Privacy Policy

1. Information We Collect

Information You Provide to Us:

• Account Information: Name, email address, church name, role title
• Church Profile Data: Church size, governance structure, staff size, location, Senior Pastor information
• Leadership Input: Pulse Check responses, Role Clarifier answers, Covenant documents, conversations with The Advisor, Crisis Navigator inputs, Strategy Builder requests
• Payment Information: Billing details (processed securely through Stripe—we do not store credit card numbers)

Automatically Collected Information:

• Usage Data: Features used, session duration, tool interactions
• Technical Data: IP address, browser type, device information, operating system
• Cookies: Small files stored on your device to maintain session state and preferences

2. How We Use Your Information

Primary Uses:

• Personalized Coaching: Your input data is used to provide personalized recommendations, coaching, and strategic guidance specific to your church context
• AI Enhancement: We analyze your interactions to improve The Advisor's responses, making future coaching more relevant to your specific situation
• Pattern Recognition: Data helps our AI identify recurring patterns in your leadership challenges and church dynamics
• Product Improvement: Aggregated, anonymized usage data helps us improve features and develop new tools

What We Do NOT Do:

• We do NOT share your individual data with your church or employer
• We do NOT sell your personal information to third parties
• We do NOT use your data for advertising or marketing by third parties
• We do NOT share identifiable pastoral information with anyone outside TrueNorth XP

3. Critical Privacy Protections

Individual Ownership (Even If Church Pays):

If your church or organization pays for your TrueNorth XP subscription:

• You own your data, not the paying organization
• Your church/employer cannot access your personal inputs, conversations, or assessments without your explicit consent
• If you leave the church, you retain access to your account and data (subscription transitions to individual billing)
• Your confidential conversations remain confidential to you

Confidentiality Promise:

Your conversations with The Advisor, Crisis Navigator inputs, and strategic planning data are treated as confidential pastoral information. We will not disclose this information except:

• With your explicit written permission
• When required by law (subpoena, court order)
• To prevent imminent harm to individuals

4. Data Retention

Active Accounts:

Your data is retained as long as your account is active to provide continuous personalized coaching.

Account Deletion:

• You may delete your account at any time from Account Settings
• Upon deletion, your personal data will be permanently removed within 30 days
• Some aggregated, anonymized data may be retained for product improvement (without any personal identifiers)

Inactive Accounts:

• Free accounts inactive for 24+ months may be deleted with 30 days notice
• Paid accounts retain data as long as subscription is active

5. Data Security

We implement industry-standard security measures:

• Encryption: All data transmitted to/from TrueNorth XP is encrypted using SSL/TLS
• Data Storage: Your data is stored on secure cloud servers with encryption at rest
• Access Controls: Strict internal controls limit employee access to personal data
• Regular Audits: Security practices are regularly reviewed and updated

Data Recording and Administrative Access:

To provide personalized coaching, TrueNorth XP records the information you input into the platform—including your responses, conversations, and assessments. This data is stored securely and is accessible only to authorized TrueNorth XP administrators for the following limited purposes:

• Providing technical support when you request assistance
• Troubleshooting issues with your account
• Ensuring platform security and preventing misuse
• Improving our coaching features and user experience

Important: Your data is never sold, never shared with your church or employer, and is only accessed by our team when necessary to support you or maintain the platform.

However: No system is 100% secure. While we use best practices, we cannot guarantee absolute security.

6. AI and Machine Learning

How AI Uses Your Data:

• The Advisor, Crisis Navigator, and Strategy Builder use AI to provide personalized coaching
• Your inputs help the AI learn your church context, leadership patterns, and challenges
• AI models are trained on aggregated, anonymized data across users to improve quality
• Your specific conversations are NOT shared with other users or used identifiably in training

Transparency:

• AI-generated responses are clearly identified as such
• You can always distinguish between AI coaching and human support
• AI recommendations are guidance, not binding advice

7. Third-Party Services

We use select third-party services:

• Stripe: Payment processing (PCI-compliant, does not share data with us beyond transaction confirmation)
• Cloud Hosting: Secure data storage (subject to their security standards)
• Analytics: Aggregated usage analytics (anonymized, no personal identifiers)

These providers are contractually obligated to protect your data and use it only for specified purposes.

8. Your Rights

You have the right to:

• Access: Request a copy of all data we have about you
• Correction: Update or correct inaccurate information
• Deletion: Delete your account and all associated data
• Export: Download your data in a portable format
• Opt-Out: Decline certain data collection (may limit functionality)
• Object: Object to certain data processing activities

To exercise these rights: Email support@truenorthxp.com with your request.

9. Cookies and Tracking

• Essential Cookies: Required for core functionality (login sessions, preferences)—cannot be disabled
• Analytics Cookies: Track usage patterns to improve the product—can be disabled in settings
• No Advertising Cookies: We do not use cookies for third-party advertising or retargeting

10. GDPR & CCPA Compliance

For EU Users (GDPR):

• Legal basis for processing: Consent and legitimate interest
• You have rights to access, rectification, erasure, restriction, portability, and objection
• Data may be transferred internationally with appropriate safeguards
• Contact our Data Protection Officer: dpo@truenorthxp.com

For California Users (CCPA):

• You have the right to know what personal information is collected
• You have the right to delete personal information
• You have the right to opt-out of sale (we do not sell personal information)
• We do not discriminate against users who exercise their rights

11. Children's Privacy

TrueNorth XP is not intended for users under 18. We do not knowingly collect data from children. If we discover we have inadvertently collected such data, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this policy to reflect:

• Changes in legal requirements
• New features or functionality
• Improvements to security or privacy practices

Notice of Changes: We will notify you via email and/or prominent notice in the app 30 days before material changes take effect. Continued use after changes constitutes acceptance.

13. International Users

TrueNorth XP is based in the United States. If you access our services from outside the US:

• Your data may be transferred to and processed in the US
• We comply with applicable data transfer frameworks (EU-US Data Privacy Framework, etc.)
• US privacy laws may differ from your country's laws

14. Contact Us

Questions about privacy? We're here to help.

• Email: privacy@truenorthxp.com
• Support: support@truenorthxp.com
• For GDPR-related inquiries: dpo@truenorthxp.com

15. Your Trust Matters

We recognize that you're entrusting us with deeply personal and sensitive information about your church, your leadership, and your challenges. We don't take that lightly.

Our Promise:

• Your conversations are confidential
• Your data belongs to you
• We exist to serve you, not exploit your information
• Transparency and trust guide everything we do

If you ever have concerns about how your data is handled, please reach out. We're committed to earning and keeping your trust.