Privacy Policy

1. Who we are

Cliamo is provided by Cliamo Limited ("we", "us"), company number 17489807, registered office 9 COTESHEATH STREET, STOKE-ON-TRENT, ST1 3JB, United Kingdom. You can contact us about privacy at [email protected].

This Privacy Policy explains how we collect, use, store, and share personal data when you use the Cliamo web application, mobile application (Bundle ID: com.cliamo.app), or any related services (collectively, the “Service”).

By using the Service you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

2. Our role

For the people who create an account on Cliamo, and for billing and support information, we are the controller of the personal data. For information that a church adds about its own members, children, visitors and activities (member lists, attendance, rotas, giving records, sermons and sermon recordings, and similar), the church is the controller and we act as its processor, following the church's instructions under our Data Processing Terms, which form part of our terms of service. Church administrators are responsible for having a lawful reason to enter that information and for telling their members how it is used.

Information We Collect

We collect the following categories of personal data:

• Account registration data — your name, email address, and hashed password created when you sign up.
• Church membership data — your role within a church (e.g. admin, member), department membership, and rota duty assignments.
• Profile data — an optional profile photograph you upload, which is stored on Cloudflare R2 object storage.
• Audio and sermon recordings — a sermon recording made in Cliamo Stage, with the title, preacher, date and description the operator enters, once the operator chooses to upload it to the church's sermon library (see section 17).
• Device data — push notification tokens issued by the Expo push notification service when you enable notifications on a mobile device, and, for each Cliamo Stage PC paired with a church, the name an administrator gives it, who paired it, its app version, when it was last used and the sign-in information it needs.
• Communications content — communication text, follow-up notes, and song plan details you create or receive through the Service.
• Usage data — login timestamps, API request logs, and similar technical information generated during normal use of the Service.

3. What else we collect

In addition to the information described elsewhere in this policy, we keep sign-in and device information needed to run and secure the service, and records of how the service is used, such as an audit log of administrator actions.

How We Use Your Information

We use the data we collect to:

• Provide and operate the Cliamo Service, including rota management, communications, follow-up tracking, and worship planning features.
• Send transactional emails (e.g. invitations, password resets) and push notifications related to your activity in the Service.
• Enforce subscription tier limits.
• Respond to and action verified data deletion requests submitted through the app.
• Maintain security, investigate suspected misuse, and improve the reliability of the Service.

4. Payments (Stripe)

We use Stripe to take card payments. When a church subscribes, we share with Stripe the church's name, the email address of the person who subscribes, and an internal reference number. Card details are entered on Stripe's own secure page and are never stored on our servers. Stripe acts as our processor for taking the payment, and as an independent controller for its own purposes such as preventing fraud and meeting legal obligations. Stripe's privacy policy is at https://stripe.com/privacy. Stripe transfers data internationally using the UK International Data Transfer Addendum.

Data Sharing

• Within your church — church administrators can view profile and membership data for members of their own church. Members cannot access data belonging to other churches.
• Legal obligations — we may disclose personal data if required to do so by law or in response to a valid request from a public authority.

5. Other service providers

We use these providers to run the service: Hostinger (server hosting, in France, and platform email sending); Cloudflare (DNS, network protection for all website and app traffic, and file storage and its backup copy, including profile photos, logos, uploaded files and sermon audio recordings); ClickSend (email delivery as a fallback, and text messages where a church uses them, which receive the recipient's phone number and the message); any email provider a church configures for its own messages; Expo (push notifications to the apps, and delivery of app updates); Stripe (payments); Crisp (support chat); and, where a church links its own account, GoCardless (giving data flows from the church's account into Cliamo). Videos embedded in the service are played from YouTube in its privacy-enhanced mode. Cliamo Stage downloads the speech model for Bible reference suggestions once, from Hugging Face, Inc. (huggingface.co, in the United States), at https://huggingface.co/ggerganov/whisper.cpp/resolve/main/ggml-base.en.bin. Hugging Face receives the PC's IP address and the request for that file, and is not a processor of church data. Some of these supplier accounts are administered by Sweepix Limited, a company under common ownership with Cliamo Limited, which handles data only on our instructions. We choose providers that offer appropriate security and contractual protections, and we list them here so you know who handles data for us. We do not sell personal data.

6. Support chat (Crisp)

If you choose "Message support", we load a chat service provided by Crisp IM SAS. Crisp receives what you type, your email address and a label made up of your name, your church, your role, the app version and your device type, so that we can reply. Crisp sets its own cookies and storage on your device. Crisp acts as our processor.

7. Service emails

We send service emails to church administrators about billing, security, changes to these terms and the state of the service. These are not marketing. We also send onboarding emails to church administrators who register, which they can opt out of at any time.

8. Billing records

We keep invoices and payment records for as long as the law requires, normally six years. We also keep a record that a church accepted our terms, including the version and date.

9. Lawful bases

We rely on: contract (to provide the service you ask for); legitimate interests (keeping the service secure, preventing fraud, service communications); and legal obligation (tax and accounting). Where we rely on consent, you can withdraw it at any time.

10. Transfers outside the UK

Our servers are hosted in France. Some of our other providers handle data outside the UK. Where they do, we rely on UK adequacy regulations, or on the UK International Data Transfer Addendum or standard contractual clauses in our providers' terms.

11. Cookies and similar storage

Our website and apps use cookies and local storage for two kinds of purpose. First, to keep you signed in: when you sign in to the web app we set sign-in cookies that last up to 7 days. Second, to remember simple settings on your device, such as light or dark display and how you last arranged certain screens. We do not use advertising, analytics or tracking cookies. If you open the support chat, Crisp sets cookies and local storage of its own on your device. You can clear these in your browser settings; clearing the sign-in cookies signs you out.

12. Your rights

You can ask us for a copy of your personal data, to correct it, to delete it, to restrict or object to how we use it, and to move it. We do not currently have a tool that exports everything in one step; if you ask by emailing [email protected], we will provide the information in a common electronic format within one month. You can also complain to the Information Commissioner's Office. If your information is held by a church, please contact the church first, as it is the controller; we will help the church to respond.

As a data subject under UK GDPR you have the following rights:

• Right of access — you may request a copy of the personal data we hold about you.
• Right to rectification — you may ask us to correct inaccurate or incomplete data.
• Right to erasure — you may ask us to delete your personal data, subject to legal obligations to retain it.
• Right to restrict processing — you may ask us to limit how we process your data in certain circumstances.
• Right to data portability — you may request your data in a structured, commonly used, machine-readable format.
• Right to object — you may object to processing based on legitimate interests.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to complain — you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, please contact us at [email protected].

13. Changes

We will tell church administrators by email about material changes, with the date they take effect, at least 30 days beforehand.

14. Deleting your information, and what we keep

If you delete your account (in the app under Account, Delete Account, or at cliamo.app/delete-account), we remove or anonymise your personal details within 7 days unless you or an administrator cancels the request first. Your name and contact details are replaced, your profile information and profile photo are removed. Some records are kept on purpose: giving records and Gift Aid declarations that a church is required to keep for tax, for as long as the law requires; an audit log of administrator actions, normally for 365 days; message records, which we blank after 90 days and delete after 12 months; and backups: database backups are kept for up to about 8 weeks, and our hosting provider's weekly server snapshots for about three weeks. Files stored in the service, such as sermon audio, Service Files, uploaded documents, logos and profile photos, are also copied each night to a separate private backup store with its own access keys; a file removed from the live service leaves that copy at the next nightly run and is then kept in an archive that is deleted automatically after 60 days. Children's photos are not included in this file backup. Deleted information can therefore remain in backups until they expire. If a church asks us to close its account, we close it and, after a holding period of 90 days, delete its information and files, subject to the same exceptions. Giving and Gift Aid records are kept for the period the law requires for tax and are not deleted earlier. We keep our own billing and contract records (including the record of the terms accepted) for the periods in section 8. Closing a church does not delete the personal accounts of the people who used it; each person can ask for their own account to be deleted.

15. Children

Cliamo accounts are not for children under 13. Churches may use Cliamo to record information about children in their own ministry, such as names, parents' contact details, allergy and medical notes and check-in records. The church is the controller of that information and we process it on its instructions. Churches must have a lawful reason and, where required, parental consent before they enter it. We keep children's check-in records for the period the church sets (7 days unless the church changes it). Photos of children are not included in the nightly file backup described in section 14; children's records are database records and are covered by the database backups.

16. The mobile app

The app keeps you signed in by storing sign-in tokens in your device's secure storage. Current versions of the app do not store your password.

17. Cliamo Stage: sermon recordings

Cliamo Stage is our Windows app for a church's AV desk. It can use an audio input on the AV PC, such as a mixer or microphone, but only when the operator turns on sermon recording or Bible reference suggestions. A sermon recording is saved on the AV PC. It is uploaded to Cliamo only when the operator chooses Upload. It is then stored by Cliamo on Cloudflare as an item in the church's sermon library, in the same way as a sermon uploaded on Cliamo Web, with the title, preacher, date and description the operator enters. The church's administrators can see it and, once it is published, the church's members can play it in Cliamo App and on Cliamo Web. When a sermon is published, the church may choose to send its members a push notification about it, through Expo like other app notifications; no email is sent. The church is the controller of sermon recordings and we process them on its instructions. The church is responsible for having the permission of preachers and anyone else who can be heard on a recording before it is recorded or uploaded. The church decides the lawful basis on which it records the voices of its members and others. When an administrator deletes a sermon from the library, we delete its library entry and its audio file. A record that the upload happened (its title, service date, length, size and who uploaded it) is kept until that person's account or the church is deleted. Deleted files can remain in our backups until they expire (see section 14). A recording that is not uploaded remains on the AV PC, under the church's control.

18. Cliamo Stage: Bible reference suggestions

This optional feature listens to the service audio on the AV PC and suggests Bible references for the operator to approve. Speech recognition for this feature runs on the AV PC: it sends no audio or transcript to Cliamo or anyone else, and the transcript is not stored. The first time the feature is used, Cliamo Stage downloads a speech model file (about 142 MB) once from Hugging Face (see section 5).

Contact

For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us: