What we collect, and why

Effective September 8, 2026. Draft for review by church leadership and counsel before publishing.

What we collect

• Registration: name, date of birth, address, phone, email, a photo for your card, an emergency contact, and a parent or guardian signature for minors.
• Check-ins: the date and time you check in and out. This is how we know who is in the building.
• Payments: handled by Stripe. We store the last four digits and expiration of a card on file, and a Stripe customer ID. We never see or store your full card number.
• Website: basic server logs (IP address, browser, pages visited). We do not run advertising trackers.
• Sign-in: your username and a password, which we store only in hashed form. Any authenticator app, passkey or recovery codes you set up. One-time codes sent by email or text when you set up your account or reset your password. The sessions these create.
• Google sign-in: if you sign in with Google, Google sends us the ID it uses for your account, your email address, whether it has verified that address, and for Google Workspace accounts your organization's domain. We use these only to sign you in and to match you to your member account. We keep the ID, when you connected it, and a security record of when you connect or disconnect Google. We do not keep the email or domain Google sent. We do not receive your name, contacts, photos or other account data, and we never post to your Google account.
• Apple sign-in: if you sign in with Apple, Apple sends us the ID it uses for your account, an email address, whether it has verified that address, and whether the address is a private relay address created by Hide My Email. We use these only to sign you in and to match you to your member account. We keep the ID, when you connected it, and a security record of when you connect or disconnect Apple. We do not keep the email Apple sent. We do not ask Apple for your name or any other account data.
• Matching Google or Apple to your membership: if we can't match your Google or Apple account to a member account by its email, we ask for your member number and send a one-time code to the email or phone number on file for that membership. We keep the Google or Apple ID with that member number until you enter the code, or for up to an hour so we can limit how many codes are sent. If the membership has no website account yet, entering the code creates one that signs in with Google or Apple and has no password.

How we use it

• To issue your Andrew Card and check you in.
• To process contributions and send receipts and renewal reminders.
• To reach you or your emergency contact if something happens at the ROC.
• To tell you about ROC classes, leagues, closures and church events. You can opt out of non-essential messages at any time.
• To keep the building safe, including reviewing check-in records after an incident.

Who sees it

ROC staff and approved volunteers see the records they need to run the desk. Calvary Baptist Church, as the ministry that operates the ROC, has access to membership records. Ignyte Software, which builds and hosts the membership system, may access data to maintain it, under a written agreement that limits use to that purpose. Stripe processes payments under its own privacy policy. We share information with law enforcement only when the law requires it. We do not sell or rent member information to anyone.

Photos and video

Your card photo is used on your Andrew Card and at the check-in desk. We do not publish it. Photos taken at ROC events may appear on this site or church channels; tell the desk if you would rather not be photographed, and we will honor that.

Children

Members under 18 are registered by a parent or guardian, who can review or correct the record at any time. We collect nothing from children through this website.

Keeping it

We keep membership records while your membership is active and for seven years after, for financial and safety recordkeeping. Website logs are kept for 90 days.

Your choices

• See or correct your record in the member portal or at the welcome desk.
• Ask us to delete your record once your membership has ended, subject to the retention period above.
• Disconnect Google or Apple from Account security in the member portal at any time. This deletes the link and signs you out on every device. You can still sign in with your password, or, if your account has no password, by confirming your membership again with your member number. Removing our access in your Google or Apple account settings stops that provider sharing your details with us, but the link stays until you disconnect it here.
• Opt out of text or email messages that are not about your account.
• Turn off auto-renew at any time.

Security

Records are stored in an encrypted database with access limited by role. Payments are tokenized by Stripe. No system is perfect; if we learn of a breach affecting your information, we will notify you as Kentucky law requires.

Changes

We will post any changes here and update the effective date. Material changes will also be posted at the welcome desk.