Privacy Policy

The short version

• We collect the minimum we need to run ClergyTrak — nothing more.
• We never sell your data, share it with advertisers, or use it to train AI models.
• We email you only what your account needs — your sign-in code, essential notices, and when you first create an account, up to two short notes from Stephen about getting started. No marketing list.
• This website uses no advertising trackers and no cookies. We keep a plain daily count of how often each page is read — totals only, never connected to you.
• You can delete your app account — and everything in it — at any time.

This website

The website itself sets no advertising trackers and no cookies — we don't follow you around the internet, and we don't use Google Analytics or any other third-party analytics service.

We do count. So we can tell which pages actually help pastors and which ones fall flat, the site keeps a simple daily tally: how many times each page was read, how far down the page people got, which website sent a visitor here (the domain only — google.com, say), how often the App Store link is used, and how often a video on a page is started (a count of plays, never who played or how far they watched).

What makes that tally different from ordinary analytics is its shape. We store totals, not visits: one number per page per day. There is no visitor ID, no session ID, no cookie, no browser fingerprint, no stored IP address, and no clock time — nothing that could be assembled into one person's path through the site, because none of it is recorded in the first place. The counting is our own code on our own server; no outside company receives anything. Nothing in the tally is connected to your account, your email address, or a single figure in your ClergyTrak records.

If your browser sends a Do Not Track or Global Privacy Control signal, we don't count you at all. Separately from the tally, our hosting provider keeps ordinary server logs for a short time so the site can be kept running and secure; those are not used to build profiles of anyone, and are never sold or shared.

The only personal information the site handles is the email address you enter to use ClergyTrak. We use it to send you a one-time sign-in code — there's no password to create or store. Your ClergyTrak account (not a separate mailing list) is what unlocks the Playbook, the Fair Rental Value tools, and your dashboard.

We don't send marketing email, and we never sell or share your address. The only messages you'll get from us are account and service emails — your sign-in code and important notices. When you first create an account you will also get up to two short notes from Stephen, the pastor who built ClergyTrak: one the day you sign up, and one three days later only if nothing has been entered yet. That is the whole sequence; there is no list, and we keep a record of what was sent so neither note ever goes twice. Reply "no more" to either and they stop. Any of these you can reply to, or reach us anytime at support@clergytrak.com.

Sponsored seats. A district, denomination or church can pay for ClergyTrak Pro on behalf of its ministers on our denominations page. To do that, the sponsor gives us its own contact name and email and the email addresses of the ministers it is sponsoring. We use a minister's address for one thing: when a ClergyTrak account is created with that same address, we switch Pro on for it. We do not write to those addresses ourselves. The sponsor receives an invoice and receipt (from Stripe, our payment processor), the list of addresses it gave us, and a count of how many seats are in use — never a minister's housing figures, salary, Fair Rental Value, expenses, receipts, reports, or whether any particular minister is using ClergyTrak. Sponsor details and rosters are kept for the sponsored term and our billing records; a sponsor or a listed minister can ask us to remove an address at support@clergytrak.com.

The ClergyTrak app

ClergyTrak (we, us, the app) is operated by ClergyTrak. This section explains what information the app collects, how we use it, and your rights regarding that information.

1. Information We Collect

Account Information

• Email address (used to sign you in with a one-time code, and to send account notices)
• Full name (optional, used on your reports)

ClergyTrak is passwordless — we sign you in with a one-time code sent to your email, so there's no password for you to remember or for us to store.

Financial and Expense Data

• Designated housing allowance amount(s)
• Fair rental value estimate (if you provide one)
• Expense entries: amount, date, vendor, description, category
• Receipt photos you upload

Subscription Information

• If you subscribe to ClergyTrak Pro, your payment is processed by Stripe when you subscribe on the web, or by Apple when you subscribe in the iPhone app (we use RevenueCat to verify and manage App Store subscription status). These processors receive the details needed to complete and manage your subscription (such as a per-account identifier and your purchase/renewal status) — not your expense data. Card details entered on the web are handled by Stripe; we never see or store your full card number.

2. How We Use Your Information

We use your information solely to provide the ClergyTrak service:

• Authenticate your account
• Store and display your expense records
• Generate your housing allowance reports (PDF and CSV)
• Analyze receipt photos you explicitly submit for AI-assisted data entry
• Diagnose and fix technical problems

We do NOT:

• Sell your data to anyone, ever
• Share your personal information with advertisers
• Use your data to train AI models
• Send you marketing or promotional email

3. Third-Party AI Services

ClergyTrak uses two third-party AI services, both based in the United States: OpenAI (openai.com) and Anthropic (anthropic.com). Different features send different things to them, and nothing is sent until you have given permission for that feature.

Receipt scanning and statement import

• What is sent: only the photo of the receipt you choose to scan, or the bank or card statement file you choose to upload.
• Who it is sent to: OpenAI normally. If OpenAI is unavailable, the same request goes to Anthropic instead, so that scanning and import keep working during an outage. Either way it is one-time text extraction, returning structured data (amount, vendor, date, suggested category) that is then saved to your account.
• Your permission first: the first time you use “Scan Receipt,” we ask for your explicit permission before sending anything. You can withdraw it at any time in Settings → AI receipt scanning, and you can always enter expenses manually instead. Statement import on the web asks separately.
• What is NOT sent: no name, email, or other account information is attached — only the image or statement file.

The ClergyTrak Assistant

• What is sent: only the question you type — never your receipts, expenses, or other account data.
• Who it is sent to: both services, for different jobs — Anthropic writes the answer, and OpenAI converts your question into a numerical form used to find the matching IRS and Playbook passages.
• Your permission first: asked separately, before your first question, and withdrawable the same way.

Protection, for both

• Each provider’s API usage policies state that data submitted through the API is not used to train their models. Your data reaches them only through our own secure backend (Supabase) over encrypted connections, and no third party other than the two named above receives it. We require these providers to handle the data with protections comparable to those described in this policy.

4. How We Store Your Data

Your data is stored in a secure database hosted by Supabase (supabase.com), a SOC 2 Type II compliant infrastructure provider. Data is:

• Encrypted in transit (TLS/HTTPS)
• Encrypted at rest
• Protected by row-level security — only you can access your records

Receipt photos are stored in a private storage bucket accessible only with your authentication.

5. Your Rights

• View all your data at any time within the app
• Edit or delete any expense record
• Delete your entire account at any time from Settings → Delete Account, which permanently removes all your data
• Export your data as CSV anytime via the Reports tab

6. Data Retention

We keep your data for as long as your account is active. If you delete your account, all associated data is permanently deleted within 30 days.

7. Children's Privacy

ClergyTrak is intended for adults (clergy and their church administrators). We do not knowingly collect data from anyone under 18.

8. Changes to This Policy

If we make material changes, we will notify you via the app or by email. The "Last updated" date at the top will always reflect the most recent version.

9. Contact

For questions about this policy or your data, contact:
ClergyTrak
support@clergytrak.com