Terms of service

These terms are between ChapelHQ (“we”, “us”) and the church or organisation that has an account with us (“you”, “your church”). By using ChapelHQ, whoever set up your account confirms they are authorised to accept these terms for your church.

ChapelHQ is web software for running a church: people records, serving rotas, groups, events, children’s check-in, room bookings, forms and giving records. We provide it over the internet; there is nothing for you to install or maintain.

We add and change features over time. We will not remove something you depend on without telling you first.

Accounts are created by us or by your church’s administrators — people cannot sign themselves up. Signing in is by a one-time link sent to a person’s email address, so there are no passwords to manage.

Your church is responsible for deciding who has an account and what role they hold, and for removing people who should no longer have access. Anyone who can read a person’s email inbox can sign in as that person, so those links should be treated like keys.

Your church’s records belong to your church. We hold and process them on your behalf so we can provide the service. We do not sell them, we do not share them for marketing, and we do not use them to train anything.

Under Malaysia’s Personal Data Protection Act 2010, your church is the data user and we act as a data processor for you. How we handle personal data — including where it is held — is described in our privacy notice, which forms part of these terms.

You can export your data at any time from inside the app, without asking us. If your church leaves, you keep that right — see §8.

ChapelHQ stores children’s names, dates of birth, allergies, medical notes, the adults authorised to collect them, and a log of check-ins and check-outs. Your church remains responsible for its own safeguarding policy and for who you give access to.

We provide the tools — authorised-guardian lists, one-time pickup codes, and an access log of every action taken on a child’s record. We cannot supervise how they are used, and using this software does not by itself discharge your safeguarding duties.

You agree not to use ChapelHQ to break the law, to store data you have no right to hold, to send unsolicited bulk messages, or to attempt to access another church’s records. Each church’s data is separated, and probing that separation is not permitted.

Your church pays whatever we agreed with you in writing — the published rate, or something else if we said so. Some churches are with us free while we are early. There is no card kept on file and no contract minimum.

If we introduce a charge for your church, we will tell you at least 30 days beforehand, and you may decline and leave with your data. We will never start charging a card without you actively agreeing to it.

You can stop using ChapelHQ whenever you like. Tell us and we will close your church’s account. Before we delete anything, we will give you at least 30 days to export your data, and we will help you get it out.

We may suspend an account that is being used unlawfully or in a way that endangers other churches’ data. Except where the law requires otherwise, we will tell you why.

We work hard to keep ChapelHQ available and correct, but we provide it “as is”. We do not promise it will be uninterrupted or error-free, and it is early software: it is in pilot, and you should expect occasional problems.

Keep your own records of anything you cannot afford to lose. We take backups, but you should not treat ChapelHQ as your only copy of your church’s data.

To the extent the law allows, we are not liable for indirect or consequential loss, and our total liability to your church is limited to the fees you paid us in the twelve months before the claim — which, for a church we have not charged, is nil. Nothing here limits liability that cannot lawfully be limited.

ChapelHQ is built and run by an independent company. That is a real risk to your church, and we would rather name it than hope you do not notice.

If we decide to stop running ChapelHQ, or become unable to continue, we commit to the following:

• You get at least 90 days’ written notice before the service is withdrawn.
• The service keeps running, and your exports keep working, throughout that period.
• We will provide a complete export of your church’s data — people, households, attendance, rotas, groups, events, giving records, room bookings, form responses and the children’s register — in CSV, without you having to ask for it.
• Nothing is deleted until that export has been delivered and you have confirmed you have it.

This is a commitment in these terms, not a statement of goodwill, and it survives the end of your church’s use of the service.

We may update these terms. If a change materially affects you, we will tell you by email before it takes effect. Continuing to use ChapelHQ after that means you accept the updated terms.

These terms are governed by the laws of Malaysia, and the courts of Malaysia have jurisdiction over any dispute.

Questions about these terms: hello@chapelhq.com. You will get an answer from the person who wrote them.