ClergyTrak

Privacy Policy

Last updated: July 2026

ClergyTrak (we, us, the app) is operated by ClergyTrak. This privacy policy explains what information we collect, how we use it, and your rights regarding that information.

1. Information We Collect

Account Information

• Email address (used to sign you in with a one-time code, and to send account notices)
• Full name (optional, used on your reports)

ClergyTrak is passwordless — we sign you in with a one-time code sent to your email, so there’s no password to remember or for us to store.

Financial and Expense Data

• Designated housing allowance amount(s)
• Fair rental value estimate (if you provide one)
• Expense entries: amount, date, vendor, description, category
• Receipt photos you upload

Subscription Information

• If you subscribe to ClergyTrak Pro, your payment is processed by Apple. We use RevenueCat (revenuecat.com) to verify and manage your subscription status. RevenueCat receives a per-account identifier and your purchase/renewal status — not your name, email, or expense data.

2. How We Use Your Information

We use your information solely to provide the ClergyTrak service:

• Authenticate your account
• Store and display your expense records
• Generate your housing allowance reports (PDF and CSV)
• Analyze receipt photos you explicitly submit for AI-assisted data entry
• Diagnose and fix technical problems

We do NOT:

• Sell your data to anyone, ever
• Share your personal information with advertisers
• Use your data to train AI models
• Contact you with marketing unless you explicitly opt in

3. Receipt OCR (Third-Party AI Analysis)

ClergyTrak uses a third-party AI service — OpenAI (openai.com), based in the United States — to read your receipts.

• What is sent: only the photo of the receipt you choose to scan.
• Who it is sent to: OpenAI Vision API, which performs one-time text extraction and returns structured data (amount, vendor, date, suggested category) that is then saved to your account.
• Your permission first: the first time you use Scan Receipt, we ask for your explicit permission before sending anything to OpenAI. You can withdraw this permission anytime in Settings → AI receipt scanning, and you can always enter expenses manually instead.
• What is NOT sent: no name, email, or other account information — only the receipt image.
• Protection: OpenAI API usage policies state that data submitted through the API is not used to train their models. The image reaches OpenAI only through our own secure backend (Supabase) over encrypted connections; no other third party receives it. We require this provider to handle the data with protections comparable to those described in this policy.

4. How We Store Your Data

Your data is stored in a secure database hosted by Supabase (supabase.com), a SOC 2 Type II compliant infrastructure provider. Data is:

• Encrypted in transit (TLS/HTTPS)
• Encrypted at rest
• Protected by row-level security — only you can access your records

Receipt photos are stored in a private storage bucket accessible only with your authentication.

5. Your Rights

• View all your data at any time within the app
• Edit or delete any expense record
• Delete your entire account at any time from Settings → Delete Account, which permanently removes all your data
• Export your data as CSV anytime via the Reports tab

6. Data Retention

We keep your data for as long as your account is active. If you delete your account, all associated data is permanently deleted within 30 days.

7. Children Privacy

ClergyTrak is intended for adults (clergy and their church administrators). We do not knowingly collect data from anyone under 18.

8. Changes to This Policy

If we make material changes, we will notify you via the app or by email. The Last updated date at the top will always reflect the most recent version.

9. Contact

For questions about this policy or your data, contact:
ClergyTrak
support@clergytrak.com

Terms of Service

Last updated: July 2026

By using ClergyTrak, you agree to these terms.

1. What ClergyTrak Is

ClergyTrak is a software tool designed to help clergy track housing allowance expenses and generate documentation for tax purposes. The app provides tracking, organizing, and reporting features.

2. What ClergyTrak Is Not

ClergyTrak is NOT:

• A tax advice service
• A substitute for a Certified Public Accountant (CPA) or tax attorney
• A legal document preparation service
• A filing service

The information and reports generated by ClergyTrak are based on data you enter and on general IRS rules. They are not personalized tax advice, and we make no warranty that they will be accepted by the IRS or any tax authority.

3. Subscriptions & Billing

ClergyTrak is free to start. Optional paid features (ClergyTrak Pro) are offered as an auto-renewing subscription on a monthly or annual term. You can subscribe on the web, where payment is processed by Stripe, or in the iPhone app, where payment is processed by Apple through your Apple ID. The price and billing period are shown before any purchase. Subscriptions renew automatically unless cancelled before the end of the current period; you can manage or cancel anytime, web subscriptions through your ClergyTrak account (Stripe), and App Store subscriptions in your Apple ID subscription settings. Refunds for web purchases are handled by us; App Store purchases are handled by Apple under their policies.

4. Your Responsibilities

• Provide accurate information
• Use the app only for legitimate personal or ministerial tax tracking
• Do not share your account credentials with anyone
• Do not reverse-engineer, copy, or redistribute the app
• Comply with all applicable laws and IRS rules in your tax filings

5. AI-Generated Content

The receipt scanning feature uses AI (OpenAI). AI output can be inaccurate or incomplete. You are responsible for reviewing all AI-extracted data before saving and before using it in any tax filing.

6. No Professional Relationship

Using ClergyTrak does not create a tax preparer, attorney, accountant, or fiduciary relationship between you and the app or its operators.

7. Disclaimer of Warranties

ClergyTrak is provided as-is without warranties of any kind, express or implied. We do not guarantee the app will be uninterrupted, error-free, or that reports will be accepted by any tax authority.

8. Limitation of Liability

To the maximum extent permitted by law, the operators of ClergyTrak shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to: lost tax benefits, penalties assessed by the IRS, lost data, or costs of substitute services.

Our total liability for any claim relating to the app is limited to the amount you paid us in the 12 months before the claim.

9. Account Termination

You may delete your account at any time. We may suspend or terminate an account that violates these terms or applicable law.

10. Changes to Terms

We may update these terms from time to time. Continued use of the app after an update means you accept the new terms.

11. Governing Law

These terms are governed by the laws of the United States and the state in which the operator resides, without regard to conflicts of law principles.

12. Contact

For questions about these terms, contact:
ClergyTrak
support@clergytrak.com