Privacy Policy

Who this covers

Welcome Loop is a church welcome and follow-up product used by authorized team members at His Presence Church. It helps us welcome guests, manage people records, send SMS and email, run campaigns, and connect optional advertising and planning tools.

Information we collect

• Staff accounts — name, email, role, sign-in credentials, and optional multi-factor authentication settings.
• Guests and people (CRM) — contact details you or your team enter or receive (for example name, phone, email, household links, visit history, care or prayer requests, tags, and follow-up notes). Pastoral notes may be stored for ministry use and are treated carefully; they are not included in standard data exports.
• Messages — SMS and email content, delivery status, and related logs needed to send and audit communications.
• Campaigns and analytics — landing page views, form submissions, campaign identifiers, and similar events used to understand outreach.
• Integrations — connection status and tokens or credentials you choose to save for services such as Twilio (SMS), SMTP email, Google Ads OAuth, Meta / Facebook Ads OAuth, planning-centre sync (HPCTN Planning), and Sermon Clipper asset import.
• Technical data — basic server logs (for example IP address, timestamps, and error diagnostics) used to keep the service secure and reliable.

How we use information

• Ministry welcome, follow-up, care, and pastoral coordination
• Sending SMS and email you authorise through Welcome Loop
• Running campaigns, landing pages, and related analytics
• Connecting advertising accounts (Google Ads, Meta) when an admin opts in
• Syncing people data with planning tools and importing media from Clipper
• Security, audit, troubleshooting, and service improvement

We do not sell personal information. We use guest and people data for church ministry and operational purposes described here, not for unrelated commercial profiling.

Third parties

Depending on which features you enable, data may be processed by:

• Twilio — to deliver SMS messages
• Email providers (SMTP) — for example Google Workspace / Gmail or another SMTP host you configure
• Google — when you connect Google Ads OAuth (advertising access you grant; not used as a general Google sign-in for guests). If a church admin installs a Google tag, published Plan Your Visit pages load Google’s tag for ads measurement, and a conversion event is sent only after a successful form submission.
• Meta / Facebook — when you connect Meta Ads OAuth for advertising tools you enable
• Hosting and infrastructure — the servers and databases that run Welcome Loop for HPCTN

Those providers process data under their own terms and privacy policies. You control whether each integration is connected.

Sharing and access

Access inside Welcome Loop is limited to authorised church users according to their role (for example owner, admin, or team member). We may disclose information if required by law, to protect safety, or to investigate abuse of the service.

Retention

We keep information for as long as it is needed for ministry follow-up, legal, audit, or operational purposes, or until a valid deletion request is completed. Message logs and integration tokens are retained while the related features are in use or until disconnected or deleted.

Your choices and requests

Guests and individuals may request access to or deletion of their personal data by contacting the church. Church admins can also use Welcome Loop’s internal privacy workflow (export / deletion requests) where available. For Meta / Facebook Login or Meta connection data, see our Data deletion page.

Security

We use reasonable administrative and technical measures (including authenticated access and encrypted storage of secrets where implemented) to protect information. No method of transmission or storage is completely secure.

Children

Welcome Loop is intended for church staff and ministry operations. It is not directed at children under 13. If you believe we have collected a child’s information in error, contact us and we will take appropriate steps.

Contact

Privacy questions or requests: info@hpctn.com
His Presence Church · Welcome Loop · welcomeloop.hpctn.org