Legal
Privacy Policy
This policy explains what personal data SundayOS processes when your church uses the platform, why, and the rights you and your people have over it.
Who we are
SundayOS is church operations software. The data controller for personal data processed through the platform is SundayOS (operated by Talesoft Digital) — TODO confirm registered entity (company number TODO — company registration number), registered at TODO — registered office address, United Kingdom, United Kingdom. Our ICO registration number is TODO — ICO registration number.
For anything in this policy, or to exercise your data rights, contact us at privacy@sundayos.com.
Controller and processor roles
When your church signs up, you (the church) are the data controller for the personal data you enter about your people — you decide whose details go in and why. We act as your data processor for that information: we handle it on your instructions to provide the service.
For the limited data we need to run SundayOS as a business — your account, billing, and support history — we are the controller.
What data we process
SundayOS processes the following categories of personal data:
- People and member details. Names, contact details (email, phone), roles and teams, availability, and any custom fields or notes your church chooses to record about the people it serves with.
- Rota and serving data. Who is scheduled to serve, when, in which role, and whether they have confirmed — plus the orders of service and runsheets that reference them.
- Messaging data. Messages sent within your church's groups, including their content, who sent them, and delivery status.
- Account and access data. The email address and password (stored only as a secure hash) used to sign in, and the permissions each person holds.
- Billing data. Your subscription and trial status. Card details are handled by our payment provider and are never stored on our systems.
- Technical and usage data. Logs, error reports, and aggregate product-usage analytics we use to keep the service secure and working.
SundayOS is not designed to store special category data (for example health or religious-belief details about individuals beyond the fact of church involvement). Please do not record special category data in free-text notes unless your church has its own lawful basis to do so.
Why we process it, and our lawful basis
- To provide the platform — planning services, staffing rotas, storing songs, and messaging teams. Lawful basis: performance of a contract with your church, and our and your church's legitimate interests in running church operations.
- To secure and improve the service — logging, error monitoring, and product analytics. Lawful basis: our legitimate interests in a secure, reliable product, balanced against your rights.
- To bill and support you — managing subscriptions, trials, and support requests. Lawful basis: performance of a contract and compliance with legal obligations (for example tax records).
Who we share it with
We do not sell personal data. We share it only with the sub-processors we rely on to run SundayOS, each under a data processing agreement:
| Provider | What they do | Where |
|---|---|---|
| Render | Application hosting and the primary Postgres database | United States (Oregon) — international transfer |
| Convex | Live service-day collaboration state for the Run app | United States — international transfer |
| Polar | Subscription billing and payment processing | TODO — confirm processing region |
| PostHog (EU) | Product analytics and error monitoring | European Union |
| Anthropic | Optional AI assistance for drafting orders of service (processes only the runsheet text you submit) | United States — international transfer |
| Plausible | Privacy-friendly, cookie-free aggregate analytics on this marketing website (currently disabled — wired behind a build flag and not active) | European Union |
Some providers are located outside the UK. Where personal data is transferred internationally, we rely on the UK's approved safeguards (such as the International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses) to keep it protected.
How long we keep it
We keep your church's data for as long as your account is active. When your church closes its account, we delete or anonymise the personal data it contained within a reasonable period, except where we must keep limited records (for example billing records) to meet legal obligations. Messaging data may be subject to shorter retention where your church has configured message erasure.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to certain processing, and to data portability. To exercise any of these rights, or if a member of your church wishes to, see making a data request below. You also have the right to complain to the Information Commissioner's Office (ico.org.uk), though we would welcome the chance to resolve any concern first.
Making a data request (access, export, erasure)
To request a copy of your data, an export, correction, or erasure, email privacy@sundayos.com from the address associated with your account, telling us what you would like us to do. We will acknowledge your request and respond within one month, as UK GDPR requires.
If you are a member of a church that uses SundayOS (rather than an account administrator), your church is the controller of your data. Please contact your church directly; we will support them in fulfilling your request.
Self-service export and erasure tooling is on our roadmap. Until it ships, the email route above is how we handle every request, and we action them manually and promptly.
Cookies and analytics
The SundayOS product uses only the cookies needed to keep you signed in securely. This marketing website uses privacy-friendly, aggregate analytics that do not track you across other sites.
Children
SundayOS accounts are for church administrators and volunteers. Where a church records details about children as part of its ministry, the church is responsible for having an appropriate lawful basis and safeguarding practices in place.
Changes to this policy
We may update this policy as the platform evolves. When we make a material change we will update the date above and, where appropriate, notify account administrators.
Contact
Privacy questions and data requests: privacy@sundayos.com. General support: hello@sundayos.com.