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: a one-time code sent to your phone or email, and the sessions it creates.

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 We do not publish it.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.
• 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.