Privacy Policy

1. Who we are and what this covers

ROCK WOI is the church platform operated for The R.O.C.K. Church World Outreach International ("The R.O.C.K.", "we", "us"). This policy covers the platform's public pages, member and staff experiences, and connected Google Calendar feature.

The platform supports church participation, events, groups, volunteering, learning, communication, and church administration. The information processed depends on your role and the features you use. External services have their own privacy policies.

2. Information the platform handles

Account and church records: names, contact details, household relationships, profile information, account identifiers, roles, and participation records supplied by you or authorized church staff.

Information you submit: registrations, attendance, volunteer availability, form responses, messages, prayer or care requests, learning progress, and files. Some church records can reveal religious affiliation or other sensitive personal information. Provide only information needed for the activity, and share another person's information only when you are authorized to do so.

Payments and communications: where a feature involves a payment or message, the platform processes the related transaction, registration, delivery, and preference information. Payment providers handle payment processing under their own terms.

Technical and support information: device and browser details, access and error logs, and interactions needed to operate and troubleshoot the platform. Support and observation features may capture session activity, screenshots, or recordings to help investigate a reported issue.

3. How we use information

We use information to provide account access, maintain church records, coordinate events and ministry activities, deliver requested communications, process registrations, support users, and protect the platform against misuse. Access to church records depends on the user's role and assigned responsibilities.

We use operational information to diagnose errors and maintain the service. Google user data is subject to the narrower commitments in the Google Calendar and Limited Use sections below.

4. Google Calendar: access, use, and storage

Connecting Google Calendar is optional and separate from signing in to ROCK. With your authorization, ROCK creates a calendar named "ROCK responsibilities" in your selected Google account. The permission requested is https://www.googleapis.com/auth/calendar.app.created, which allows ROCK to create secondary calendars and manage events on calendars it creates. This integration does not request Gmail, Drive, contacts, or access to your existing personal calendars.

Based on your selections in My Calendar, ROCK sends assigned task titles and due dates, accepted volunteer shift role names and start/end times, and links back to the relevant ROCK pages. It creates, updates, and removes corresponding events as your responsibilities change. Updates flow from ROCK to Google; this feature does not import your personal calendar events into church records.

Google returns authorization tokens, the app-created calendar's identifier and metadata, and responses needed to maintain its events. ROCK stores an encrypted refresh token, calendar and event identifiers, synchronization fingerprints, your task/shift preferences, connection status, and synchronization timestamps or error status. Access tokens are used to make authorized requests. Background synchronization can continue while you are signed out, until you disconnect or revoke access.

Calendar entries are subject to your Google Calendar sharing settings. Anyone with access to that calendar may see the task titles and shift information copied there. Consider those settings before enabling synchronization.

5. Google user data and Limited Use

ROCK WOI follows the Google API Services User Data Policy, including its Limited Use requirements, for information received from Google APIs. We use that information only to provide and maintain the calendar connection you authorize.

We do not sell Google user data or use it for advertising, credit decisions, or training general-purpose AI or machine-learning models. Transfers are limited to providing the authorized feature, security needs, legal requirements, or a business transfer with your prior consent. Service providers handling it must follow these restrictions.

Human access to Google user data is limited to your specific permission, necessary security or legal purposes, or aggregated internal operations permitted by Google's policy.

6. Sharing and service providers

Authorized church staff and ministry leaders may access records needed for their responsibilities. Content you choose to share in a group, message, or registration is available to the relevant recipients and administrators.

Providers that support hosting, storage, communications, payments, diagnostics, and connected features process information needed for those services. Enabling Google Calendar sends the selected responsibility details to Google. We may disclose information when required by law or necessary to investigate abuse or protect people and the service. The Google data restrictions above also apply to these disclosures.

Providers may process information outside your location. Contact us if you need more information about the providers or handling of your records.

7. Retention, disconnecting, and deletion

We retain platform records for the church activities they support, account administration, security, and applicable recordkeeping obligations. Retention depends on the type of record and its purpose; disconnecting an integration does not delete your church account or underlying tasks and shifts.

To stop calendar synchronization, open My Calendar in ROCK and select Disconnect. A successful disconnect revokes the Google authorization and clears the refresh token from the active connection record. Calendar identifiers, event mappings, preferences, and prior synchronization metadata may remain in ROCK. Existing calendars and events remain in Google until you remove them there.

You can also remove ROCK WOI's access through your Google Account's third-party connections settings. Revoking access in Google stops further authorized access; it does not itself erase records already stored in ROCK.

To request deletion of your retained Google connection data or other personal records, email the contact below. Identify the account and the records you want deleted. We will review the request, verify your identity where needed, and explain any information that must be retained for legal, security, or recordkeeping reasons. Backup copies may persist until replaced under the applicable backup lifecycle.

8. Security and browser storage

The platform uses account authorization and role-based access controls. Google refresh tokens are encrypted before storage. Protect your sign-in links, passwords, and devices, and report suspected unauthorized access using the contact below. No online service can guarantee absolute security.

Browser storage and similar technologies keep you signed in, remember preferences, and support platform operation. Clearing or blocking that storage may sign you out or affect features. Diagnostic and session-observation tools may process interaction information for support and troubleshooting.

9. Your choices and family information

You can update available profile fields and communication preferences in the platform, choose which responsibilities sync to Google, and request access, correction, or deletion through the contact below. Depending on your location, additional rights may apply, including restricting or objecting to processing and contacting the relevant privacy authority.

Parents, guardians, and authorized church staff may provide family and youth information for church activities. Adults should submit information about a child only with appropriate authority. Contact us to review or correct a child's information or raise a concern about its collection or use.

10. Changes to this policy

We will update this page and its date when our practices change. Material changes will be communicated through the platform or an appropriate contact channel. If a Google integration change requires additional access or a new use of Google data, we will explain it and request authorization before that access or use begins.

Contact us

For questions about ROCK WOI, these policies, or your information, contact The R.O.C.K. Church World Outreach International. For an access, correction, or deletion request, include the email associated with your ROCK account and describe your request. We may need to verify your identity before acting. Please do not email passwords, sign-in codes, or sensitive ministry records.