Canopy Planner ("we," "our," or "us") operates the church management platform available at canopyplanner.app (the "Service"). This Privacy Policy explains what information we collect, how we use it, and how we protect it. By using the Service, you agree to the practices described here.
Note: This policy covers all users of Canopy Planner, including church administrators, staff, volunteers, parents, and members. Because the Service may store information about minors, please read the Children's Privacy section carefully.
1. Information We Collect
Information you provide directly
- Account information: name, email address, password (hashed — never stored in plain text)
- Church information: church name, time zone, join codes
- Member profiles: first and last name, email, phone number, role within the church
- Volunteer data: service assignments, availability, background check status
- Giving records: donation amounts, dates, and associated member (entered manually by church staff)
- Children's information: child name, age, allergies, classroom assignment, pickup codes, emergency contact information, and parent/guardian linkage — entered by authorized church staff
- Service and worship content: song libraries, chord charts, setlists, run-of-show items, lesson plans
- Communications: messages you send to our support email
Information collected automatically
- Session cookies: used only to keep you signed in — no tracking cookies
- Basic log data: IP address, browser type, and timestamps — used solely for security and to diagnose technical issues
Information from third-party sign-in
If you sign in with Google, we receive only your name and email address. We do not receive your Google password or any other account data.Information from third-party music catalogs
When you use song search or CCLI number lookup features, we retrieve publicly available song metadata — such as titles, composer names, musical key, tempo, and time signature — from third-party catalog services. This is factual reference data about musical works, not copyrighted content. We do not retrieve or store lyrics, chord charts, or sheet music through these features.
2. How We Use Your Information
We use the information we collect only to:
- Provide, operate, and maintain the Service
- Authenticate users and manage role-based access controls
- Enable church administrators to manage their congregation, volunteers, schedules, and giving records
- Send transactional emails (e.g., volunteer invitations, sign-in links, weekly summaries) on behalf of your church
- Display children's information to authorized parents via the Parent Portal
- Detect and prevent fraud, abuse, and security incidents
- Comply with applicable laws and regulations
We do not use your data to train AI models, target advertising, or generate revenue in any way other than the subscription fee you pay us. We do not sell, rent, or share your personal information with any third party for their own use. Ever.
3. Your Data Belongs to Your Church
We do not sell your data. We do not profit from it. We never will.
Your congregation's information — member profiles, giving records, children's data, volunteer schedules — belongs entirely to your church. We are custodians of that data, not owners. We make money only through the software subscription your church pays. That's it.
Like every modern web application, Canopy Planner is built on a small set of trusted, industry-standard infrastructure services — the same kind used by banks, hospitals, and school systems. These are not partners who access or analyze your data; they are the technical foundation that keeps the platform running securely.
Each infrastructure provider operates under strict data processing agreements and is prohibited from using your data for any purpose other than operating the service on our behalf. Specifically:
- Your church's data is stored in a secure, encrypted database hosted in the United States. Each church's data is logically separated — no church can ever see another church's information.
- Emails sent by the platform (volunteer invitations, sign-in links) are delivered through a dedicated email service. Only the recipient's address and the content of that specific email are ever transmitted.
- Sign-in with Google is entirely optional. If you choose it, Google provides only your name and email to us — nothing else. You can always use email and password instead.
- Our spam protection during account creation analyzes browser signals to distinguish real people from bots. No personal information is stored by this process.
- Subscription payments are processed by Stripe, Inc. We do not store your full credit card number. Stripe receives only the minimum payment information required to process your subscription and is prohibited from using it for any other purpose.
- Song catalog lookups retrieve publicly available metadata (titles, authors, key, tempo) from third-party music catalog services. No personal information is sent to these services — only the song title or catalog number you searched for.
None of these providers receive your congregation's member data, giving records, children's information, or worship content. That information stays within Canopy Planner's secure database, accessible only to authorized members of your church.
We may disclose information only if required by a valid court order or law enforcement request, and we will notify affected churches whenever legally permitted to do so.
4. Children's Privacy (COPPA)
Important notice for church administrators
Canopy Planner stores information about minors enrolled in children's ministry programs. Church administrators are responsible for obtaining appropriate consent from parents or guardians before entering children's information into the platform.
Canopy Planner does not knowingly collect personal information directly from children under 13. All children's data — including names, ages, allergies, classroom assignments, and emergency contacts — is entered exclusively by authorized church administrators or staff on behalf of the child's parent or guardian.
Parent access: Parents and guardians may view their child's information through the Parent Portal at canopyplanner.app/parent, or by contacting their church administrator directly.
Deletion requests: Parents or guardians who wish to have their child's information removed should contact their church administrator, who can delete the record immediately from the platform. You may also contact us directly at privacy@canopyplanner.app.
If we learn that children's information has been entered without appropriate parental consent, we will work with the church administrator to address the issue promptly.
5. Data Security
Protecting your congregation's information is something we take seriously. Here is what we do to keep it safe:
- All data is encrypted in transit (TLS 1.2 or higher) and at rest
- Passwords are hashed and never stored in plain text — we cannot see your password
- Every church's data is isolated — Row Level Security policies ensure no church can access another's records
- Authentication sessions use short-lived, rotating tokens
- Sensitive records (background checks, giving data) are access-controlled by role
- We regularly review access controls and security practices
No system is 100% immune to security incidents. If you discover a vulnerability, please report it to privacy@canopyplanner.app and we will respond promptly.
6. Data Retention
We retain your church's data for as long as your account is active. Church administrators can delete any member record, children's record, or other data at any time directly within the platform.
If a church account is closed, we will delete all associated data within 90 days, except where retention is required by applicable law.
7. Your Rights and Choices
You have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Delete your account and associated data
- Data portability — receive your data in a structured, readable format
To exercise these rights, contact your church administrator or reach us at privacy@canopyplanner.app.
8. Cookies and Tracking
We use only one cookie — an authentication session cookie that keeps you signed in. We do not use advertising cookies, analytics trackers, or any cookies that follow you across other websites.
9. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date above. For significant changes, we will notify church administrators by email before the changes take effect.
10. Contact Us
Questions about this policy or how we handle your data? We're happy to talk.
© 2026 Canopy Planner