Privacy Policy

Effective Date: October 28, 2026

Last Updated: October 28, 2026

1. Introduction

Welcome to volunteerFILLINs("we," "our," or "us"). volunteerFILLINs provides a mobile and web application platform designed to help churches, ministry departments, and faith-based organizations coordinate volunteer schedules, fill last-minute volunteer openings, and communicate effectively with serving teams (collectively, the "Services").

We are dedicated to safeguarding the privacy and personal information of our users ("you," "your," or "volunteers/administrators"). This Privacy Policy describes how your personal data is collected, used, shared, and protected when you use the volunteerFILLINs mobile application (iOS/Android) and our website at https://www.volunteerfillins.com.

By creating an account or using our Services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We only collect information necessary to deliver, maintain, and improve our ministry scheduling and communication platform:

A. Information You Provide Directly

  • Account & Profile Information: When you register or update your account, we collect your name, email address, phone number (optional), church or campus affiliation, ministry department(s), serving roles, skills, and profile photo (avatar).
  • Volunteer & Scheduling Details: Open shift requests, shift acceptance/decline responses, blackout dates, and volunteer availability status.
  • In-App Communications & Content: Messages, announcements, and photos you send through church group feeds, department channels, and direct chats.
  • Support Inquiries: Information and correspondence provided when you contact customer support.

B. Information Collected Automatically

  • Device & App Identifiers: Unique user ID (generated via authentication), push notification tokens (Apple Push Notification Service / Expo) to alert you about urgent fill-in opportunities, device model, operating system version, and mobile app version.
  • Diagnostics & Performance Data: Application crash logs and performance metrics used strictly to identify bugs, troubleshoot errors, and enhance application stability.
  • Approximate Location (Optional): With your permission, approximate location data may be used to help you discover nearby church campuses and volunteer opportunities. We do not track continuous real-time background GPS.

3. How We Use Your Information

We use the collected information for the following specific purposes:

  • Core App Functionality: Authenticating accounts, managing church rosters, assigning roles (Church Admin, Department Admin, Volunteer), and processing fill-in requests.
  • Notifications & Alerts: Delivering push notifications, in-app alerts, and badge updates when a fill-in volunteer is needed or when a shift status changes.
  • Team Communication: Facilitating direct and group messaging between church leaders and volunteers.
  • Personalization: Displaying relevant ministry openings and schedules tailored to your church, campus, and department.
  • App Reliability & Security: Preventing unauthorized access, debugging crashes, and ensuring platform integrity.

4. No Sale of Personal Data & No Cross-App Tracking

  • No Sale of Data: We do not sell, rent, or monetize your personal information to third parties or data brokers.
  • No Third-Party Ad Tracking: volunteerFILLINs does not track users across third-party websites or apps for targeted advertising. We do not participate in advertising networks or use tracking identifiers (such as IDFA) for third-party marketing.

5. Third-Party Service Providers

We share data with trusted third-party infrastructure providers solely to host, secure, and operate the platform:

  • Clerk: Secure user authentication, account verification, and session management.
  • Supabase: Secure cloud database storage, real-time messaging synchronization, and media storage.
  • Expo / Apple APNs: Delivery of push notification services to your mobile device.
  • Cloud Hosting Providers: Secure hosting of our web platform and backend APIs.

All third-party vendors are bound by contractual confidentiality and security standards and are prohibited from using your data for any unauthorized purpose.

6. Sharing Within Your Church Community

volunteerFILLINs is a collaborative ministry platform. Certain profile information (your name, serving roles, availability status, and profile photo) will be visible to church administrators, department coordinators, and fellow volunteers within your designated church or campus to enable team coordination.

7. Data Retention and Account Deletion

We retain your personal data for as long as your account remains active or as needed to provide you with the Services.

In compliance with Apple App Store requirements, you have the right to delete your account and all associated personal data at any time directly within the mobile app:

  1. Open the volunteerFILLINs app on your device.
  2. Go to Settings (for Administrators) or Profile (for Volunteers).
  3. Scroll down and tap Delete Account.
  4. Confirm your selection when prompted.

Upon confirmation, your profile data, personal identifiers, login credentials, and notification tokens will be permanently removed from our active database. You may also submit an account deletion request by emailing gharker@fillin.ninja.

8. Data Security

We implement industry-standard administrative, technical, and physical security measures to safeguard your personal data. All network communication between the app, web client, and servers is encrypted using Transport Layer Security (TLS/HTTPS). Database access is restricted through role-based permissions and secure service tokens.

9. Children’s Privacy

volunteerFILLINs is designed for church staff, ministry leaders, and adult or youth volunteers (aged 13 and older) operating under church organization oversight. We do not knowingly collect personal information directly from children under the age of 13. If you believe a child under 13 has provided personal information without parental consent, please contact us immediately, and we will promptly remove the information.

10. Your Rights & Choices

Depending on your jurisdiction, you may have rights regarding your personal information, including:

  • Access & Portability: Request a copy of the personal information we hold about you.
  • Correction: Edit or update inaccurate profile details directly in the app.
  • Push Notifications: Opt out of push notifications at any time in your iOS or device settings.
  • Account Deletion: Delete your account and associated records as detailed in Section 7.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or relevant laws. When changes are made, we will update the "Last Updated" date at the top of this policy and provide notice within the app or on our website for material updates.

12. Contact Us

If you have questions, feedback, or data privacy requests concerning this Privacy Policy, please contact us: