TracFlock ("TracFlock," "we," "us"), owned and operated by EQUIMAX LLC, provides church management software that churches and ministries ("Organizations") use to track visitors, leads, and members, and to communicate with them by email and text message. This policy explains what information we collect, how it's used, and the choices available — including for anyone who receives a text message sent through TracFlock.
Most of the information described below is entered into TracFlock by an Organization about the people it already has a relationship with (a visitor, a lead, or a member of that church). TracFlock acts as the software platform the Organization uses to store that information and send communications the Organization directs — TracFlock does not collect contact information independently or sell it to anyone.
Information We Collect
We handle two broad categories of information:
- Account information, from Organizations and their staff who use TracFlock: name, email address, church name, and billing information (processed by Stripe — see "Payments" below).
- Contact records, entered by an Organization's staff about their own visitors, leads, and members: name, email address, phone number, mailing address, attendance history, and giving history. This is the information an Organization already has as part of its own relationship with that person.
How We Use Information
- To operate the software: storing contact records, tracking attendance and follow-up, and running the features an Organization uses.
- To send communications an Organization's staff choose to send, by email or text message, to their own contacts.
- To process subscription payments and, where an Organization enables online giving, donations made to that Organization (via Stripe Connect).
- To maintain and improve TracFlock's own reliability and security.
We do not sell contact information, and we do not use the contact records churches keep in TracFlock for our own advertising.
Text Messaging (SMS)
When an Organization uses TracFlock's texting feature, messages are sent through our messaging provider (Twilio) to phone numbers the Organization has entered for its own visitors, leads, or members — the same people that Organization already communicates with by other means. TracFlock does not send text messages on its own initiative, and does not use phone numbers collected this way for any purpose other than delivering the messages an Organization sends.
- Opting out: reply STOP to any text message at any time to stop receiving further texts. This is honored immediately and automatically.
- Help: reply HELP to a text message, or contact the sending Organization directly, for assistance.
- Message frequency varies depending on how often the sending Organization chooses to communicate.
- Message and data rates may apply, depending on your mobile carrier and plan.
No mobile information obtained as part of the text messaging service will be shared with third parties or affiliates for marketing or promotional purposes. Sharing that information with subcontractors who support the delivery of the messaging service itself (such as Twilio, our messaging provider) is necessary and permitted. All other categories of information sharing exclude text message originator opt-in data and consent — this information is not shared with any third party for any purpose unrelated to providing the messaging service.
Payments
Subscription payments and, for Organizations that enable online giving, donation processing are both handled by Stripe. TracFlock does not store full payment card numbers. Stripe's own privacy policy governs the information it processes on our behalf.
How We Share Information
We share information only as needed to provide the service:
- Twilio — to deliver text messages an Organization sends.
- Our email delivery provider — to deliver emails an Organization sends.
- Stripe — to process subscription payments and donations.
- Service providers who host and support TracFlock's infrastructure, bound to protect information they process on our behalf.
We do not sell personal information. The contact records churches keep in TracFlock (their visitors, leads, and members) are never shared for advertising. The website analytics and advertising tags described below are the only exception, and they work as explained there.
Cookies, Analytics & Advertising
Our website (tracflock.com) and the TracFlock app (app.tracflock.com) use cookies and similar tags from these providers:
- Google Analytics — to understand how visitors use our pages.
- Google Ads and the Meta (Facebook) Pixel — to measure whether our ads lead to sign-ups, and to show TracFlock ads to people who have visited our website or app (sometimes called "retargeting").
- Microsoft Clarity — to see how pages are used (for example, where people click) so we can fix problems and improve them.
These tags collect information such as the pages you visit, the link or ad that brought you to us, your browser and device type, and whether you created an account. They do not receive the contact records churches store in TracFlock. Each provider handles this information under its own privacy policy.
You can limit this tracking at any time:
- Block or clear cookies in your browser settings, or use a browser or extension that blocks tracking.
- Turn off ad personalization in your Google account at adssettings.google.com, and in Facebook under Settings → Ad preferences.
- Opt out of Google Analytics with Google's browser add-on.
- Opt out of interest-based ads from many companies at optout.aboutads.info.
Data Retention & Security
Contact records are retained for as long as an Organization's account remains active, or until that Organization deletes them. We use industry-standard safeguards (encrypted connections, access controls, and regular backups) to protect information, though no system can be guaranteed 100% secure.
Your Choices
If you've received a text or email from a church using TracFlock and want it to stop, replying STOP (for texts) or using the unsubscribe link (for email) takes effect immediately. For any other request about your information, contact the Organization directly — they control their own contact records — or reach us at the address below and we'll help route your request.
Children's Privacy
TracFlock is intended for use by church staff managing adult and family contact information, not for direct use by children. If an Organization stores information about a minor (for example, a family's contact details), that Organization is responsible for ensuring it has the appropriate consent to do so.
Changes to This Policy
We'll update the date at the top of this page if this policy changes, and post the updated version here.
Contact
Questions about this policy: support@tracflock.com.