1. Information We Collect

We collect personal information that you voluntarily provide when registering for events or creating an account. The information collected includes:

a. Personal and Demographic Information

• Full Name: First name and last name.
• Gender: Your gender identity.
• Date of Birth: Birthdate (optional).
• Civil Status: Marital status (e.g., single, married).
• Nationality/Country: Country of residence (linked via country relation).
• International Status: Whether you are an international attendee (Boolean).
• Island/Region: Geographic region or island (linked via island relation).

b. Organizational and Ministry Information

• Category: Your participant category (e.g., leader, member, guest).
• Ministry: Affiliated ministry or department.
• Deputy: Assigned deputy (linked via deputy relation).
• Cluster: Group or cluster affiliation (linked via cluster relation).

c. Educational and Spiritual Background

• Educational Attainment: Highest level of education completed.
• Spiritual Level: Self-assessed spiritual maturity or level (e.g., beginner, intermediate, advanced).
• Years of Service:
  • Years as FTMW (Full-Time Ministry Worker) – numeric value (optional).
  • Years as KMM (Kingdom Ministry Member or similar) – numeric value (optional).

d. Additional Data

• Secret: A personal identifier or code used for verification or access control (treated as confidential).
• Selfie: A photograph of yourself uploaded for identification, verification, or event badge purposes. This image is stored securely and used only for authorized purposes.

2. How We Use Your Information

We use your personal data for the following purposes:

• To register you for events and manage your attendance.
• To verify your identity and affiliation (e.g., using your selfie and secret code).
• To categorize participants for logistical and organizational planning (e.g., housing, group assignments).
• To communicate event details, schedules, and updates.
• To generate reports and analytics for event organizers (aggregated and anonymized where possible).
• To improve our platform and user experience.
• To comply with internal recordkeeping and accountability requirements.

We do not use your data for automated decision-making or profiling.

3. Legal Basis for Processing

If you are located in the European Economic Area (EEA), the UK, or other jurisdictions with data protection laws, we process your information based on:

• Consent: You have explicitly consented to the collection and use of your personal and sensitive data.
• Contractual Necessity: Processing is necessary to fulfill your event registration.
• Legitimate Interests: For organizational, administrative, and safety purposes, provided your rights are not overridden.

You may withdraw consent at any time by contacting us (see Section 8).

4. Sharing of Your Information

We do not sell, rent, or monetize your personal data. However, we may share your information with:

• Event Organizers and Leadership Teams: Your full name, category, ministry, cluster, deputy, country, spiritual level, and other relevant details may be shared with authorized organizers and leaders for event planning, team assignments, and pastoral care.
• Administrative Staff and Volunteers: Limited access is granted to trusted personnel who require the data to support event operations.
• Service Providers: Third-party vendors who assist with hosting, data storage, email delivery, and technical support. These partners are bound by strict confidentiality agreements.
• Legal Authorities: Only if required by law, regulation, or legal process.

Your selfie and secret are shared only with verified administrators and are never disclosed publicly or to unrelated parties.

5. Sensitive Data Notice

Some of the information collected (e.g., spiritual level, ministry affiliation, gender, birthdate) may be considered sensitive under certain privacy laws. We collect this data only when necessary for event participation and with your explicit consent. We apply enhanced security measures to protect such data.

6. Data Security

We implement robust technical and organizational safeguards to protect your data, including:

• Encryption in transit (HTTPS/SSL) and at rest.
• Role-based access controls.
• Secure authentication and session management.
• Regular security assessments.

Despite these efforts, no system is completely immune to risks. We encourage users to protect their login credentials and report any suspicious activity.

7. Data Retention

We retain your personal data only as long as necessary:

• Active accounts: Data is retained while your account is active or as needed for ongoing events.
• Post-event: Registration data may be kept for up to 5 years for archival, reporting, and compliance purposes, unless you request deletion.
• Deletion: Upon request, we will delete your personal data, except where retention is required by law or for legitimate organizational purposes (e.g., financial records).

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete information.
• Delete your data (right to be forgotten).
• Restrict or object to processing.
• Data Portability: Receive your data in a structured, machine-readable format.
• Withdraw Consent at any time.

To exercise these rights, contact us at: [email protected]. We will respond within 30 days.

9. Children’s Privacy

Our Service is intended for adults and individuals aged 16 and above. We do not knowingly collect data from children under 16 without verifiable parental consent. If we become aware of such data, we will promptly delete it.

10. International Data Transfers

Your data may be stored and processed in countries outside your country of residence, including the United States or other regions where our service providers operate. We ensure that appropriate safeguards (e.g., EU Standard Contractual Clauses) are in place to protect your data during cross-border transfers.

11. Third-Party Links and Integrations

The Service may include links to external websites (e.g., social media, ministry portals). We are not responsible for the privacy practices of these sites. Please review their policies before sharing any information.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. When we do, we will revise the "Last Updated" date and, for significant changes, notify users via email or in-app notice. Your continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us