Privacy Policy

Your privacy and data protection are our top priorities

Last Updated: December 2024

Introduction

Welcome to ShepherdCloud! This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our church management application and services. By accessing or using our application, you agree to the collection and use of information in accordance with this policy.

Information We Collect

We collect the following types of information to provide you with the best church management experience:

Personal Information

Name, email address, phone number, and payment details when you create an account or use our services.

Usage Data

Information on how you interact with our application for service improvement and analytics.

Church Data

Member information, financial records, and other church-related data you input into the system.

How We Use Your Information

We use the information we collect for the following purposes:

  • To provide and maintain our church management services
  • To process your payments securely and efficiently
  • To personalize your experience with our application
  • To communicate with you regarding updates, offers, and important notices
  • To ensure compliance with legal obligations and regulations
  • To improve our services and develop new features

Subscription & SMS Rollover Policy

We value your investment in our services. Our SMS rollover policy ensures you get maximum value from your subscription:

Active Extension (Rollover Enabled)

When you extend or renew your subscription before it expires, any unused SMS messages automatically roll over to your next billing period. This ensures you never lose the value you paid for.

Example: You have 200 SMS/month, used 50, leaving 150 unused. When you renew early, those 150 SMS carry forward to your next period.
Post-Expiration (Reset)

If your subscription expires completely before renewal, SMS usage counters are reset to 0 when a new subscription is activated. This applies to fresh starts and queue activations.

Example: Subscription expires on May 1st, you start a new subscription on May 5th. Your SMS counter starts fresh at 0/200.
Why This Policy?
  • Rewards customers who maintain continuous service
  • Encourages timely renewals to maintain uninterrupted access
  • Ensures fairness - you keep what you paid for when you renew on time
  • Provides clear expectations about subscription behavior

Pro Tip: Set up renewal reminders 7-10 days before expiration to ensure you never lose unused SMS and maintain continuous service access.

Data Security

We implement comprehensive security measures to protect your personal information:

Encryption

All data is encrypted both in transit and at rest using industry-standard encryption protocols.

Access Controls

Role-based access controls ensure only authorized personnel can access sensitive data.

Regular Backups

Automated backups ensure your data is protected and can be restored when needed.

Third-Party Service Providers

To provide you with the best service experience, we work with trusted third-party providers. We want to be transparent about which services we use and what data they process:

Paystack (Payment Processing)

We use Paystack as our secure payment gateway to process all subscription payments and transactions.

Data Shared with Paystack:
  • Payment card information (processed directly by Paystack, not stored on our servers)
  • Billing information (name, email, phone number)
  • Transaction amounts and subscription details

Contabo (Hosting Services)

We use Contabo as our infrastructure and hosting provider to store and process all application data.

Data Stored on Contabo Servers:
  • All church data (member records, financial information, attendance records)
  • User account information and authentication credentials (encrypted)
  • Uploaded files and documents
  • Application databases and backups

SMS Online GH (SMS Services)

We use SMS Online GH as our SMS gateway provider to send text message notifications and communications to church members.

Data Shared with SMS Online GH:
  • Recipient phone numbers (members and contacts)
  • SMS message content (notifications, announcements, reminders)
  • Sender identification (your church/organization name)
  • Delivery status and timestamps
Our Commitment to Your Data Security

We carefully vet all third-party providers to ensure they meet our high standards for data security and privacy. Paystack, Contabo, and SMS Online GH are trusted service providers who comply with international data protection standards including GDPR. We maintain strict data processing agreements with all our service providers to ensure your data is handled responsibly and securely.

Sharing Your Information

We may share your information with third parties only in the following cases:

  • With service providers to facilitate payments and other functionalities
  • To comply with legal obligations or enforce our terms of service
  • With your explicit consent for marketing or promotional purposes
  • In case of merger, acquisition, or business transfer

Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal information:

Right to Access

You can request copies of your personal data we hold about you.

Right to Rectification

You can request corrections to inaccurate or incomplete data.

Right to Erasure

You can request deletion of your data under certain conditions.

Right to Restrict Processing

You can request limitations on the processing of your data.

Right to Object

You can object to the processing of your data under certain conditions.

Data Portability

You can request to transfer your data to another service provider.

If you wish to exercise any of these rights, please contact us. We will respond within one month.

Changes to This Privacy Policy

We may update our Privacy Policy periodically to reflect changes in our practices or legal requirements. Changes will be posted on this page, and you are advised to review the Privacy Policy regularly. Updates take effect when posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us: