Who manages your information
Your church or organisation decides which parish records to maintain, who may access them and the purposes for which they are used. Marthoma Books provides the software and processes those records to deliver and support the service. We also manage website enquiries, service administration and security records. Contact your parish office about church records, or contact us directly for a service-level privacy concern.
Information we handle
Depending on the features your church uses, records may include names, family relationships, addresses, phone numbers, email addresses, photographs, prayer groups, dates of birth and marriage, blood groups, membership and voter details, transfers, register entries and certificate history. Accounts may include contributions, dues, advances, receipts, vouchers, account-head entries, supporting bills, budgets, approvals and audit history. We also handle account roles, login and verification records, device push tokens, notification preferences, enquiries and technical security logs. Some parish records reveal religious affiliation or other sensitive personal circumstances.
Why information is used
Information is used to authenticate users, maintain church and organisation accounts and registers, provide authorised member and family access, display the parish directory and administration team, produce reports and certificates, process enquiries and provide support. Configured reminders, announcements, wishes and login verification use the relevant contact details. Access follows church and role permissions; church data is not intended to be publicly searchable.
Directory, team and communication preferences
Published directory and team details can be visible to other authorised, signed-in parish users. Contact your parish office to correct a listing or discuss visibility. WhatsApp dues and wishes use the recorded communication permissions and enabled church settings. A requested login OTP is separate from reminder consent. You can manage available preferences in your member account and control push permission in your device settings. Turning off notifications does not delete the underlying church record.
Service providers and optional features
When enabled, Meta WhatsApp processes recipients and message content for WhatsApp delivery, Firebase processes device tokens and push messages, SMTP providers deliver email, and Razorpay processes online payments. Payment references and results may be retained by the application; payment instruments are handled by the payment provider. Bill images or text may be sent to the configured AI provider for extraction when an authorised user uses that feature. Extracted drafts require human review. Hosting and support providers may process information needed to operate the service. Provider processing may occur outside your country under their terms and applicable safeguards; contact us about the providers used for your deployment.
Cookies, device storage and permissions
The website uses session and security cookies and stores language preferences in browser storage. Public pages may load fonts from Google, which receives ordinary connection information such as an IP address. The app stores login credentials as secure tokens and may cache authorised directory, team or other screen data on the device. Camera, gallery, file and notification permissions support features you choose to use. Denying an optional permission may prevent that feature from working. Shared devices should be secured and signed out after use.
Retention and security
Records are retained for the purposes of the service, church administration, accounting, audit, legal obligations and resolving disputes. Retention depends on record type and the church’s settings and obligations; announcements may expire under a configured retention period. Access controls, authentication, protected storage and audit records help safeguard information, but no system can guarantee absolute security. Do not upload information beyond what your church is authorised to maintain.
Children and family records
Parish records may include children entered by authorised church users or families. Churches and those providing the information must obtain any parental or guardian permission required by applicable law. The service is not designed for unsupervised public registration by children. A parent or guardian may contact the parish office or us about a child’s information.
Access, correction, deletion and complaints
You may ask about your information, request correction or deletion, withdraw optional communication permissions, or raise a privacy complaint using the contact details below. We may need to verify your identity and coordinate with your church. Some requests may be limited by accounting, register, audit, legal or other legitimate retention requirements. We will explain any applicable limits. The Data Deletion Policy explains the request process; uninstalling the app alone does not delete server records.
Changes to this policy
We may update this policy as the service, providers or applicable requirements change. The date shown on this page identifies the current version. Where required, we will provide additional notice or seek permission for a material change.
Contact us
Service operator: Marthoma Books
Email: marthomabooks@gmail.com