AI Use and Data Processing Disclosure — churchoffice.ai

Scope and current processing

LeadLocal operates churchoffice.ai. Our mailing address is 3624 SE 5th St, Renton, WA 98058.

An AI brain is an organized set of church-owned reference folders, files, rules and voice guidance. A team design describes proposed helpers and tasks; it does not itself activate accounts or integrations. The current preview builds from structured selections and catalog templates. Uploaded content receives local format and text screening, and metadata informs the design. No free-text answers or uploaded file contents are sent to AI model providers by this preview.

Approved future AI use

If you later authorize an AI-enabled build or connect tools in your own workspace, third-party model providers may process the specific reference material, instructions and requests you approve. Before service-side model processing begins, we will describe the purpose, material and relevant provider controls and obtain any required authorization. The pilot does not treat a pasted link or an upload as permission to read your whole account.

We do not use your church material to train our own models or knowingly permit it to be used for model training in an approved service workflow. External tools you choose have their own retention, training and access settings; verify those settings before adding reference data. We cannot make an unconditional promise about tools outside our control.

Church instructions and processing boundaries

Your church determines the purposes and authorized material for its brain. For church-submitted material we process it on your instructions to provide the service; for our own security, consent records and service administration we determine the necessary processing purposes. These disclosures do not replace a separate data-processing agreement required for a particular engagement.

Only authorized reviewers and providers needed for hosting, private database and file storage, document preparation and approved delivery receive the necessary data. No live email, calendar, texting or Drive connection is created by submitting the intake. Permissions and handover remain subject to explicit approval and review.

Output limits and human review

AI tools can produce incorrect, biased, incomplete or fabricated output and may misunderstand church doctrine or context. Review every draft against approved church sources and rules. Do not rely on a helper for emergency care, counseling, health, legal or financial decisions. Bills are never paid automatically. No helper may contact a minor.

Missing information is not evidence of a working system. Confirm sources, ownership, freshness, permission boundaries, escalation and tests before using a team with real people or connected accounts. Helpers draft; you decide.

Rights, retention and concerns

Preview files, answers and generated materials are automatically deleted 90 days after actual preview delivery, unless they are part of an approved ongoing build. A ready screen or an unsent email record is not email delivery. Unconverted intake and brain material are also subject to the 90-day cleanup schedule. We do not restart retention merely because you open a page.

We complete verified deletion requests within 30 days of the request. We remove stored files before completing intake and generated-material cleanup, and revoke access to deleted results and shared graphics. We retain only records required for legal obligations, consent evidence, security and deletion accountability, with restricted access; these are not used to rebuild your brain.

Contact matt@churchoffice.ai or use the data request page to request access, correction, export, deletion or withdrawal of optional contact consent. We verify your authority before releasing or deleting data. Keep private intake and results links confidential.

For processing questions or a required written data-processing agreement, contact matt@churchoffice.ai before providing additional material. We document approved instructions, access and consent rather than treating a design preview as deployment consent.