Privacy Policy

Last updated: 15 September 2026

This policy covers the Chaplaincy CRM / MotoChappy mobile apps and web application ("the Service"), operated for JC Motorsport Ministries and the chaplaincy organisations that use it. The Service is an internal case-management tool for chaplains and pastoral care volunteers — it is not a public or consumer app, and access is limited to people authorised by their organisation.

Information we collect about you (the account holder)

When your organisation creates an account for you, we collect:

• Your name and email address
• Your role, organisation, and area/state (for routing follow-ups and notifications)
• Your login sessions and device push-notification tokens, so we can deliver in-app alerts (e.g. a follow-up is due, an emergency prayer request was filed)

Information chaplains enter about the people they support

As part of pastoral care work, chaplains using the Service record information about the people they support (for example, event attendees, drivers, or team members who request pastoral care). This can include:

• Name, phone number, email, and address
• Date of birth and gender, where relevant to care
• Emergency contact details and, where disclosed, special needs or health-adjacent notes
• Notes on interactions, engagements, and follow-ups, including prayer requests
• The event and approximate location the interaction took place at

This information is entered by chaplains, not collected directly from the person it's about, and is visible only within that person's own chaplaincy organisation — it is used solely to coordinate pastoral care and is never sold or shared with advertisers.

Event and usage information

We record which events you sign in and out of (and when), so your organisation can see event coverage and attendance history. Standard technical data — IP address, device type, and app version — is logged for security and troubleshooting.

How we use this information

We use the information above only to:

• Operate the Service — coordinating chaplain coverage, follow-ups, and pastoral care records
• Send push notifications and emails related to your work (follow-ups due, emergency broadcasts)
• Maintain the security and reliability of the Service

We do not use this information for advertising, and we do not sell or rent it to third parties.

Third-party services

The Service relies on a small number of infrastructure providers to operate:

• Apple Push Notification service (APNs) — delivers notifications to iOS devices
• Firebase Cloud Messaging (Google) — delivers notifications to Android devices
• Heroku — hosts the application and database

These providers only receive what's needed to deliver notifications or host the application; none of them are used for advertising or analytics, and the Service does not include any third-party analytics or advertising SDKs.

Data retention and deletion

Information is retained for as long as your organisation's account is active. If you or your organisation would like data corrected or deleted, contact us using the details below and we will action the request, subject to any records your organisation is required to keep for safeguarding or reporting purposes.

Security

Passwords are stored using industry-standard one-way hashing. Data in transit is encrypted (HTTPS/TLS). Access to client and pastoral-care records is limited to chaplains within the same organisation, scoped by their role.

Children's privacy

The Service is intended for use by adult chaplains and pastoral care volunteers. It is not directed at children, and we do not knowingly collect account information from anyone under 16.

Changes to this policy

If this policy changes, we'll update the "Last updated" date above. Continued use of the Service after a change constitutes acceptance of the updated policy.

Contact us

Questions about this policy or your data can be sent to privacy@example.org.