Privacy policy

Who runs Flockroom

Flockroom is operated by the OCIA (Order of Christian Initiation of Adults) ministry of St. James the Greater Catholic Church, Concord, North Carolina (“the ministry”, “we”), for the people taking part in its sessions. It is not a public service, it carries no advertising, and nothing about you is ever sold.

The short version

• We keep your name, email address and attendance so the ministry can invite you and keep its records.
• Staff sign in with Google; two optional features ask for a Google Drive or Google Calendar permission, and only when you choose them.
• Meetings are not recorded. Nothing is sold or used for advertising.
• You can ask for your details to be corrected or deleted at any time.

Information we collect

From the parish roster. Your name and email address, entered by the ministry’s Chair, and the names of people in your household who may share a device with you.

When you take part. Which sessions you joined and when, who joined with you from the same device, whether you raised your hand, and when you were let into the room. These records are what the Chair uses for attendance.

From staff Google accounts. When a presenter, the Chair or an administrator signs in with Google, Google shares the name, email address and profile picture on that account. We use the email address to match you to the roster and show your name in the meeting.

Technical information. Our hosting provider records ordinary server logs (such as the address your device connects from and the pages requested) for security and to keep the service running. We do not use analytics or tracking cookies. The site stores a small amount of data in your browser only to keep you signed in and to remember simple choices, such as whether you finished the sound check.

Audio and video. Live audio and video during a meeting travel through our streaming provider so the other participants can see and hear you. Flockroom does not record, store or transcribe meetings.

Google user data

Flockroom uses Google sign-in and, optionally, two Google permissions. This section describes exactly what we access and why.

Sign in with Google (basic profile: name, email address, profile picture). Used to sign staff in and match them to the roster. Nothing else is read from your Google account.

Google Drive — files this app creates (the drive.file permission). Asked for only when a presenter uploads a PowerPoint. Flockroom saves a copy of that PowerPoint to the presenter’s own Google Drive as a Google Slides file, so Google can convert it, then reads that one file back to make slide images. It cannot see, list or change any other file in your Drive. Slide images are stored by us so the meeting can show them; the Slides file stays in your Drive under your control.

Google Calendar events (the calendar.events permission). Asked for only if the parish turns on calendar invitations from the Chair’s Google Calendar, and only from the Chair. Flockroom then creates and updates the meeting events on the Chair’s calendar. To do this without asking every time, a connection token is stored on our server; it is deleted when the Chair disconnects the calendar or leaves the roster. We do not read other events on the calendar.

How Google data is used, stored and shared. Google data is used only to provide the features above. It is stored in our database (see “Where information is kept”), transmitted only over encrypted connections, and shared with no one except the service providers named below, who process it on our behalf. It is never used for advertising, never sold, and never used to build profiles.

Flockroom’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can remove either permission at any time at myaccount.google.com/permissions. Removing it stops the feature; it does not affect your ability to attend meetings.

How we use information

• To send you a personal meeting link and a calendar invitation for each session, and an update if the presentation is added later.
• To let the Chair see who has arrived, admit people to the room, and keep attendance for the ministry’s records.
• To run the meeting itself: showing the current slide, taking hands in order, and turning microphones on and off.
• To keep the service secure and working.

We do not use your information for advertising, marketing, profiling or automated decision-making, and we do not sell or rent it.

Who can see it

Ministry staff. The Chair and administrators can see the roster and attendance. Presenters can see who is in the meeting and who has a hand up. Other attendees see your name and, if your camera is on, your video during the meeting.

Service providers. The following companies process information on our behalf, only as needed for their job: Supabase (database and sign-in), Cloudflare (hosting), LiveKit (live audio and video), Resend (email delivery) and Google (sign-in, Drive and Calendar). Each is bound by its own privacy commitments.

Legal reasons. We would disclose information only if required by law.

Where information is kept, and for how long

Your information is stored in a database hosted by Supabase in the United States, encrypted in transit and at rest, and protected by row-level access rules so each person can only see what their role allows. Google connection tokens are kept only on the server and are never sent to browsers.

Roster details are kept while you are part of the ministry’s sessions. Attendance records are kept as part of the ministry’s records. Slide images for a presentation are kept while that presentation is in use. A Google Calendar connection token is deleted when the Chair disconnects it. When you ask to be removed, your details are deleted within 30 days, except where the parish must keep a record.

Your choices

• Ask the Chair or the parish office to correct or delete your details at any time.
• Ask the Chair to stop sending you invitation emails.
• Remove Flockroom’s Google permissions at myaccount.google.com/permissions.
• Your meeting link signs you in by itself, so keep it to yourself; ask for a new one if it was shared by mistake.

Children

Flockroom is meant for adults taking part in OCIA. It is not directed at children under 13, and we do not knowingly collect information from them.

Changes to this policy

If this policy changes, the date at the top changes with it, and the ministry will tell participants about anything important.

Contact

Email support@flockroom.com, or contact the OCIA ministry through the parish office of St. James the Greater Catholic Church, Concord, North Carolina.