Privacy Policy - Church Rota

1. Introduction

Church Rota is a free volunteer management system designed to help churches and religious organisations coordinate their volunteer schedules. This privacy policy explains how we collect, use, and protect your personal information.

2. Information We Collect

2.1 Personal Information

We collect the following personal information:

Name: First and last name to identify volunteers in schedules
Email address: For authentication and system notifications
Phone number (optional): If you choose to provide it for contact purposes
Account role: Whether you are an administrator or regular volunteer
Approval status: Whether your account has been approved by an administrator
Team memberships: Which volunteer teams you belong to (e.g., Music, Hosting, Welcome)
Unavailability dates: Dates when you are unavailable to volunteer, and optional reasons (e.g., holiday, personal commitments)
Service assignments: Specific dates and times you are scheduled to volunteer
Assignment status: Whether your assignments are confirmed or if you've requested a swap
Volunteer partnerships: If you are paired with another volunteer for specific teams
Notification preferences: Your preferences for receiving notifications

2.2 Organisation Information

When creating an organisation, we collect:

Organisation name: The name of your church or organisation
Organisation logo (optional): For branding and identification
Branding preferences: Colour scheme and visual customisation settings
Administrator email address: To identify organisation administrators
Organisation domain (optional): To help identify your organisation and prevent login confusion between organisations
Team/role configurations: Names and settings of volunteer teams (e.g., "Music", "Hosting", "Refreshments")
Service schedules: Dates, times, and any special instructions for services
Service requirements: How many volunteers are needed for each team per service
Team compatibility rules: Which teams can or cannot work together on the same service

Organisation information is visible only to members of that organisation and is used solely to customise the volunteer management experience for your church.

3. How We Use Your Information

Your information is used solely for:

Authentication and account access
Displaying your name and assignments in volunteer schedules
Sending notifications about your assigned roles and schedule changes
Managing your unavailability dates to prevent scheduling conflicts
Coordinating swap requests between volunteers
Respecting volunteer partnerships when creating schedules
Determining administrator access and permissions
Auto-scheduling volunteers while respecting rest periods and unavailability
Generating calendar exports of your volunteer schedule
Improving the service functionality

4. Data Storage and Security

Your data is stored securely using Supabase (PostgreSQL database) with industry-standard encryption. We implement appropriate technical and organisational measures to protect your personal information.

5. Data Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties. Your information is only shared within your church organisation for scheduling purposes.

6. Your Rights

You have the right to:

Access your personal information
Update or correct your information through the application
Request deletion of your account and associated data
Opt out of notifications

7. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use tracking cookies or analytics that identify individual users.

8. Third-Party Services

Church Rota uses the following third-party services:

Supabase: Database and authentication services
Vercel: Application hosting
Google OAuth (optional): If you choose to authenticate with Google

9. Data Retention

We retain your data for as long as your account is active and for a reasonable period afterward for backup and administrative purposes. You may request account deletion at any time by contacting your organisation administrator.

10. Children's Privacy

Church Rota is intended for use by adults aged 18 and over. We do not knowingly collect information from children under 18.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify users of any material changes by updating the "Last updated" date at the top of this policy.

12. Contact

If you have questions about this privacy policy or wish to exercise your rights, please contact your organisation administrator or email: church-rota@pulse.onl