Legal

Privacy Policy

Last updated: July 2026

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 and essential notices. No marketing list.
  • This website uses no advertising trackers and no analytics cookies.
  • You can delete your app account — and everything in it — at any time.

This website

The website itself sets no advertising trackers and no analytics cookies — we don't follow you around the internet.

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. Any of these you can reply to, or reach us anytime 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 a paid plan (ClergyTrak Plus or 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. Receipt Scanning (Third-Party AI Analysis)

ClergyTrak uses a third-party AI service — OpenAI (openai.com), based in the United States — to read your receipts.

  • What is sent: only the photo of the receipt you choose to scan.
  • Who it is sent to: OpenAI's Vision API, which performs one-time text extraction and returns 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 to OpenAI. You can withdraw this permission at any time in Settings → AI receipt scanning, and you can always enter expenses manually instead.
  • What is NOT sent: no name, email, or other account information is attached — only the receipt image.
  • Protection: OpenAI's API usage policies state that data submitted through the API is not used to train their models. The image reaches OpenAI only through our own secure backend (Supabase) over encrypted connections; no other third party receives it. We require this provider 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