Privacy Policy

The Church Health Assessment (the Service) is operated by XP Gathering, a 501(c)(3) nonprofit ministry. This policy covers information handled by the Service, including its public pages, signed-in areas, and the emails it sends. Use of the Service is also governed by our Terms of Service.

We collect only what the assessment needs to work:

• Your email address.It’s how you sign in and how the Service identifies you. We don’t require your name.
• Church membership and role.Which church you belong to and whether you’re an administrator or a member, plus assessment windows and when reminder emails were last sent.
• Invitation emails.When an administrator invites someone, we store that person’s email address, the intended role, and the invitation’s status. Invitations expire after 14 days.
• Assessment answers.Your 1–10 ratings and any written reflections you choose to add, linked to your account so you can pause and resume.
• Church profile. Information an administrator provides about the church itself, such as its name and optional context like denomination, setting, and size ranges. This describes the church, not individuals.
• Computed reports. The church-level scores and report prose the Service generates.
• Technical records. Sign-in events and timestamps kept by our authentication provider, and short-lived server logs (which include IP addresses) kept by our hosting provider.

We don’t collect payment information (the Service is free), demographic profiles, or precise location.

Three places: directly from you (signing in, answering questions); from your church’s administrator, who provides your email address when inviting you; and generated by your use of the Service, such as completion status and timestamps.

We use information to sign you in, run your church’s assessment, build church-level reports, send the emails the Service depends on (magic sign-in links, invitations, and deadline reminders), respond to support requests, and keep the Service secure.

Just as important is what we don’t do: no advertising, no marketing lists, no profiling, no secondary uses, and no selling or renting of personal information, ever. The emails we send are service emails only, sent because you asked to sign in or because your church arranged an assessment.

Anonymity is built into the Service, not bolted on. Church administrators can see who has been invited and whether each member has completed the assessment, and they see the church-level diagnosis. But no report surface, on screen, in PDF, or via a shared link, ever shows an individual’s answers, scores, or identity. Results are presented in aggregate, and the code that renders reports refuses to render if respondent identifiers are present.

Your church can share its own report through revocable, expiring links. A shared report is the same anonymized, church-level view.

We never ask for your religious beliefs. But we’re honest about an inference: being a member of a named church, in a tool made for churches, can itself indicate religious affiliation, and several state privacy laws treat information revealing religious beliefs as sensitive. We treat it that way too: it is used solely to provide the assessment to you and your church, is never sold, and is never used for advertising or any other purpose.

We share information only with the service providers that make the Service run, each limited to what its job requires:

• Supabase: our database and authentication provider. It stores the information described above and delivers magic-link sign-in emails.
• Resend: delivers invitation and reminder emails, so it processes recipient email addresses and the church’s name.
• Vercel: hosts the Service and runs its daily reminder scheduler; it keeps standard server logs.
• OpenAI: when AI phrasing is enabled, two kinds of information are sent to OpenAI’s API. First, the already-computed report results — scores, rankings, and the church profile an administrator entered, including the church’s name — to be worded into readable prose. Second, the written reflections members add alongside their ratings, so the model can group them into themes and select short quotes for the report. Reflections are sent as text only — nothing that identifies who wrote them goes with them, and the list of who answered is never sent. As our Methodology page explains, AI never decides a score or verdict.
• Google: only if you choose to sign in with Google, acting as your sign-in provider.

Beyond service providers, we would disclose information only if the law requires it, to protect the Service and its users, or as part of a ministry reorganization or successor arrangement, in which case this policy would continue to apply. We do not sell personal information, and we do not “share” it for cross-context behavioral advertising as California law uses that term.

The Service sets only essential session cookies from our authentication provider, which keep you signed in; the signed-in areas can’t work without them. There are no analytics cookies, no advertising cookies, no third-party trackers, and no cross-site tracking of any kind. Public pages work without any cookies at all.

Because we don’t track anyone, browser signals like Do Not Track or Global Privacy Control don’t change how the Service behaves: everyone already gets the no-tracking treatment.

Account information is kept while your account exists and deleted when you ask us to close it. Assessment answers are kept as part of your church’s assessment record; note that if you leave or are removed from a church, answers you already submitted remain part of that record (always anonymized on report surfaces) unless you ask us to delete them. Invitation records are kept even after an invitation expires or is revoked, until deletion is requested. Server and sign-in logs are kept on short rolling windows by our providers.

Email info@xpgathering.com to access a copy of your information, correct it, deleteit, or ask questions about it. We honor these requests for everyone, regardless of which state you live in. We’ll verify the request using the email address on the account and respond within 45 days, and if you disagree with our answer, reply and we’ll take a second look.

We do not sell personal information, so there is nothing to opt out of; Nevada residents may nonetheless submit do-not-sell requests to the same address. If you’ve been invited to an assessment and would rather not participate, you can simply ignore the invitation or ask us to remove your email.

Information is encrypted in transit and at rest by our infrastructure providers. Access inside the Service is governed by database-level row security that denies by default, so a church’s data is only reachable by its own members, and administrative credentials are kept to least privilege. Sign-in is passwordless, which means there is no password database to steal. No system is perfectly secure, and we don’t promise otherwise, but if a breach ever affects your information we will notify you and the authorities as the law requires, without undue delay.

The Service is intended for adults 18 and older. It is not directed to children, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us personal information, contact us at info@xpgathering.com and we will promptly delete it.

If we make material changes, we’ll email account holders before the changes take effect and update the “Last updated” date at the top of this page. Minor changes may be posted with a date update alone. We keep prior versions on file; ask if you’d like one.

For anything in this policy, including privacy requests: info@xpgathering.com.