Privacy policy

Who runs Flockroom

Flockroom (“we”) runs this site and provides it to churches and their groups. Each church decides who is on its own lists and who may see what; we hold the information on its behalf. 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 your church or group can invite you and keep its records.
• Staff sign in with Google. That gives Flockroom their name, email address and picture, and nothing else.
• 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 your group’s list. Your name and email address, entered by a chair or an admin of your church or group, 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 your group’s list 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.

If you ask about Flockroom. The “Ask about it for your group” form collects your name, your church, an email address, an optional phone number, where the church is, and your message. It is kept on the site so we can reply and follow up, and a copy goes to our support mailbox. Ask us and it is deleted.

Google user data

Flockroom uses Google only to sign staff in. 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 their group’s list. Nothing else is read from your Google account.

How Google data is used, stored and shared. Google data is used only to sign you in and show your name. 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 Flockroom from your Google account at any time at myaccount.google.com/permissions. Google will simply ask again the next time you sign in; 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 group’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

The people running your group. Its chairs and admins can see its list and its 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, and rendering the decks kept as Google Slides). 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.

Your details are kept while you are part of a group’s sessions. Attendance is kept as part of that group’s own records. Slide images for a presentation are kept while that presentation is in use. When you ask to be removed, your details are deleted within 30 days, except where your church or group must keep a record.

Your choices

• Ask a chair or an admin of your church or group to correct or delete your details at any time, or write to us.
• Ask the Chair to stop sending you invitation emails.
• Remove Flockroom from your Google account at myaccount.google.com/permissions; Google will ask again the next time you sign in.
• 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 a church group. 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 we will tell the churches using Flockroom about anything important.

Contact

Email support@flockroom.com. For anything about your own place on a list — being added, corrected or removed — a chair or an admin of your church or group can act faster than we can.