Church Check In Privacy Policy
Effective October 26, 2026
Who we are
Church Check In (churchcheck.in) helps churches care for their staff through regular check-ins and one-on-one conversations with a supervisor. This policy explains what we collect, who can see it, and how long we keep it.
A church that signs up is our customer. The church decides who is invited and what roles they hold. We handle the information on the church's behalf and only to run the service. If you are a staff member with a question about your church's records, you can ask your church administrator or contact us directly.
Check-ins can include personal and spiritual reflections. We built the product so those stay between you and the people your church has placed in your care circle, and we treat them that way.
Information we collect
We collect what the service needs to schedule and hold check-ins, and not much else.
| What | Examples | Where it comes from |
|---|---|---|
| Church account details | Church name, campuses, departments, branding, custom terms | The church administrator |
| People and roles | Name, email, role (staff, supervisor, campus pastor, executive, administrator), who reports to whom | The administrator or a supervisor who invites you |
| Check-in responses | Your answers about personal, spiritual, physical and emotional wellbeing | You |
| Development records | Supervisor notes, follow-up items, completion status, check-in history and cadence | You and your supervisor |
| Scheduling details | Date, time, in-person address or video link (Meet, Zoom, Teams) | Your supervisor |
| Assessment results (optional) | Traits pulled from a DISC, Enneagram, CliftonStrengths, Culture Index or similar report you choose to upload | You |
| Basic technical data | Sign-in times, device and browser type, error logs | Your use of the app |
Staff who do not supervise anyone do not need an account. They get a private email link when a check-in is due. We do not collect payment information today. If we start charging, payments will run through a payment processor and we will update this policy first.
How we use it
We use your information only to run Church Check In for your church:
- Send check-in links, reminders and meeting invites
- Show you and your supervisor your check-in history, follow-ups and next steps
- Give church leaders roll-up views and trends across campuses or departments
- Keep the service secure, fix bugs and improve features
- Answer support questions
We do not sell your information. We do not use it for advertising. We do not use check-in responses to train AI models.
Who can see your information
Access follows the reporting lines your church sets up.
| Role | What they can see |
|---|---|
| You | Your own check-ins, development record and follow-ups |
| Your supervisor | Your check-ins, their notes about your conversations, and shared follow-ups |
| Campus pastors | People in their campus, plus trends and reports |
| Executives | Summaries and trends only, not individual answers |
| Church administrator | People, roles and settings for the church, so they can manage the account |
| Church Check In staff | Only what is needed to provide support or fix a problem, and only when asked or required |
People at other churches never see your information. The private link in your check-in email is meant for you, so please do not forward it.
Sensitive and spiritual information
Your check-in answers can touch on faith, health, family and how you are really doing. We handle them with extra care.
- Check-in content stays inside the app. Emails and calendar invites carry only the date, time, place and a link back.
- Your answers are not used for marketing, sold or shared outside your church.
- Check-ins are a tool for care and conversation. Church Check In is not a counseling, medical or crisis service. If you are in crisis, call or text 988 in the US, or 911 in an emergency.
Assessment uploads. If you choose to upload a personality or work-style report, we send it to an AI service to pull out the key traits. We store those traits, not the original file. You choose who can see the results (your supervisor only, leadership, or no one), and you can delete them at any time. The summary is a conversation aid. It should not be used for hiring, discipline or other employment decisions.
Service providers we rely on
We use a small number of providers to run the app. Each one gets only what it needs for its job.
| Provider type | What it does | What it receives |
|---|---|---|
| App hosting and database | Runs the app and stores your data | All app data, stored on our behalf |
| Email delivery | Sends invites, check-in links and reminders | Name, email, message content |
| Google Calendar and Meet | Sends 1:1 calendar invites from a Church Check In account | Names, emails, date, time, place or video link |
| Google Maps | Checks in-person meeting addresses | The address entered |
| AI service (only for optional assessment uploads) | Pulls traits out of an uploaded report | The uploaded report |
Calendar invites come from a Church Check In Google account. They never include check-in answers or notes. We may also share information if the law requires it, or to protect someone's safety.
Each church's data is kept separate
Every record in Church Check In belongs to one church. The app checks that on every read and write, so one church can never see another church's people, check-ins or meetings. This holds for churches using their own branding too.
We do not sell, rent or trade information to anyone. If we ever share anonymous, combined statistics (for example, how many check-ins were completed across all churches), they will not identify a person or a church.
How long we keep it
We keep your information while your church uses Church Check In.
- When someone leaves the church staff: the administrator can deactivate them. Their completed check-ins stay on file with the church because they are part of the review record. Their account can be deleted at any time, on their request or the church's.
- When a church closes its account: we delete the church's data within 30 days, unless the church asks us to export it first.
- Assessment results: deleted as soon as you remove them.
- Backups: deleted copies can stay in backups for up to 30 days before they roll off.
Your choices
You can ask to see, correct, export or delete your information. Start with your church administrator, or email us and we will work with your church to handle it. You can also turn off reminder emails, though your supervisor may still reach out about scheduled check-ins.
Security
Data is encrypted in transit and at rest. Access is limited by role, and every record is tied to a single church. No system is perfect. If we learn of a breach that affects you, we will tell your church and you without delay.
Children
Church Check In is for adult church staff. It is not meant for anyone under 18, and churches should not invite minors.
Changes to this policy
If we make a meaningful change, we will notify church administrators by email before it takes effect and update the date at the top.
Contact us
Questions or requests: privacy@churchcheck.in