Privacy Policy
How we handle information across marketing, training, and the Chaplain's Assistant application.
Overview
MyMinistry.Help ("we," "us") operates Chaplain's Assistant, a spiritual care documentation and engagement platform for healthcare and senior-living organizations. This policy describes how we handle information when you use our marketing site, request a demo, subscribe to our newsletter, or use the authenticated application.
Organizations using the platform remain responsible for resident and workforce data they enter, subject to their own policies and applicable law.
Information we collect
We may collect the following categories of information:
- Account data: name, email, organization, role, and authentication identifiers
- Usage data: pages visited, feature interactions, and device/browser metadata
- Content you enter: visit notes, spiritual profiles, referrals, and administrative configuration
- Marketing leads: demo requests, newsletter signups, and training enrollment inquiries
How we use information
We use information to provide, secure, and improve the service:
- Authenticate users and enforce role-based access within your organization
- Store and display spiritual care records according to your documentation policy
- Send transactional email (verification, approvals) and optional product updates you opt into
- Generate optional AI-assisted summaries when explicitly enabled by your organization
- Analyze aggregated usage to improve reliability and support
Anonymize mode and shared screens
Chaplains may enable anonymize mode to mask resident names on shared displays. Anonymize mode is a display convenience — underlying records remain intact for authorized users. Train staff on when to use anonymize mode during presentations, webinars, and screenshots.
Sharing and subprocessors
We do not sell personal information. We use infrastructure providers (e.g., cloud hosting, authentication, email) under agreements that require appropriate safeguards. Optional AI features may process content you submit when enabled by your organization administrator.
Retention
Retention is a shared responsibility. Customer organizations control how long spiritual care records must be kept under their policies and applicable law. Platform defaults for operational data are summarized below (not legal advice; confirm with counsel and your Business Associate Agreement).
- Clinical / spiritual care records (visits, profiles, assessments, referrals, bereavement): retained while your organization's subscription is active, unless you request earlier deletion or export at contract end
- Administrative audit logs (user provisioning, BAA, security policy, access reviews): suggested minimum 24 months
- Support inbox tickets (operational only — no clinical PHI): about 12 months; purge older read tickets; delete immediately if PHI was pasted
- Authentication and infrastructure logs: about 12 months where log sinks are configured
- Marketing and demo leads: up to 24 months, or sooner on request
- Infrastructure backups: rolling 30–90 day window
- Customer exports / CSV downloads: do not retain on endpoints; any server staging files deleted within 30 days
Your rights and requests
Users may request access, correction, or deletion subject to organizational policy and legal obligations. Contact your spiritual care director or company administrator for in-app data requests. Customers may download our Business Associate Agreement template from Admin → Company Settings when configuring their account.
Contact
Questions about this policy: use the demo request form at /demo or contact your MyMinistry.Help account representative.
Last updated: August 2026.
For a non-technical summary of encryption, access control, and audit-minded documentation practices, see our Security page.