Privacy Policy

SundayLoop is visitor follow-up software used by churches. Two different relationships run through it, and they matter for who is responsible for what.

The church is the controller of its visitors’ information. It decides who is contacted, what its guest form asks, and what it says. SundayLoop is the processor, acting on that church’s instructions. For a church’s own staff accounts, SundayLoop is the controller.

SundayLoop is operated as a sole proprietorship.

When a visitor fills in a church’s guest form, we store what they typed:

• Name, and the email address and/or mobile number they gave
• City, age group, and household size, if the church asks for them
• Ministry or event interests they selected
• A prayer request, if they chose to write one
• How they heard about the church
• What they consented to be contacted about, when, and from what form

As follow-up runs, we also store what happened:

• Every message sent and received, and why it was sent
• AI phone call outcomes, transcripts, and summaries where AI Calls is enabled
• Detected intent and sentiment from replies, and tags derived from them
• An engagement score, and visit history

For church staff we store a name, email address, and a hashed password. We never store a password itself, and we never see or store a card number — payments go directly to Stripe.

The marketing site sets two first-party cookies: an anonymous session id, and a record of which campaign or link brought you. They are used to understand which pages lead to signups. They are not shared, not sold, and carry no visitor information.

Visitor information is used for one thing: running that visitor’s own follow-up for the church they visited. It is never sold, never used to train anyone’s model, and never shared between churches — each church’s data is isolated from every other church.

Where the GDPR or UK GDPR applies, the church determines the lawful basis (ordinarily consent for marketing messages, and legitimate interests for the follow-up record). A prayer request may reveal religious belief or health information, which those laws treat as a special category — churches should collect it only with explicit consent and should not require it. In Canada, PIPEDA’s consent requirements apply. In US states with their own privacy laws, the church is ordinarily the business or controller and SundayLoop the service provider or processor.

Message text and call scripts are generated by a large language model, and replies are classified by one. What the model is given is deliberately narrow: the church’s own profile and connected website content, the visitor’s first name, and — for two specific steps — a small, named set of verified facts (a known interest, how they heard about the church, and their most recent reply).

Prayer requests, household details, age group and contact details are never sent to the model. The assistant may only state facts from the church’s own profile and website; if it does not know something it says so and hands off to a person. It never claims to be a specific human.

Where AI Calls is enabled, the call is conducted by an AI voice system and a transcript is produced and stored. Call recording and transcription have their own consent rules in many places, including all-party-consent states.

SundayLoop works with trusted service providers that help us operate the service, including providers for communications, artificial intelligence, payments, hosting, and related infrastructure.

A visitor’s own record is kept while the church’s account is open. Their messages and calls are kept for 12 months and then deleted automatically, as described below. A deleted visitor is removed immediately and permanently. When a church closes its account, its visitors, messages, calls and tasks are deleted with it.

We retain personal information only for as long as reasonably necessary to provide the Services, comply with legal and accounting obligations, resolve disputes, and enforce our agreements. Visitor information and communications are deleted when the church requests deletion or closes its account, subject to information we are required or permitted to retain by law. AI call recordings and transcripts, and related communication records, are retained for 12 months, unless a longer period is required by law or reasonably necessary for a legitimate business purpose. Billing and accounting records may be retained for up to 7 years to meet legal and financial recordkeeping requirements. Usage and billing records that are necessary for these purposes may remain after an account is deleted.

A church admin can, from inside the product: edit any visitor’s details, export every visitor to a CSV file, permanently delete an individual visitor along with their full message and call history, and close the account entirely — which deletes everything.

A visitor who wants their information removed should ask the church they visited, since the church controls it. Replying STOP to any text opts them out of every channel immediately and stops all follow-up; that is separate from deletion, and both are available.

For anything a church cannot resolve itself , contact support@sundayloop.church.

SundayLoop can also be reached by mail:

SundayLoop is not directed at children and no child ever uses it. A guest form may record how many children are in a household, and a parent may express interest in children’s ministry — that is information about a household, given by an adult. Churches should not use the guest form to collect information from children directly.

Access is scoped to one church: every query in the product is filtered by church, and staff accounts have roles that limit what they can do. Passwords are hashed, session tokens are stored hashed, and every webhook from a provider is signature-verified before it is trusted. Message sending is blocked for anyone who has opted out, and blocked attempts are recorded rather than silently dropped.

No system is perfect. If we become aware of a breach affecting a church’s visitors, we will notify that church without undue delay. The church, as the controller of its visitors’ information, decides what it must then tell its visitors and any regulator.

If this policy changes in a way that affects how visitor information is handled, we will tell churches using SundayLoop rather than only changing this page.