Privacy Policy
Last updated: 27 August 2026
Rhythm (“the app”, “we”, “us”) is a volunteer connection platform used by NS Family Services to help ministry coaches stay connected with their volunteers. This policy explains what personal information we collect, how we use and protect it, and your rights under the New Zealand Privacy Act 2020.
Who this applies to
Rhythm is an invitation-only tool used by church admins and coaches. It holds contact details for volunteers so coaches can keep in touch. Volunteers do not sign in themselves.
Information we collect
- Volunteer records — name, and (optionally) email, phone number, birthday, and a role/label, added by an admin or imported from a spreadsheet.
- Connection records — the date a coach reached out, and short “FYI” notes to prime the next conversation.
- Account information — for admins and coaches: name, email, phone, role, and a securely hashed password.
How we use it
To show coaches who to connect with, remember birthdays, record that a check-in happened, and send an encouraging message. We do not use personal information for advertising, and we never sell it.
FYI notes & sensitive information
Notes are intended as light context, not confidential records. Before a note is stored, it is automatically reviewed and rewritten to remove sensitive personal information (such as health, financial, legal, or relationship details) so it stays within the Privacy Act 2020 and ordinary confidentiality. A note is only ever visible to the coach who wrote it — not to other coaches, and not to admins.
Who can see the information
Coaches see only the volunteers on teams assigned to them. Admins can manage teams and accounts. Access is controlled by sign-in and role.
Service providers
We use trusted providers to run the app, who process data only on our behalf:
- Vercel — application hosting.
- Supabase — secure database hosting (Sydney, Australia).
- Brevo — sending transactional emails (invites, reminders).
- Anthropic (Claude) — automatically rewriting notes for privacy. Your data is not used to train their models.
Security
Data is transmitted over HTTPS and stored in a managed, access-controlled database. Passwords are stored only as salted cryptographic hashes, never in plain text.
Retention & deletion
We keep information for as long as the person is an active volunteer or account holder. An admin can remove a volunteer or account at any time, which deletes their record. To request deletion of your information, contact us using the details below.
Your rights
Under the New Zealand Privacy Act 2020 you may request access to, or correction of, the personal information we hold about you. Contact us and we will respond within a reasonable timeframe.
Contact
For any privacy question or request, email rohan87cronje@gmail.com.