Privacy Policy

Information we handle

The information we handle depends on how you use RCAY and may include:

• Account information: name, email address, password credentials, and, if provided, phone number. If you sign in with Google, we receive basic profile information such as your name, email address, and profile image.
• Family and child information: a child’s name, date of birth, gender, class, optional photo, training level, faith-family information, and your relationship to the child.
• Ministry and participation records: attendance, class and duty assignments, lesson engagement and answers, scores, notes, feedback, and information used for birthday celebrations.
• Teacher and volunteer profile information: role, profile photo, ministry experience, position, birthday, and optional profile details you provide.
• Technical and session information: authentication session data, including information such as your browser or device user agent and IP address, as well as preferences stored in a cookie.

How we use information

RCAY uses information to operate and support the service, including to:

• Create and secure accounts, confirm email addresses, and help users reset passwords.
• Manage family links, classes, ministry roles, attendance, schedules, and child records.
• Support lesson activities, record answers and scores, and provide feedback.
• Send service-related messages and, where enabled, weekly verse and birthday emails to verified account holders.
• Maintain the service, respond to requests, and protect accounts and records.

How information is shared

RCAY makes information available to authorized parents, teachers, and administrators as needed for their roles in the service. Access to child and ministry information is role-based; users should only access or use information for their authorized ministry responsibilities.

RCAY uses service providers to operate features such as account sign-in, database storage, and email delivery. For example, Google provides the optional Google sign-in, and Resend is used to deliver account and community emails. These providers process information as needed to provide their services. RCAY may also disclose information where required by law or when reasonably necessary to protect users, the service, or its records.

Birthday emails may include the names and available profile photos of children or staff being celebrated and are sent to verified RCAY account holders. Please contact your church or RCAY administrator if you have a concern about a child’s information appearing in these communications.

Cookies and information on your device

RCAY uses browser storage needed for sign-in and service functionality, and may store preferences such as your chosen children-list view. If attendance is recorded while temporarily offline, pending attendance changes may be saved in your browser’s local storage so they can be synced when connectivity returns. Avoid using shared devices for this work, and sign out when you finish.

Children’s information

RCAY is intended for use by families and ministry workers, not as a place for children to create accounts on their own. A parent, guardian, or other person authorized by the family should provide and update a child’s information. If you believe a child’s information was submitted without appropriate authorization, contact your church or RCAY administrator so it can be reviewed.

Retention and your choices

RCAY keeps information for as long as it is needed to provide the service and support church administration, subject to applicable requirements. Retention periods may vary by record type. To ask to access, correct, or delete information, or to close an account, contact your church or RCAY administrator. Some records may need to be retained for legitimate administrative or legal reasons.

Security and changes to this policy

RCAY uses account controls and access permissions to help protect information. No website or electronic storage method can be guaranteed completely secure. This policy may be updated as the service changes; the date above indicates when it was most recently revised. Continued use after an update means the revised policy applies to your future use.

Questions or requests

For questions about this policy or a request concerning your information or a child in your care, contact your church or RCAY administrator through the contact channel provided by your church.