Privacy Policy

Last updated: October 20, 2026

Ekklessent Church Management ("we", "us" or "our") runs ECM at https://ecm.ekklessent.com (the "Service"). This policy explains what information we collect, why, who can see it, how long we keep it, and what choices you have. It is part of our Terms and Conditions, and words defined there mean the same here.

1. Whose information is it?

There are two kinds of information in ECM, and we treat them a little differently.

• Your church's records: its members and visitors, gifts, attendance and notes. Your church decides what to put in and what to do with it. We hold it on your church's behalf and use it only to provide the Service.
• Account information: the people who sign in to ECM. For this, we decide how it is used, as described below.

2. What we collect

From the people who sign in:

• name, email address and role;
• a password (stored scrambled, so not even we can read it), and any two-factor or passkey details you set up;
• when you accepted our Terms, and your time zone and appearance choices.

About your church: its name, address, time zone, and the optional bank routing number you enter to print deposit slips.

Your church's records (what your church chooses to enter or import):

• members and visitors: names, addresses, email addresses, phone numbers, birthdays, anniversaries, whether they are active, and notes;
• contributions: who gave, how much, when, the type and how it was paid, and check numbers;
• attendance counts for each service, and your lists and settings.

How ECM is used and kept secure:

• a sign-in log: the time of each sign-in or failed attempt, your IP address and browser, used to protect accounts and help when someone cannot get in;
• activity records: which parts of ECM were used (for example, that a report was printed), used to see whether an account is still in use and to improve ECM;
• a record of changes to a church's information: what changed, the details before and after, who made the change and when, used to find and fix problems;
• technical logs of errors, which help us keep the Service working.

When you contact us: your support messages and our replies, and the page and browser you were using.

3. What we do not do

• We do not sell your information or share it for advertising.
• We do not use advertising or tracking services, and we do not use third-party analytics.
• ECM records gifts, but it does not process payments or hold card or bank account numbers.

4. How we use information

• To run ECM: to sign you in, show you your records, and prepare your reports and giving letters.
• To keep ECM secure, and to find and fix problems.
• To help you when you ask for support.
• To email you about your account (including an invitation when someone adds you to a church), and to warn you before an inactive account is deleted. See the Terms.
• To tell you about the Service itself, such as planned maintenance, an upgrade, or a change to the Terms. We do not send marketing or news emails.
• To understand how ECM is used, using totals and counts (for example, how many churches are active), never an individual's giving.
• To follow the law, and to protect our rights and the safety of others.

5. Who can see it

• People at your church see what their role lets them see. An Administrator sees everything, a Manager sees everything except users and the church's name and address, and someone in Member care sees members and attendance only, with no giving.
• Our support staff can see a church's records, and the record of changes, when they need to: to answer a support request, fix a problem, keep ECM secure, or meet a legal duty. Our staff must use two-step sign-in, and each time they open a church's record of changes it is logged.
• Service providers help us run ECM: companies that host our servers and deliver our email. They may handle information only to do that work for us, and they must protect it.
• Others, only when the law or a court requires it, to protect people's safety or the security of the Service, or if we are part of a merger or sale (we would tell you first, and the new owner would have to honor this policy).

6. Where and how it is kept

Information is stored on servers in the United States. We protect it with measures such as these:

• connections to ECM are encrypted;
• passwords are stored scrambled, and two-factor and passkey sign-in are available to every church;
• each church's information is kept separate in the application, so one church cannot see another's;
• our own staff accounts require two-step sign-in, and changes our staff make in the admin area are logged.

No system is perfectly secure, so we cannot promise absolute security. If something happens that puts your information at risk, we will tell the affected churches without unreasonable delay, and as the law requires.

7. How long we keep it

• Your church's records stay until you delete them or the account is deleted. A member you delete can be restored for 30 days, then is removed for good.
• Inactive accounts may be deleted after 12 months without use, with warnings first. See the Terms.
• Sign-in records and activity records are kept for 13 months.
• The record of changes is kept for 18 months, or until the church is deleted if that comes first.
• Support messages are kept while the account exists.
• Backups are kept for up to 30 days. Information we have deleted leaves our backups within that time.
• When an account is deleted, we delete its information. We may keep what the law requires us to keep.

8. Your choices

• See and correct: you can see and edit your records in ECM at any time.
• Download: Utilities, under Export your data, gives you a copy of your members, contributions and attendance.
• Delete: a church's Administrator can delete the church's account in Settings, under Profile, which deletes its records and every user's sign-in. Someone else on the account can ask an Administrator to remove them, or contact us.
• Emails: we send account and security emails and notices about the Service, and no marketing or news emails.
• If your information is in a church's records: please ask the church first to see, correct or remove it. If you ask us, we will pass your request to the church and help it respond.
• Your state's rights: some states give you more rights over your information. If yours does, contact us and we will help.

9. Cookies

We use only the small files ECM needs to work: one that keeps you signed in, one that protects forms from being sent by someone else, and (only if you choose "Remember me") one that remembers you on that device. Your light or dark appearance choice is kept in your browser. We do not use advertising, tracking or analytics cookies.

You can set your browser to refuse cookies, but ECM will not work without the ones it needs.

10. Children

You must be at least 18 to have an ECM account, and ECM is not meant for children. We do not collect information directly from children.

A church may keep records about its young members, such as names and birthdays. The church is responsible for having any permission it needs from parents or guardians. We handle those records the same way as all others. A parent who wants a child's record seen, corrected or removed should ask the church, or contact us and we will pass the request on.

11. Links to other sites

ECM may link to sites we do not run. We are not responsible for their privacy practices, so please read their policies.

12. Changes to this policy

We may update this policy. If a change is material, we will give you at least 30 days' notice. The next time you sign in after an update, we will show you what changed and ask you to accept it.

13. Contact us

Questions about privacy? Email support@ekklessent.com, or use Support inside ECM.