Terms of Service

The Church Health Assessment (the Service) is operated by XP Gathering, a 501(c)(3) nonprofit ministry (“XP Gathering,” “we,” “us”). You can reach us any time at info@xpgathering.com.

By accessing or using the Service, whether as a church administrator or as an invited member, you agree to these Terms and to our Privacy Policy, which explains how we handle information. If you don’t agree, please don’t use the Service.

You must be at least 18 years old to use the Service. It is built for ministry leaders and adult church members, and it is offered for churches in the United States.

If you use the Service as a church administrator, you represent that you are authorized to act on your church’s behalf, to accept these Terms for your church, and to invite its members. Please only invite adult members of your church.

The Service lets a church take a structured health assessment: an administrator sets up the church and invites members, members answer anchored survey questions, and the Service produces a church-level diagnosis report. How the diagnosis is built is explained openly on our Methodology page.

The Service is currently provided free of charge. We never ask for payment information. Because it’s free, we don’t promise a particular service level, and we may improve, change, or discontinue features, though we’ll aim to give reasonable notice of anything significant.

Sign-in is passwordless: you use a magic link sent to your email or your Google account. We never create or store a password for you. That means your account is only as secure as your email inbox and Google account, so protect them, and don’t forward or share a magic-link email with anyone.

If you suspect someone has accessed your account without permission, tell us right away at info@xpgathering.com. We may suspend an account when we reasonably believe it’s necessary to protect the Service or its users.

Invitation and reminder emails are sent at your church’s instruction, when an administrator invites a member or sets an assessment window. Administrators must have their church’s permission to submit members’ email addresses.

Participation is voluntary. If you’re invited and would rather not take part, you can simply ignore the invitation, and it expires on its own. You can also ask your church’s administrator to revoke it, or ask us to remove your email from our records.

Use the Service honestly and lawfully. In particular, you agree not to:

• break the law, or misrepresent who you are or which church you belong to;
• attempt to re-identify anonymized respondents or work out who gave which answers — respondent anonymity is a core promise of the Service;
• probe, scan, or test the security of the Service, or access data that isn’t yours;
• scrape the Service or access it with automated tools;
• copy the assessment instrument or methodology to build a competing product;
• interfere with the Service or with another church’s assessment.

Your church and its members own their assessment data: the answers submitted and the information provided about the church. You give us a non-exclusive, royalty-free license to host, process, analyze, and display that data solely to operate and provide the Service, including generating your church’s diagnosis report. We don’t use it for advertising, and we don’t sell it.

Plain-language visibility promise: church administrators see who has been invited and whether each member has completed the assessment, and they see church-level results only. No report surface shows an individual’s answers, scores, or name. Our Privacy Policy covers this in detail.

The Service itself, including the assessment instrument, question sets, scoring methodology, software, report design, and XP Gathering branding, belongs to XP Gathering or its licensors. We grant your church a limited, non-transferable license to use and share its own generated reports for internal ministry purposes, including through the report-sharing links built into the Service.

If you send us feedback or suggestions, we may use them to improve the Service without owing you anything — though we’re grateful all the same.

The Service runs on third-party infrastructure: Supabase (database and authentication), Resend (email delivery), Vercel (hosting), Google (optional sign-in), and, when enabled, OpenAI (AI phrasing of report prose). Availability and performance depend in part on those providers, and we aren’t responsible for their outages.

Some report prose may be machine-generated. As our Methodology page explains, every score and verdict is decided by a deterministic engine; AI only rephrases findings that are already decided, and its wording is checked against the numbers. Even so, generated text can contain awkward or imprecise phrasing, and no human professional reviews each report before delivery.

The assessment and its reports are provided for informational and discussion purposes only. They reflect nothing more than the answers your team submitted, read through our methodology. They are not a validated clinical or diagnostic instrument, and they are not legal, financial, tax, mental-health, counseling, or pastoral advice. Your church remains solely responsible for its decisions and should consult qualified advisors where decisions matter.

Using the Service creates no counseling, pastoral, clergy-penitent, fiduciary, or church-membership relationshipbetween you and XP Gathering. Survey answers are data submissions, not privileged or confessional communications. And the report passes no doctrinal judgment: it reflects a methodology and framework, not a verdict on your church’s faithfulness.

TO THE FULLEST EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ACCURACY. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT RESULTS WILL MEET YOUR EXPECTATIONS.

Some jurisdictions don’t allow certain warranty disclaimers, so parts of the paragraph above may not apply to you.

TO THE FULLEST EXTENT PERMITTED BY LAW, XP GATHERING AND ITS LEADERS, STAFF, AND VOLUNTEERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, PUNITIVE, OR EXEMPLARY DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, ARISING FROM YOUR USE OF (OR INABILITY TO USE) THE SERVICE OR RELIANCE ON ITS RESULTS. OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE IS LIMITED TO THE GREATER OF ONE HUNDRED U.S. DOLLARS ($100) AND THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE MONTHS BEFORE THE CLAIM.

These limits don’t apply where the law doesn’t allow them to, such as for gross negligence, willful misconduct, or fraud, and nothing in these Terms deprives you of consumer protections you’re entitled to under the law of your home state.

If a third party brings a claim against XP Gathering because you broke these Terms, used the Service unlawfully, or submitted data you had no right to submit (for example, inviting people without your church’s authority), you agree to indemnify us for the reasonable costs and damages of that claim. This is deliberately narrow: it covers your misuse, not your ordinary use of the Service.

You can stop using the Service at any time, and you can ask us to close your account and delete your data by emailing info@xpgathering.com. We may suspend or terminate access for a breach of these Terms, and we may wind down the free Service with reasonable notice.

Sections that by their nature should survive termination (ownership, disclaimers, liability limits, indemnity, and dispute terms) survive it.

If something goes wrong, talk to us first: email info@xpgathering.com describing the problem, and we’ll try in good faith to resolve it with you within 60 days before either of us files anything in court. Either party may always bring an individual claim in small-claims court.

These Terms are governed by the laws of the State of [State to be confirmed], United States, without regard to conflict-of-laws rules, and any dispute that can’t be resolved informally will be brought in the state or federal courts located there.

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. Continuing to use the Service after changes take effect means you accept the updated Terms.

These Terms, together with the Privacy Policy, are the entire agreement between you and XP Gathering about the Service. If a court finds part of them unenforceable, the rest still stands, and the unenforceable part is replaced with a valid one closest to its intent. Our not enforcing a provision isn’t a waiver of it. You may not assign these Terms; we may assign them as part of a ministry reorganization or successor arrangement. Neither party is liable for delays caused by events outside reasonable control, including internet or cloud-provider failures. We’ll send notices to your account email, and you consent to receiving agreements and notices electronically. Except for the protections extended to XP Gathering’s leaders, staff, and volunteers above, these Terms create no third-party rights.

Questions about these Terms are welcome: info@xpgathering.com.