Privacy Policy

1. Introduction

Sermon Flow ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered sermon processing platform at getsermonflow.com. Please read this policy carefully. By using the Service, you agree to the collection and use of information as described here.

2. Information We Collect

2.1 Account and Registration Information

When you create an account, we collect:

• Email address and password

2.2 Onboarding and Church Information

During onboarding and in your account settings, we collect:

• Church name and descriptive details
• Church size range and denomination
• Your familiarity with AI tools
• Current church software tools in use and feature interests
• Church logo image
• Video clip branding preferences (font style, size, colors)
• Speaker names associated with your sermons

2.3 Sermon Content and Uploaded Files

• Sermon video files (up to 500 MB on Basic, 2 GB on Pro)
• Supplemental documents you upload (sermon notes, outlines in PDF, Word, or text format)
• Sermon title and description
• All AI-generated outputs derived from your content (transcripts, clips, guides, articles, social posts)

2.4 AI Preferences and Feedback

• Custom AI generation instructions you provide per content type (clips, guides, social posts, etc.)
• Synthesized AI preference profiles derived from your instructions over time
• NPS (Net Promoter Score) ratings and optional written feedback you submit after sermons are processed

2.5 Billing and Payment Information

• Subscription plan and billing history
• Stripe customer ID and subscription identifiers (we do not store full payment card details — all payment data is handled directly by Stripe)

2.6 Usage and Technical Data

• Log data including pages visited, features used, and actions taken within the Service
• IP address, browser type, and device information
• Session cookies and authentication tokens

2.7 Public Guide View Tracking

When you activate a public shareable URL for a guide or article, Sermon Flow tracks views of that content. For each view, we collect and store the viewer's IP address, a hashed user-agent string, session identifiers, referrer URL, and estimated geographic location (country and U.S. state) derived from the IP address using a third-party geolocation service (ipapi.co). This data is used to provide you with engagement analytics for your shared content.

3. How We Use Your Information

We use the information we collect to:

• Process your sermon uploads and generate all AI-powered outputs
• Personalize AI generation using your stored preferences and instructions
• Provide church-wide analytics and health insights based on your sermon history
• Manage your account, subscription, and billing
• Send transactional emails about your account (processing notifications, billing receipts, password resets)
• Provide customer support and respond to inquiries
• Improve the Service through aggregate usage analysis
• Detect and prevent fraud, abuse, and security incidents
• Comply with applicable legal obligations

4. How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

• OpenAI: Sermon transcript text and document content are sent to OpenAI's API to generate guides, articles, analytics, and other content. OpenAI processes this data under their API usage policies and does not use API inputs to train their models by default.
• DigitalOcean Spaces: Uploaded sermon files, generated clips, church logos, and documents are stored in DigitalOcean's cloud object storage.
• Stripe: Subscription and payment processing is handled by Stripe. Stripe receives billing information directly and is subject to their own privacy policy.
• SendGrid: Your email address and relevant account information are shared with SendGrid to deliver transactional email notifications.
• ipapi.co: IP addresses from viewers of your public shared guides are sent to ipapi.co for geographic resolution. No personally identifiable information beyond the IP address is shared.
• Legal Requirements: We may disclose information if required by law, court order, or to protect the rights, property, or safety of Sermon Flow, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users.

We require all third-party service providers to maintain commercially reasonable data security practices.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These include encrypted data transmission (HTTPS), access controls, and secure credential storage. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials.

6. Data Retention

We retain your information as follows:

• Sermon video files, generated clips, and uploaded documents are automatically deleted approximately 12 months after upload. You will receive notice before this occurs.
• Transcripts, guides, and analytics data associated with your account are retained while your account is active and for a reasonable period thereafter.
• Account information is retained for the duration of your account and deleted within a reasonable period after account closure, except where legally required to retain it.
• Billing records may be retained for the period required by applicable tax and financial regulations.

You can delete individual sermons and generated content at any time from within your account. To request full account deletion, contact us at hello@getsermonflow.com.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information through your account settings or by contacting us
• Deletion: Request deletion of your personal information and account
• Data Portability: Request your data in a portable format where technically feasible
• Opt-out of Marketing: Unsubscribe from non-essential marketing communications at any time via the unsubscribe link in any marketing email
• Withdraw Consent: Where we rely on your consent to process data, you may withdraw it at any time (without affecting the lawfulness of prior processing)

To exercise any of these rights, contact us at hello@getsermonflow.com. We will respond within 30 days.

8. Cookies and Tracking Technologies

We use session cookies and authentication tokens to keep you logged in and maintain your session state. These are essential to the Service's operation. We do not currently use third-party advertising cookies or behavioral tracking cookies. You can configure your browser to refuse cookies, but this will prevent you from logging in or using authenticated features of the Service.

9. AI Processing and Your Content

A core function of the Service involves processing your sermon content with AI. Specifically: sermon audio is transcribed using AI transcription technology; the resulting transcript (and any uploaded document text) is sent to OpenAI's API to generate study guides, articles, social posts, and analytics. Your custom AI instructions are stored and used to personalize these outputs over time. We do not use your sermon content to train our own AI models. Please review OpenAI's data usage policies if you have concerns about how they handle API inputs.

10. Children's Privacy

The Service is intended for use by adults and organizations, not for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us at hello@getsermonflow.com and we will delete it promptly.

11. International Data Transfers

Sermon Flow is operated in the United States. If you access the Service from outside the United States, your information may be transferred to and processed in the United States and other countries where our service providers operate (including OpenAI and DigitalOcean). These countries may have different data protection laws than your home country. By using the Service, you consent to such transfers. We ensure our service providers maintain appropriate safeguards for cross-border data transfers.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. For material changes, we will notify you by email or by posting a prominent notice in the Service, and by updating the "Last updated" date above. Your continued use of the Service after such notice constitutes acceptance of the revised Policy. If you do not agree to the revised Policy, you must discontinue using the Service.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a privacy concern, please contact us: