Privacy Policy

Last Updated: March 10, 2026

Visitation Flow (“we,” “our,” or “us”) provides a Google Sheets™ add-on / Apps Script solution designed to help churches and ministry teams plan, track, and steward pastoral visitation and shepherding workflows. This Privacy Policy describes how information is accessed and used when you install and use Visitation Flow.

1. DATA WE COLLECT

Visitation Flow is designed to operate inside your Google Workspace environment.

We do not operate external servers that store your pastoral care spreadsheet content or calendar content.

All processing of your spreadsheet data occurs within Google Sheets™ / Google Apps Script and, where applicable, uses Google Calendar™ (read-only) and Gmail™ sending services connected to your Google account.

Your data remains within your Google Drive™ and Google Workspace environment unless you choose to export or share it.

1.1 Information Accessed

To function, Visitation Flow may access or process the following information within the Google file where you install it:

Sheet Data (within your spreadsheet)

  • Directory data: names and other contact fields you choose to maintain (e.g., phone, address, notes), care tiers, assignment fields, visitation cadence fields, and related shepherding metadata.
  • New people intake data: names and any fields you enter to manage approvals and de-duplication.
  • Queue data: generated suggestions and workflow statuses.
  • Visits log / Archive data: generated visit records, timestamps, and workflow statuses.

Calendar Data (within your Google Calendar™, if enabled)

  • Event titles, dates/times, and related event fields used to interpret pastoral visits and attempts (e.g., standardized event labels and identifiers).
  • Visitation Flow uses read-only access to calendar events and does not create, edit, or delete calendar events.

Email Data (email sending, if enabled)

  • Recipient addresses you configure (e.g., elders/team distribution list) and generated email content for queue or summary emails.
  • We send email only; we do not read your Gmail messages.

Settings / Configuration

  • Configuration values stored in the spreadsheet and/or Apps Script Properties that control scheduling, labels, and workflow behavior (e.g., bound spreadsheet ID, user preferences, and last-run markers).

1.2 User Account Information

We may process your Google account email address to:

  • Identify the active user for audit/logging within the spreadsheet (e.g., “created by” on generated records).
  • Deliver emails you explicitly trigger or schedule (e.g., weekly queue emails).
  • (If applicable) verify license/entitlement status for paid features and respond to support requests.

2. HOW WE USE YOUR DATA

We use the data accessed from your spreadsheet/calendar/email exclusively to perform the functions you request, such as:

  • Generating visit suggestions and queue emails based on your directory, care tiers, and cadence settings.
  • Reading calendar events (where configured) and writing corresponding visitation records into the spreadsheet (no calendar edits).
  • Writing and maintaining logs and audit fields to support accountability and reporting.
  • Producing dashboard statistics that summarize coverage and workload.

We do not sell, trade, or rent your data to third parties.

3. DATA RETENTION AND DELETION

Visitation Flow does not maintain a separate copy of your spreadsheet or calendar content outside your Google Workspace environment.

Retention

  • Your data remains in your Google Sheets™ and (if enabled) your Google Calendar™ for as long as you keep those files/events.
  • Visitation Flow does not store an external backup of your pastoral data.

Deletion

  • To delete data, you can delete rows in your spreadsheet, remove events from your calendar, or delete the spreadsheet file from Google Drive.
  • Uninstalling the add-on / removing the script will stop future processing, but it will not automatically erase existing spreadsheet data you’ve chosen to keep.

Account / License Data (if applicable)

If you use a paid licensing system, we may retain your email address and minimal entitlement metadata for license verification, such as:

  • license status (active/inactive)
  • plan tier
  • renewal date
  • transaction/invoice identifier

No spreadsheet content or calendar content is transmitted for licensing or entitlement verification.

You may request deletion of that licensing record by contacting us (see Contact section).

4. GOOGLE API SERVICES USER DATA POLICY

Visitation Flow’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. THIRD-PARTY SERVICES

Visitation Flow primarily relies on Google services you authorize (Google Sheets™, Google Calendar™ read-only, and Gmail sending services).

If we offer paid licensing, we may use a payment processor (e.g., Stripe) to process subscription payments securely. We do not store your credit card information.

6. DATA SECURITY

Your data is protected by Google Workspace security controls and your organization’s sharing settings. You are responsible for controlling who has access to your spreadsheet and calendar.

We employ reasonable safeguards within the add-on (e.g., careful handling of configuration and audit metadata).

7. NO HUMAN ACCESS TO YOUR PASTORAL CONTENT

We do not have access to view your spreadsheet or calendar content. Processing occurs within your Google account and the files you authorize.

8. WEBSITE COOKIES VS ADD-ON DATA

The visitationflow.com website may use cookies and/or analytics for website functionality and measurement. The Visitation Flow add-on runs inside Google Workspace and does not use website cookies to operate.

9. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will post the updated policy with a revised “Last Updated” date.

10. CONTACT US

If you have questions about this Privacy Policy, contact us at:

Email: visitationflow@gmail.com
Website: visitationflow.com