Privacy Policy

Effective October 16, 2026

This policy describes how DiscipleTrack handles information on discipletrack.com, on app.discipletrack.com, and on a church subdomain such as yourchurch.discipletrack.com. DiscipleTrack is church software for guests, a discipleship pathway, and follow-up. The Terms of Service cover plans, the trial, and the rules for using the product.

The church owns its data

Each church owns and controls the records it stores in DiscipleTrack. The church decides what to record and which staff can see it. DiscipleTrack hosts those records so the product can run. Records from one church are separated from records of every other church. DiscipleTrack does not sell church data or the details people send from the sales site.

People who operate DiscipleTrack can open church records when that access is needed to run the service, answer a support request, or complete an export or deletion. That access is for operating the product, not for selling the information.

What a church can store

A church can store the people it serves and the work its team does with them. That can include:

• People and guests: name, email, phone, guest stage, pathway stage, the staff member who owns the next step, the next step and its date, preferred contact method, a leader observation, tags, milestones, and family links such as spouse, child, parent, or sibling.
• Pathway progress as a person moves through the stages the church uses.
• Notes on tasks and on discipleship relationships.
• Shepherd Care cases, including the reason a person was added and notes about the check-in.
• Prayer requests: the requester's name, email, phone, the request, whether it is confidential, a status, and an answer if the church records one.
• Messages the church sends or receives in the product, including email and text, plus a history of follow-up activity.
• Sunday attendance counts. Those counts are numbers, not a list of names.
• A background-check status and date for a person. The status can be not started, pending, cleared, or expired. DiscipleTrack does not pull a background-check report.
• A giving signal for the pastor role: that a gift was received, and the date. Amounts are not stored.

A church can also mark that a person asked not to get email or texts.

Who on the church team can see it

Access depends on the staff role.

• A guide can open the dashboard, pipeline, discipleship, people, and tasks. A guide sees people assigned to that guide.
• A leader sees that leader's own tasks and the Shepherd Care cases that leader owns.
• Reports are available to roles above guide. A person who can open reports sees church-wide report totals.
• An admin, a director, and a pastor can read a prayer request marked confidential. Other roles see prayers that are not marked confidential.
• Only the pastor role can open the giving signal, and that list does not include amounts.
• Only an admin can open settings, texting, and connections, which is where the church connects its own email, texting, and church management system.

Email, texting, and the church system

Each church connects its own email account, its own texting account, and its own church management system. DiscipleTrack does not send those messages from a shared church inbox. The church is responsible for having permission before it emails or texts someone, and for honoring opt-outs.

If texting is connected, a person can reply STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT. DiscipleTrack then marks text messages off for the matching phone number. A reply of START, YES, or UNSTOP can turn texts back on. Texts the church sends include the line "Reply STOP to opt out." An email can include an unsubscribe link that turns automated email off. Staff can also set those flags on a person's profile. A text is not sent when the text opt-out is on.

Automated follow-up stays off until the church turns that switch on. It does not run for a church that is suspended or canceled.

What the sales site collects

The trial form asks for a name, an email, and a church name. A mobile phone, a plan, a role, and a note are optional. A hidden website field is there to catch automated submissions. If that field is filled in, the request is ignored.

The chat asks what brought the visitor by, then a first name, a church name, and a mobile number. Email is optional. The visitor is asked to agree before DiscipleTrack texts or calls. The chat also stores that consent, the page, and the transcript. The same hidden website field applies. A visitor is limited to 5 chat submissions in 15 minutes.

DiscipleTrack uses those details to reply and to open a 14-day trial. When email from the DiscipleTrack side is configured, the team is notified of a new request. You can ask us to delete a sales-site request by emailing support@discipletrack.com.

Cookies and storage on your device

The live site is served over HTTPS. Browsing the sales site does not create a sign-in cookie. After a leader signs in, the app sets a session cookie. That cookie is httpOnly, uses SameSite lax, is marked secure on the live site, and lasts about 12 hours. Signing out, or a session that no longer matches the church, ends it.

The sales chat can remember that you closed it, in local storage on your browser. The app can remember light or dark appearance in local storage, and a signed-in leader can also save that choice on the account.

Companies that help run DiscipleTrack

DiscipleTrack uses other companies to operate the product. They handle information only so DiscipleTrack can provide the service:

• Cloud hosting for the app and the database.
• Email delivery, when a church connects its own email, and when DiscipleTrack sends mail about a trial or chat request.
• SMS delivery, when a church connects its own texting.
• Payment processing, when billing is added. Payment processing is not turned on. The trial form does not charge a card.

How long records stay

If a church is canceled or suspended, its staff cannot sign in, and automated follow-up does not keep running. DiscipleTrack does not automatically delete that church's records. The records stay until the church asks for deletion, or until DiscipleTrack must delete them to meet a legal duty.

Export and deletion

There is no button in the app that downloads or erases a whole church. A church admin can email support@discipletrack.com and ask for an export or a deletion of that church's stored records. DiscipleTrack will export or delete them.

If your information was stored by a church, contact that church. The church controls those records. DiscipleTrack will help a church admin finish an export or deletion request.

Security

DiscipleTrack uses these protections:

• Passwords are stored as one-way hashes, not as readable passwords.
• The sign-in cookie cannot be read by page scripts, is limited to the site, and is marked secure on the live site.
• Database separation between churches is enforced in the database. The app role cannot skip that separation. Platform work can cross it only when a server flag for that work is on.
• An email key, a texting token, and a church-system secret are encrypted after a church saves them, and they are not shown again.
• A password reset link is stored as a hash, expires after 1 hour, and works one time. A new password must be at least 8 characters.
• Changes to staff accounts are written to an audit log an admin can review.
• An incoming text reply is accepted only when its signature matches.
• The sales chat ignores a filled hidden website field and limits submissions as described above. The trial form uses the same kind of hidden field.

Children

DiscipleTrack is not directed to children under 13, and it does not offer direct sign-up to children under 13. Staff accounts are for church leaders.

A church may store information about minors it serves, including kids and youth ministry records, family links, and a background-check status and date. A church may also share a public prayer form. The church is responsible for the information it collects about minors, including anything a minor submits on a form the church shares.

Michigan law

Michigan law governs this policy. The courts of the state of Michigan are the venue for a dispute about it.

Changes

If this policy changes, the effective date at the top will change. The current page at discipletrack.com/privacy is the one that applies.

Contact

Email support@discipletrack.com for a privacy question, an export, or a deletion request.