Data Processing Agreement

This Data Processing Agreement ("DPA") is part of the Terms of Service between Verse Copilot LLC, an Indiana limited liability company ("Verse Copilot," "we," "us"), and the customer organization that signs it ("Customer," "you"). If this DPA and the Terms of Service conflict on the handling of personal information, this DPA controls; on everything else, the Terms of Service control. To request a signed copy, email support@versecopilot.net.

1. Definitions and roles

"Customer Content" means the presentations, slides, song lyrics, sermon notes, images, scans, service audio, transcripts, and other content you create, upload, or record through the Service.

"Personal Information" means information that identifies, relates to, or could reasonably be linked with an identifiable person, as defined by the privacy laws that apply to you.

"Sub-processor" means a third party we engage to process Personal Information in order to provide the Service.

Roles. The two of us handle two different kinds of information differently, and this DPA says so plainly rather than using one label for both:

• For Customer Content, we act on your instructions. You decide what to record, what to scan, and what to put on screen. We process it to give you the result you asked for. In the language of privacy law, you are the controller (or "business") and we are the processor (or "service provider").
• For account, billing, security, and product-usage information, we act for ourselves. We decide to keep an account record, to bill you, to detect abuse, and to measure which features are used so we can improve the product. For that information we are the controller, and our Privacy Policy describes what we do.

2. Subject matter and duration

We process Personal Information for as long as your subscription is active, plus the wind-down periods described in §10 and in Terms of Service §§7 and 9. This DPA lasts as long as we process Personal Information for you.

3. Nature and purpose of processing

We process Customer Content only to:

• provide the features you use — putting scripture and slides on screen, recognizing scripture from live audio, turning notes and scans into slides, and syncing between your devices;
• keep the Service secure and working, including diagnosing failures;
• support you when you ask for help;
• handle copyright complaints about it, as our Copyright Policy describes; and
• comply with the law.

What we do not do, per Terms of Service §7: we do not sell Customer Content, do not use it for advertising, do not make it public, do not use it to identify people by their voice, and do not create devotionals, clips, books, or similar products from it.

4. Types of personal data and data subjects

Data subjects: your staff and volunteers who hold accounts; the pastors, worship leaders, guests, and members of your congregation whose voices may be captured when you turn the microphone on; people named in notes or documents you scan.

Categories of Personal Information:

Sensitive information. Worship-service audio and sermon transcripts can reveal religious beliefs, and may contain prayer requests or other personal matters. Several state privacy laws treat that as sensitive. We handle it accordingly: it is stored privately, is never sold, is never used for advertising, and is never used to identify anyone by their voice.

5. Our obligations as processor

We will:

• process Customer Content only for the purposes in §3 and on your documented instructions — your use of the Service is an instruction;
• tell you if we believe an instruction requires us to break the law;
• require our staff who can access Customer Content to be bound by confidentiality;
• limit access to Customer Content to the staff who need it to run and support the Service;
• maintain the security measures in §8;
• assist you, at your cost where the assistance is substantial, in responding to the requests of the people described in §4 and in meeting your own security, breach-notification, and assessment obligations; and
• delete or return Customer Content as described in §10.

6. Sub-processors

You authorize us to use the sub-processors listed in the Sub-processor Annex to this DPA.

Before we add a new sub-processor that processes Customer Content, we will give you at least 30 days' notice by email to your account's billing contact. If you reasonably object to a new sub-processor on data-protection grounds, tell us within that window and we'll work with you to find an alternative. If we can't, you may cancel the affected part of the Service and we'll refund any prepaid, unused fees for it. This refund applies despite anything to the contrary in the Terms of Service.

We remain responsible to you for our sub-processors' performance of these obligations.

7. Rights of individuals

If someone asks you for access to, correction of, or deletion of their Personal Information, and it sits in our systems, we'll help you respond. You can reach us at support@versecopilot.net. If someone contacts us directly about information we process for you, we will refer them to you rather than acting on it ourselves, unless the law requires otherwise.

8. Security measures

We maintain the following measures:

• Encryption in transit — connections to our services use TLS.
• Encryption at rest — Customer Content stored in our cloud storage and databases is encrypted at rest. Where a storage provider offers server-side encryption as a setting rather than a default, we enable it.
• Private storage — service recordings are stored in a private, non-public cloud storage bucket; access is limited to administrators and is granted through time-limited signed links.
• Private media storage — pictures and videos your team uploads are stored in a private, non-public bucket, separated by organization. They are reachable only through links we issue to your account that stop working after a short time, and are never publicly listed.
• Access control — administrative access is limited to named personnel and requires multi-factor authentication.
• Payment isolation — we never receive or store full payment card numbers; our payment processor handles them.
• No voice identification — we do not build voiceprints, voice embeddings, or speaker-identification systems (Terms of Service §9).
• Logging — we keep operational logs and do not log the text of scripture, sermons, lyrics, or transcripts in them.

9. Breach notification

If we become aware of a security breach that compromises Customer Content, we will notify you without undue delay and in any event within 72 hours of confirming it. Our notice will describe what we know, what we are doing about it, and what we recommend you do. We'll keep you updated as we learn more.

10. Return and deletion of data

When your subscription ends, you can export the content you created through the app. After that:

• Content stored on your own computers stays on your computers; we never touch it.
• Content on our servers is deleted as described in Terms of Service §§7 and 9 — the operational license ends when you delete content or your account closes.
• Your synced library and services — including anything in Recently Deleted — are deleted from our servers when your account closes.
• Pictures and videos your team uploads are kept for as long as your account is active. When you delete one it goes to Recently Deleted for 30 days so you can restore it, and after that we delete the file from our storage. When your subscription ends, we keep your uploaded pictures and videos for six months so you can come back or download them from your church's account page at versecopilot.net, and then we delete them. If you start your plan again before then, everything stays as it is. Closing your account deletes them right away, except a copy we keep because of a copyright complaint (below).
• Your church's activity history (the "Church activity history" category in §4) is kept about 13 months per entry and is deleted when your account closes.
• If we remove content because of a copyright complaint, we keep a copy of it out of your reach until 30 days after the last complaint about it is closed, and a record of each complaint (the "Copyright complaint records" category in §4) for four years after it is closed. Both stay even after your account closes.
• If your organization has chosen to keep service recordings, they are kept for as long as your account is active, and you can have them deleted sooner at any time by emailing support@versecopilot.net from your account owner's address, or stop new recordings going forward in Settings. We confirm the number of recorded sessions and the dates with you before deleting, and confirm again when it's done. Deletion is permanent.
• Our free-trial fraud-prevention record (the "Trial anti-abuse signals" category in §4) is kept as security history for the life of the account and is deleted when the account is deleted. It holds only scrambled identifiers plus the church name, email, general area, and the check result.
• We may keep information the law requires us to keep, such as billing and tax records, and copies in backups until those backups age out on their normal cycle.
• After your account closes we also keep, only so we can show what happened if a question, complaint, or legal claim comes up later: the record of which version of our Terms each person accepted and when; our log of what our staff did on your account; our support team's notes about your account; and the record of each answer your organization gave about whether we keep service recordings. We keep them until the time for such a question or claim has passed, and then delete them.

11. Audit

On request, no more than once a year, we will provide the information reasonably needed to show we are meeting this DPA — including a written description of our security measures and answers to a reasonable security questionnaire.

12. International transfers

The Service is operated from the United States and Customer Content is stored and processed in the United States. This DPA is offered for customers in the United States. If you are subject to the GDPR or UK GDPR, contact us before signing — we will need to agree the appropriate transfer mechanism and additional terms first.

13. Term and termination

This DPA takes effect when signed and ends when we stop processing Personal Information for you, after which §10 applies.

14. Contact and signature

Questions or requests under this DPA: support@versecopilot.net.

Verse Copilot LLC · [signature block] · Customer · [signature block]

Sub-processor Annex

The companies below process content you put into the product, on our behalf, so we can run the Service. Each entry lists what the company does for us and what it receives. A named list of sub-processors is available on request; email support@versecopilot.net.

Website visitors. versecopilot.net uses no advertising, session-recording, or cross-site tracking providers. Visits are counted with Cloudflare Web Analytics, which is cookieless and receives no Customer Content and no visitor identifier. Nothing of the kind is present in the desktop or mobile apps. See our Cookie Policy.