Privacy Policy

1. Who We Are

Chaplaincy Certification Coach ("we," "us," or "our") is an independent coaching tool designed to help professional chaplains prepare for board certification. We are based in Mississippi and operate the website and application at chaplaincoach.org.

We are not affiliated with, endorsed by, or connected to the Board of Chaplaincy Certification Inc. (BCCI), the Association of Professional Chaplains (APC), or any other chaplaincy credentialing organization.

If you have questions about this Privacy Policy, you can contact us at support@chaplaincoach.org.

2. Information We Collect

We collect only the information necessary to provide our service. Here is exactly what we collect and why:

Account Information

• Name and email address — collected when you create an account. Used to identify your account and send you transactional emails such as password resets.
• Password — stored in encrypted form. We never store your password in plain text and we never see it.

Ministry Context

• Practice setting — the type of chaplaincy setting you work in (e.g., healthcare, military, corrections). Optional. Used to personalize coaching feedback.
• Religious or spiritual tradition — your faith or philosophical tradition. Optional. Used to ensure coaching feedback is appropriate to your context.
• Years in chaplaincy — your experience level. Optional. Used to personalize coaching feedback.

Competency Work

• Your written drafts — the competency narratives you write within the app. Stored so you can return and continue your work across sessions.
• Coaching conversation history — the feedback exchanges between you and the coaching system, stored per competency so feedback can evolve across revisions.

Payment Information

• We do not collect or store your credit card number or payment details. All payment processing is handled by Stripe, a third-party payment processor. We receive only a customer reference ID from Stripe confirming your subscription status.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To create and manage your account
• To provide personalized coaching feedback tailored to your ministry context and tradition
• To save your competency drafts and coaching history so you can continue your work across sessions
• To process your subscription payment and manage billing through Stripe
• To send you transactional emails — specifically, password reset emails sent through Resend
• To respond to your support inquiries when you contact us at support@chaplaincoach.org

We do not use your information for advertising, marketing to third parties, or any purpose other than providing the service you signed up for.

4. Third Parties We Share Data With

We share your data with a limited number of trusted third-party services, only to the extent necessary to operate the application:

• Stripe — payment processing. Your payment information is handled entirely by Stripe. We share your email address with Stripe to create your billing account. Stripe's privacy policy is available at stripe.com/privacy.
• Anthropic — the AI technology that powers the coaching feedback system. Your written competency drafts and ministry context are sent to Anthropic's API to generate coaching responses. Anthropic's privacy policy is available at anthropic.com/privacy.
• Resend — email delivery service used to send password reset emails. Your email address is shared with Resend for this purpose only. Resend's privacy policy is available at resend.com/legal/privacy-policy.

We do not sell your data. We do not share your data with advertisers. We do not share your data with any other third parties beyond those listed above.

5. Data Storage and Security

Your account data and competency drafts are stored in a secure PostgreSQL database hosted on Railway. Our backend servers are hosted on Render. All data is transmitted over encrypted HTTPS connections.

Your password is encrypted using industry-standard hashing before it is stored. We never store or transmit your password in plain text.

While we take reasonable steps to protect your data, no system is completely immune to security risks. If you believe your account has been compromised, contact us immediately at support@chaplaincoach.org.

6. Data Retention

We retain your account data and competency work for as long as your account is active. If you cancel your subscription, your account and data remain accessible until you request deletion.

To request deletion of your account and all associated data, contact us at support@chaplaincoach.org. We will process deletion requests within 30 days.

7. Your Rights

You have the following rights regarding your personal data:

• Access — you may request a copy of the data we hold about you.
• Correction — you may update your account information at any time within the app.
• Deletion — you may request that we delete your account and all associated data.
• Portability — you may export your competency narratives using the Export Packet feature within the app.

To exercise any of these rights, contact us at support@chaplaincoach.org.

8. Children's Privacy

The Chaplaincy Certification Coach is intended for use by adult professional chaplains. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has created an account, please contact us at support@chaplaincoach.org and we will delete the account promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. If we make material changes that affect your rights, we will notify you by email at the address associated with your account.

Your continued use of the application after any changes constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us:

• Email: support@chaplaincoach.org
• Website: chaplaincoach.org

We will respond to all inquiries within 5 business days.