"Your trust is sacred to us."

Effective Date: 8/10/2026

Version: 1.0  |  Issued by: RickJonesVTA

At RickJonesVTA, we believe that the information entrusted to us by our ministry clients is a sacred responsibility. This Privacy Statement explains how we collect, use, store, and protect your information.

Information We Collect
In order to serve your ministry with excellence and care, we may collect and receive the following categories of information:

Ministry contact information — including name, title, email address, phone number, ministry name, and mailing address.
Operational data — including service agreements, invoices, project files, and written correspondence related to contracted work.
Member and congregation data — only when explicitly shared by the client for specific onboarding, communication, or administrative purposes.
Login credentials or platform access information — provided by the client for the purpose of platform management; stored in encrypted, secure systems at all times.
Client intake form submissions — any information voluntarily provided through our inquiry or onboarding forms.

Our Promise

We only collect information that is necessary to serve you well. We do not collect data for the sake of collecting it.

How We Use Your Information
The information you share with us is used exclusively in ways that support and advance your ministry. Specifically, we use your information:

To provide, manage, and continuously improve the contracted services we deliver to your ministry.
To communicate with ministry leadership regarding project status, deliverables, and timely updates.
To issue invoices and facilitate payment processing for services rendered.
To personalize our administrative support to meet the unique needs, culture, and vision of your ministry.
✓ Clear Commitment

We do NOT use your information for marketing, advertising, or data sales of any kind. Your ministry's information belongs to your ministry — and we treat it that way.

Data Sharing & Third Parties
We hold your information close and treat it with strict confidentiality. Our commitments regarding third-party sharing are as follows:

We do not sell, rent, or trade any client information to third parties — ever.
Your information is never shared with outside parties without your explicit written consent.
Limited legal exceptions: We may disclose information when required by law, court order, or binding legal obligation. In such cases, we will notify you to the fullest extent permitted by law.
If subcontractors or third-party tools (such as project management or communication software) are used in delivering your services, they are carefully vetted for security and are bound by confidentiality agreements consistent with this Statement.

Data Storage & Security
We take every reasonable step to ensure the safety and integrity of your ministry's information. Our security practices include:

Encrypted storage — all client files and communications are stored in encrypted, password-protected systems.
Access controls — access to client data is strictly limited to authorized personnel only.
Industry-standard protections — we follow recognized security best practices to guard against unauthorized access, loss, or misuse.

Regular backups — scheduled backups are performed to prevent data loss in the event of a system failure.
Breach notification — in the unlikely event of a data breach, affected clients will be notified promptly, along with a summary of what occurred and the steps being taken.
Physical document security — any physical documents, if applicable, are stored in locked, secure locations and handled with care.

Member & Congregation Data
RickJonesVTA understands and deeply respects the sacred nature of member and congregation data. Churches and ministries hold a position of trust with their communities — and we honor that. Our commitments include:

Member and congregation data is used exclusively for the specific ministry task for which it was provided — nothing more, nothing less.
Such data is never retained beyond the scope of the project without explicit written authorization from ministry leadership.
Clients are responsible for ensuring they have obtained appropriate permissions from their congregation members before sharing that information with any third-party service provider, including [Business Name].

A Word of Shared Responsibility
We do our part — and we trust you to do yours. Together, we protect the people in your care.

Data Retention & Deletion
We retain your information only as long as necessary to serve you and meet our legal obligations:

Project records — client project files and service records are retained for [X] years following the conclusion of services, for administrative and legal purposes.
Data deletion or return — upon written request, your data will be deleted or returned to you within 30 business days.
Intake and inquiry records — if services are not engaged following an inquiry, intake form data may be retained for up to 12 months before being deleted.

Client Rights
As a valued ministry client, you have the following rights with respect to your information:

Right    Description
Right of Access    Request to see the information we hold on file for your ministry.
Right to Correction    Request corrections to any inaccurate or outdated information.
Right to Deletion    Request deletion of your data, subject to applicable legal retention requirements.
Right to Withdraw Consent    Withdraw your consent for specific uses of your data at any time.
Right to Data Portability    Receive a copy of your data in a portable, usable format upon request.
All rights requests should be submitted in writing to: [Email Address]. We will acknowledge your request within five (5) business days and fulfill it within the timeframes outlined in this Statement.

Communication Privacy
Every conversation and communication with our team is treated as confidential. Specifically:

All email and written communications between you and RickJonesVTA are handled with full confidentiality.
If AI-assisted tools (such as Copilot or similar platforms) are used to help draft content on your behalf, those tools do not retain client-specific information beyond the active session.
Your communications, stories, and ministry details will never be referenced in testimonials, case studies, social media content, or marketing materials without your explicit written permission.
Our Faith-Based Commitment

Kingdom Character

As a faith-based business, we do not simply operate by legal minimums — we hold ourselves to a higher standard: the standard of biblical integrity. We believe that the information entrusted to us by God's servants deserves the same care and discretion we would want shown to us.

We are committed to serving you not just professionally, but with kingdom character — with honesty, humility, and the love of Christ reflected in every interaction.

"A trustworthy person keeps a secret."

— Proverbs 11:13 (NLT)

Updates to This Statement
This Privacy Statement reflects our current practices and may be revised over time as our services grow and as applicable standards evolve. Here is how we will handle updates:

This Statement may be updated periodically to reflect changes in our practices or legal requirements.
Clients will be notified of material changes via email in advance of changes taking effect.
Continued use of our services following notification of a material change constitutes acceptance of the revised Statement.
The current version of this Statement is always available upon request.

Contact for Privacy Concerns
If you have any questions, concerns, or requests related to this Privacy Statement or the handling of your information, please do not hesitate to reach out. We welcome the conversation.

Contact Information    Details
Contact Name    [Owner Name]
Business Name    [Business Name]
Email Address    [Email Address]
Phone Number    [Phone Number]
Mailing Address    [Business Address]

Client Acknowledgment & Acceptance

By signing below, the ministry representative acknowledges that they have read, understood, and agree to the terms of this Privacy & Data Handling Statement issued by [Business Name].

Client / Representative Name (Print)

Full Legal Name

Ministry / Organization Name

Church or Ministry Name

Title / Role within Ministry

e.g., Senior Pastor, Executive Director

Signature

Authorized Signature

Date

MM / DD / YYYY

Please return a signed copy to rick.jones@rickjonesvta.com.

RickJonesVTA  |  Privacy & Data Handling Statement  |  Effective: 8/10/2026  |  Version 1.0