Privacy Policy

Effective September 26, 2026 · See also our Terms of Use

EventFlow Ministry (“EventFlow”) helps churches and ministries coordinate volunteers, events, and teams. EventFlow is operated by Tri Haus LLC, a company based in the United States (“we,” “us,” or “our”). This policy explains what information we collect through the EventFlow mobile app and this website, how we use it, who can see it, and the choices you have.

1. Information we collect

Account information

Your name, email address, phone number, and profile photo if you add one. Sign-in is handled by Auth0, our authentication provider. You can sign in with a one-time code sent by email or text message, or with a password. If you use a password, Auth0 stores it in protected form and we never see it.

Organization and team information

The organizations you belong to (for example, your church), the groups or ministries you are part of, and your role in each, such as admin, team leader, group leader, or volunteer. If a leader invites you, we receive the email address they entered to send you the invitation.

Scheduling and event information

Events and their details (title, description, dates, place, and venue address), shifts, tasks and their status, zones, check-in and check-out times, the availability windows and dates you mark as unavailable, requests to find a substitute and offers to cover, equipment you check out, and shipment tracking details your team enters. If you turn on a calendar subscription, we create a private link that lets your calendar app read your EventFlow schedule.

Messages

Messages you send in event conversations, group conversations, and direct conversations, along with mentions and read receipts.

Photos

Photos you choose to attach to tasks and the profile photo you upload. The app uses your camera to scan codes and take task photos. Camera frames used for scanning are read on your device and are not uploaded; only the photos you choose to attach are sent to us.

Device information

A push notification token so we can send notifications to your device, a random identifier created when the app is installed (so we can tell your devices apart), your device platform (iOS or Android), and when the app was last active.

Usage and diagnostic information

We use PostHog to understand how EventFlow is used and to catch errors. This includes events such as screens viewed, buttons tapped (which can include the label of what you tapped), features used, and crash and error reports. These events are tied to an internal account identifier or to a random identifier generated by the app, not to your name, email address, or phone number. We also label them with the internal identifiers and names of organizations and events so we can see how the app is used in aggregate.

Billing information for organizations

Organizations that subscribe pay through Stripe on the web. We receive the organization’s name, subscription status, and billing dates from Stripe. Card details go directly to Stripe and never touch our servers. The app itself does not sell anything.

What we do not collect

The app does not access your device’s location, your contacts, or your device’s advertising identifier, and it does not record audio to send to us.

2. How we use information

We use information to:

• Provide EventFlow: show you your schedule, assign and track tasks and shifts, deliver messages, and send notifications and reminders.
• Sign you in, verify your email address or phone number, and keep accounts secure.
• Send messages you need, such as sign-in codes, invitations, and account and billing notices to organization admins.
• Understand how the app is used in aggregate, fix problems, and improve EventFlow.
• Respond to your questions and support requests.
• Review reports, enforce our Terms of Use, and protect the people who use EventFlow.
• Comply with the law.

We do not sell personal information. We do not use it for advertising, we do not track you across apps and websites owned by other companies, and we do not use your messages, photos, or other content to train artificial intelligence models.

3. Who can see your information

People in your organization

EventFlow is a shared workspace. Other members of your organization can see your name, profile photo, and role, the events and shifts you are assigned to, and the messages you send in conversations they are part of. Leaders and admins can also see things like rosters, availability, check-in times, and how often members are serving, so they can schedule fairly. Direct conversations are visible only to the people in them. Your organization decides who to invite and what to share, and its admins manage the organization’s information in EventFlow.

Photos

Photos are stored at long, random web addresses that are not listed anywhere, and the app shows them only to people in the relevant organization. Anyone who obtains a photo’s address could open it without signing in, so please do not upload photos you would not want shared.

Service providers

We share information with the companies that help us run EventFlow, described in the next section. They may use it only to provide their services to us.

Legal reasons and safety

We may disclose information if we believe in good faith that the law requires it, or that it is necessary to protect the safety, rights, or property of any person, including to respond to lawful requests from public authorities.

Business changes

If EventFlow or Tri Haus LLC is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will make sure any new owner is bound by this policy or tell you before your information becomes subject to a different one.

With your permission

We will share information in other ways only if you ask us to or agree to it.

4. Service providers

These companies process information on our behalf:

DigitalOcean

Hosts our servers, database, and photo storage in the United States, and runs the language model behind the event assistant.

Auth0 (by Okta)

Handles sign-in, one-time codes, and passwords.

Twilio

Delivers the one-time sign-in codes sent by text message.

Resend

Sends email, such as invitations and sign-up confirmations.

Expo

Relays push notifications to Apple Push Notification service or Google’s Firebase Cloud Messaging, which deliver them to your device. Notification text, such as a short preview of a message, passes through these services.

PostHog

Product analytics and error reports, stored in the United States.

Stripe

Processes subscription payments for organizations.

Cloudflare

Checks for automated abuse on this website’s sign-up form.

5. The event assistant and voice dictation

Leaders can describe an event in their own words and have EventFlow draft it. When you use the assistant, the text you type or dictate is sent to a large language model (Meta’s Llama 4) hosted by DigitalOcean, together with your organization’s time zone and today’s date so it can understand phrases like “next Friday.” The model returns a draft that you can review, change, or discard. Nothing is published until you approve it.

We use the assistant’s text only to produce your draft. We do not store it once the draft is returned, and we do not use it to train models. DigitalOcean states that it does not store the inputs or outputs of the models it hosts and does not use them to train models. Because you may paste in things like names or phone numbers, please include only what the event needs.

Voice dictation is transcribed on your device by your phone’s own speech recognition. The audio never leaves your device. Only the resulting text is used, and only if you choose to send it to the assistant.

6. Text messages

EventFlow sends text messages only to deliver one-time verification codes that you request, for example when you sign in with your phone number or add a phone number to your account. We do not send marketing text messages. Message and data rates may apply. Reply STOP to opt out or HELP for help.

We do not sell or share mobile phone numbers or text message opt-in status with third parties or affiliates for their marketing or promotional purposes. The sharing described in this policy never includes text message opt-in data or consent, except with the providers that deliver the messages for us.

7. How long we keep information

• Account information is kept while your account is open and is removed when you delete your account.
• Messages are kept until a leader deletes them or the event or group they belong to is deleted. An event’s conversation moves to an archive 7 days after the event ends. Archived conversations stop appearing in your main message list but are not deleted. Group conversations are not archived.
• Assistant text is not stored after your draft is returned.
• Push notification delivery records are deleted after about 7 days.
• Billing records for organizations are kept as long as needed for tax and accounting purposes.
• Backups of our database may hold copies of deleted information for a limited period until they are replaced on their normal schedule.
• Usage analytics already collected stay tied to an internal identifier rather than to your name or contact details.

We may keep information longer when the law requires it or when we need it to resolve a dispute, investigate a report, or enforce our Terms of Use.

8. Your choices and account deletion

• Profile. You can update your name and profile photo, and add a phone number or email address, in the app. To change other details, email us.
• Notifications. You can turn off push notifications in your device settings at any time.
• Text messages. Reply STOP to any EventFlow text to stop receiving them. You can still sign in with your email address.
• Calendar subscription. You can turn off your calendar link at any time, which stops it from working.
• Delete your account. In the app, go to Profile, then Delete account. This removes your personal information, including your name, email address, phone number, and profile photo. Messages you sent stay in the conversations they belong to so that the conversation still makes sense to others, but they are shown as from “Deleted user” and are no longer linked to you. You can also ask us to delete your account by emailing [email protected].
• Other requests. To ask for a copy of your information, to correct it, or to ask any other privacy question, email [email protected]. We may need to confirm your identity first. If your request concerns information your organization manages, we may refer it to your organization’s admins.

9. US state privacy rights

Depending on where you live, state privacy laws (for example in California, Colorado, Connecticut, Virginia, and other states) may give you the right to know what personal information we collect, use, and disclose; to get a copy of it; to correct it; to delete it; and to opt out of the sale of personal information, its use for targeted advertising, and certain kinds of profiling. We do not sell personal information, we do not share it for targeted or cross-context behavioral advertising, and we do not use it for profiling that produces legal or similarly significant effects.

Because EventFlow is used by churches and ministries, belonging to an organization on EventFlow may suggest your religious affiliation. We use that information only to provide EventFlow to you and your organization, and never to infer things about you or for advertising.

To exercise any of these rights, email [email protected]. We will verify your request, usually by confirming it through the email address or phone number on your account. You may use an authorized agent, and if we decline your request, you may appeal by replying to our decision. We will not treat you differently for exercising your privacy rights.

10. Children and teens

EventFlow is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has given us personal information, contact us and we will delete it.

Church youth teams may include teenagers. If you are under 18, you may use EventFlow only with the permission of a parent or guardian.

11. Data security

We protect information with safeguards appropriate to its sensitivity. All connections between the app, this website, and our servers are encrypted in transit. Access to an organization’s information is limited to its members, and access to our production systems is limited to the people who operate EventFlow. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we learn of a security incident that affects your personal information, we will notify you as the law requires.

12. International users

EventFlow is operated from the United States, and information is stored and processed in the United States. If you use EventFlow from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those where you live.

13. This website

If you join the early access list on eventflowministry.org, we collect your email address and use it only to confirm your sign-up and tell you about EventFlow’s launch. To keep bots off the list, the sign-up form uses Cloudflare Turnstile, which checks your browser for signs of automation. The website uses PostHog, with its cookies, to count visits and see which sections are read. We do not record sessions on this website, and we never send your email address to our analytics. To be removed from the list, email [email protected].

14. Changes to this policy

We may update this policy as EventFlow changes. When we do, we will post the new version on this page and update the effective date at the top. If a change is material, we will also let you know in the app or by email before it takes effect.

15. Contact us

Questions or requests about this policy or your information:

Tri Haus LLC, operator of EventFlow Ministry
Orange County, California, United States
[email protected]