeping household, guardian, emergency-contact, and authorised-pickup details accurate;
• sending church updates unless you have declined them, and contacting you about services you request;
• limiting access to child records, member details, galleries, and admin work by role and centre.

We do not use your data to run AI lead scoring, facial recognition, automated pastoral profiling, or ad-targeting workflows.

We do not sell member information. Service providers that run hosting, email, or media services may process information for those purposes. We do not give department leaders a general church contact list.

Children's church data is treated with extra care. Class leaders and approved volunteers may need to see allergy, medical, emergency, guardian, authorised pickup, check-in/out, and incident information to keep children safe during a class session.

Child tag numbers and label details are shown only inside authorised guardian and leader workflows. Child media consent is used when deciding whether child-related gallery photos may be shown.

Photos from church services and events may be shared through a Google Drive or Google Photos link. All the photos are uploaded there, and you can find your photos when the link is shared with you.

The link also shows photos of other people, so please treat it as confidential. Only share photos of yourself, or other photos with approval from the right person in the church.

To report a photo, use the report button on its post, contact us through the contact page, or email [email protected].

You can update many details yourself. From Settings → Profile & Privacy you can edit contact details, household and emergency contacts, communication preferences, and privacy choices. You can also ask for access, correction, erasure, restriction, objection, or portability review. We review erasure requests and remove or anonymize eligible information. Some records may need to remain identifiable for safeguarding, financial, audit, or legal reasons; we document the reason and retention period.

Access to child records, household records, admin screens, privacy requests, and galleries is checked by server-side permissions. Staff access depends on their role and centre. Sensitive changes keep audit history so staff can review what happened. The site uses HTTPS to protect information sent between your browser and the public website.

Records are kept only as long as needed for church operations, safeguarding, audit, legal, or legitimate administrative purposes. If you think a record is inaccurate or should no longer be kept, use the privacy request workflow or contact the church team.

Visit plans are seen only by the chosen centre's welcome team and centre administrators.

Weekly pickup preferences remain until you cancel them.

If you are planning a first visit to The Covenant Nation, Plan your visit has service times and directions. If you have already visited, the welcome form lets the right centre follow up. For privacy questions, sign in to submit a privacy request or contact the church team.