How we protect your data

Who we are

TEPE CONSULTING LLC operates Church Pathway, a platform for church leadership teams. Leaders rehearse difficult pastoral conversations with AI characters and get written feedback, and churches that turn on the optional data-health features can see an honest picture of their own congregation numbers.

This policy describes what we collect, how we use it, and how long we keep it.

What information we collect

• ✓ Account information: your email address, full name, and church or organization.
• ✓ Practice-case responses: the text you write when you respond to a case, and the AI feedback you receive on it.
• ✓ Congregation counts (Our People): when your church connects Planning Center, we store aggregate counts only, such as headcounts and group totals. Individual names are never shown on the People page.
• ✓ Giving counts: when a leader uploads a weekly giving export, we compute the number of distinct givers who gave that week and store only that count. The uploaded file itself is read in memory to compute the count and is never saved.
• ✓ Monday Room meetings: when your church turns on Meetings, a leadership meeting may be recorded after the room is told it is being recorded. The recording, a written transcript, typed notes, and the resulting list of decisions and follow-ups are kept as your church's own record until a pastor deletes them. Follow-ups can name real people discussed in the meeting.
• ✓ Usage information: when you log in and which parts of the platform you use.

How AI is used

Google Gemini reads your practice-case response and the relevant case context to continue the conversation and write feedback. Nothing you practice is graded or scored, and no performance record is created.

For churches using Monday Room meetings, ElevenLabs transcribes the meeting recording, and Gemini reads the transcript to draft the ledger of decisions and follow-ups. That transcript can include the real names of people discussed in the meeting.

We do not send your email address or date of birth to AI providers as separate prompt data. The text you write is sent as written, so use fictional names for real people when you practice a case.

Product analytics

We may use the third-party product analytics service PostHog to understand how the platform is used. This is optional and only loads when enabled in configuration.

When enabled, PostHog collects page views, button clicks and form interactions, and basic browser and device information. ElevenLabs also processes optional read-aloud and voice-practice audio when those features are enabled. When analytics or voice features are disabled, no data is sent to that provider.

How we use your information

• Service delivery: run the practice cases, the People and Plan pages, Monday Room meetings, support, and security.
• Product improvement: evaluate and improve Church Pathway, preferring de-identified or aggregated data when identifiable records are not necessary.
• Research: identifiable work is not used for research without a separate agreement.
• Model training: TEPE CONSULTING LLC does not authorize your data for third-party foundation-model training through this policy.
• Marketing or publication: we do not sell your data or publish identifiable work for marketing under this policy.

Data retention

• Practice-case responses and AI feedback: kept while your account is active, so you can review your own history.
• Congregation and giving counts: aggregate numbers only, kept for as long as your church uses the platform, so week-over-week and year-over-year trends stay comparable. The uploaded giving file itself is never stored.
• Monday Room recordings, transcripts, and follow-ups: kept as your church's own record for as long as your church uses the platform. A pastor (a tenant admin or instructor-level member) can delete a whole meeting, its recording, transcript, notes, and follow-ups, at any time.
• Account and security records: kept only as long as reasonably needed for support, fraud prevention, and incident response.

Deleting your church's account deletes the records above with it, except where we are required to keep something longer by law.

Who can access your data

• ✓ Authorized leaders at your own church with a legitimate reason to see it, such as reviewing practice work or running a Monday Room meeting.
• ✓ TEPE CONSULTING LLC platform operators when access is necessary for support, security, or incident handling.
• ✓ Subprocessors that host the application and database, store meeting recordings, run AI processing, deliver email, monitor errors, provide optional analytics, or pull your Planning Center data, listed below.

Other churches, and leaders outside your own church, cannot see your data. We do not sell your data.

Subprocessors

We use the following third parties to deliver the service. Each one only receives the category of data needed for its role.

• ✓ Railway - application hosting and the database.
• ✓ Cloudflare R2 - storage for Monday Room meeting recordings.
• ✓ Google Gemini - AI conversation generation and meeting-ledger drafting.
• ✓ ElevenLabs - meeting transcription and optional voice features.
• ✓ Resend - transactional email.
• ✓ Sentry - error monitoring.
• ✓ PostHog - optional product analytics.
• ✓ Planning Center - the source of your church's congregation counts, when connected.

Your rights

• ✓ Request access to the data we hold about you.
• ✓ Request deletion, subject to any legal record-keeping duty.

To exercise these rights, contact your church leader or write to joe@tepe.consulting .

Security

• ✓ HTTPS redirects, secure cookies, and transport-security headers in production.
• ✓ Role and church-scoped access checks on every route and query.
• ✓ Secrets held in environment variables, rate limits on sensitive endpoints, and two-factor authentication on operator accounts.

Report a suspected security or privacy incident to the contact below.

Changes to this policy

We may update this privacy policy. Material changes to access, retention, or AI processing will be posted here with a new effective date.

Contact us

For questions about this privacy policy or how we handle your data, contact joe@tepe.consulting .