Privacy Policy

Last updated: July 20, 2026

VotrexOne is an all-in-one church media and management platform operated by VotrexStudio LLC ("VotrexStudio", "we", "us", "our"). This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to votrexone.com and related services.

If you have questions, contact us at [email protected].

1. Who our users are

VotrexOne is used by churches ("Church Customers"), their authorized staff, and members of their congregations. Each Church operates within its own isolated tenant. We process data on behalf of the Church that owns it. If you are a member of a congregation, the Church — not VotrexStudio — is the primary controller of your data; please contact your church for requests about their records.

2. Information we collect

Staff account information. Names and email addresses of church staff who are given a login, plus authentication data (hashed passwords, session cookies).
Member account information. When a congregation member creates an account to access their church's groups and messaging, we collect their name, email address, and authentication data. Member accounts are scoped to the church they belong to.
Directory and ministry records. Information a Church maintains about its people and groups — such as contact details, addresses, birthdays, membership and baptism dates, group membership, and any custom fields the Church defines. This is Church-controlled data.
Member-generated content. Messages, prayer requests, poll responses, and images or other files that members and staff post in group messaging or in direct messages to another member.
Church and ministry content. Sermon videos and audio you upload, generated transcripts, generated short-form clips, series artwork, titles, descriptions, and related metadata.
Form submissions. Responses submitted through forms a Church publishes (e.g., contact, prayer, connect cards). The fields are defined by the Church.
Connected-account credentials. When a Church connects its own YouTube channel or Facebook Page, we store the access/refresh tokens needed to publish on the Church's behalf. We never receive your Google or Facebook password.
Google user data from YouTube. When a Church connects its YouTube channel, we read that channel's snippet — its channel name — in a single request, solely to show the Church which channel it connected and to detect a Google account that has no YouTube channel. When the Church publishes a clip, we receive the video ID and watch URL that YouTube returns, and store the URL so staff can find the published video. That is the entire extent of the Google user data we access: we do not read your existing videos, analytics, comments, subscribers, playlists, or any other YouTube data.
Usage and technical data. Standard server logs (IP address, timestamps, pages requested) used for security and reliability.

3. How we use information

To provide the service: host sermons, transcribe audio, generate clips, publish content to the Church's own connected platforms at the Church's direction, maintain the people and groups directory, and power group messaging.
To authenticate users and keep accounts and church data isolated and secure.
To operate, maintain, debug, and improve the platform.
To communicate with church staff and members about their account and the service.

We do not sell or share personal information, and we do not use it for advertising.

4. Third-party services

We use a limited set of processors and platform APIs to deliver the service:

Service	Purpose
Stripe	Processing online giving and subscription payments. Card data is entered directly into Stripe and never reaches VotrexOne.
Google / YouTube API Services	Publishing clips to a Church's own YouTube channel when connected.
Meta / Facebook Graph API	Publishing clips to a Church's own Facebook Page when connected.
Anthropic (Claude)	AI selection of clip-worthy sermon segments and draft social copy. Transcript text is processed to identify segments; it is not used to train models.
GIPHY	Optional GIF search in group messaging. Search terms are sent to GIPHY to return results; results are filtered for church-appropriate content.
bible-api.com	Looking up public-domain Scripture passages shared in group messaging.
Cloudflare	Content delivery, TLS, network protection, and encrypted offsite backup storage.
Resend	Delivering transactional and church-branded email.
Google Firebase Cloud Messaging	Sending mobile push notifications to the church app.
Mapbox	Address autocomplete and maps for location fields.
Pexels	Optional stock-photo search for event artwork.

A complete, current list of sub-processors is maintained in our Data Processing Addendum.

5. YouTube API Services

VotrexOne uses YouTube API Services. By connecting a YouTube channel you also agree to the YouTube Terms of Service. Google's handling of data is described in the Google Privacy Policy. You can review and revoke VotrexOne's access to your Google account at any time via the Google security settings page.

Google API Services Limited Use disclosure. VotrexOne's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We only use Google user data to provide and improve the publishing feature you requested, we do not transfer or sell it, and we do not use it for advertising.

6. Facebook / Meta

When a Church connects a Facebook Page, we store a long-lived Page access token used solely to publish content the Church chooses to publish. You can remove VotrexOne's access at any time from your Facebook Business Integrations settings, or by disconnecting the Page inside VotrexOne.

7. Messages and legal requests

Direct messages between members are not readable by your church's staff through the VotrexOne dashboard — there is no chat-review screen, and access is limited to the people in the conversation.

You should know, however, that messages are stored and are not end-to-end encrypted. Like any hosted platform, we are technically able to access the message record, and we will do so in two situations only: to operate and support the service (for example, diagnosing a fault), or when the Church that owns the data asks us to retrieve its own records — for instance, because it has a safeguarding, disciplinary, or legal matter of its own. Operator access to message content is restricted to VotrexStudio personnel and is logged.

Because the Church is the controller of its data, requests from law enforcement are a matter for the Church, not VotrexStudio. If we receive such a request directly, we will generally direct it to the Church, or notify the Church, unless we are legally prohibited from doing so. We may disclose information where we are required to by law.

Please treat church messaging as you would any workplace or community platform: it is private from other members, but it is not anonymous and it is not secret.

8. Data retention

We keep Church content and account data for as long as the Church maintains an active account, and delete or anonymize it within a reasonable period after an account is closed or a deletion request is fulfilled, unless retention is required by law. Connected-account tokens are deleted immediately when a Church disconnects the channel or Page. See our Data Deletion page.

9. Security

Data is stored on encrypted-at-rest storage, transmitted over TLS, and isolated per Church. Connected-platform tokens are additionally encrypted at the field level. Access is restricted to authorized personnel. No system is perfectly secure, but we take reasonable measures appropriate to the sensitivity of the data we hold.

10. Your privacy rights (GDPR & CCPA)

Depending on where you live, you may have some or all of the following rights over your personal data. We honor these rights for all users, to the extent they apply:

Access — request a copy of the personal data we hold about you.
Correction — ask us to correct inaccurate or incomplete data.
Deletion — ask us to delete your personal data (the "right to erasure" / "right to delete").
Restriction & objection — ask us to restrict or object to certain processing.
Portability — receive your data in a portable, machine-readable format.
Opt out of sale or sharing — we do not sell or share personal information (as those terms are defined under the CCPA), so there is nothing to opt out of; you may confirm this with us at any time.
Non-discrimination — we will not discriminate against you for exercising any of these rights.

To exercise any right, email [email protected]. We will respond within the timeframe required by applicable law (generally within 30 days for GDPR requests and 45 days for CCPA requests). Staff and members can also update their profile, and where applicable disconnect connected accounts, directly in the dashboard.

If you are a congregation member, the Church — not VotrexStudio — is the primary controller of your records. Please direct requests about a church's data to that church, which controls those records; we will assist the church in fulfilling them.

Legal bases (GDPR). Where the GDPR applies, we process personal data on behalf of the Church as its processor, on the legal bases the Church relies on as controller (typically the Church's legitimate interests in operating its ministry, performance of a contract, or consent). We process staff and member account data as needed to provide the service and on our legitimate interest in operating and securing the platform.

11. International data transfers

VotrexStudio is based in the United States and processes personal data there. Where personal data subject to the GDPR or UK GDPR is transferred to us, we rely on an appropriate transfer mechanism, such as the applicable Standard Contractual Clauses.

12. For churches: Data Processing Addendum

If your church needs a Data Processing Addendum ("DPA") governing how we process personal data on its behalf, one is available at votrexone.com/dpa and is incorporated into your agreement with us. A countersigned copy is available on request.

13. Children's data

VotrexOne is not directed to children, and accounts are created by church staff and adult members. A Church may, at its own direction and under its own policies, maintain records about minors (for example through forms or ministry directories). Any such information is controlled by the Church, and the Church is responsible for obtaining any consents required by applicable law. We process it only to provide the service to that Church.

14. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above and, where appropriate, communicated to Church Customers.

15. Contact

VotrexStudio LLC — VotrexOne
Email: [email protected]