Privacy Policy

What We Collect

When you browse our public pages. You do not need an account to read them, and we do not build a profile of you. Each page you open is recorded in our request logs, as described under Analytics and Tracking. If you open the chat window, we receive whatever you type into it. If you suggest a facility for one of our state guides, we receive the facility details and any note you add, and your IP address is used briefly to limit how many suggestions can arrive from one connection.

When you write to us. If you send us a message through our contact form, we receive your first and last name, your email address, the topic you choose from the list, and whatever you write in the message. We save all of it so our team can read it. Your IP address is used briefly to limit how many messages can arrive from one connection, and it is not saved with your message. You do not need to be a member to write to us.

When you join and use the member portal. Running a membership takes real information, so here is all of it:

• Who you are: your name, email address, date of birth, home address, and your phone number if you give us one.
• An email address you replaced: when you change the email address on your account, we keep the address it replaced for 30 days, encrypted where it is stored, so we can send security notices about your account there as well as to your current address.
• Your household: the name, date of birth, and relationship of each dependent you add, including a minor child, and the date you added each one. For a child you add in the first year after birth, we also record the day the child was discharged home after the birth, or the date of birth for a child born at home with no hospital stay, and we keep that date encrypted where it is stored. If you remove someone after you join, we record the date you asked and the date they leave your plan, and we keep what you told us about them with the rest of your membership information.
• Your membership: the plan you choose, any add-on you select, your membership status, your monthly amount, the agreements you make when you join, the date you confirmed you had read our community statement, and, if anyone on your plan is 65 or older, the date you confirmed you had read our notice about Medicare.
• Your text message choice: if you turn text messages on or off, we record that choice, the date, the wording you agreed to, and the last four digits of the number it applied to.
• Phone number confirmation: when you ask for a code to turn text messages on in your settings, we keep a one-way scrambled version of the code we text you, with a short record of when we sent it, whether it was used, and how many wrong codes were tried. The code stops working after 10 minutes. We delete the scrambled version when you use the code or when we send you a new one, and anything still kept is deleted no later than the first time we send anyone a code after it is a day old. When you enter the code, or turn text messages on by replying START or UNSTOP, we add the time you did it to your text message choice.
• Payment details: you enter your bank or card information directly into a form served by Stripe, our payment processor. Those numbers go to Stripe and are never stored on our systems. We keep the Stripe reference for your account, along with the record of what was charged and what was shared.
• Your automatic monthly deposit choice: if you turn on automatic monthly deposit, we record the date, the wording you agreed to, the amounts the page showed you, the last four digits of the account it draws from, and any range you set for when we tell you about a new amount. If you turn it off, or your bank ends or pauses it, we record that and the date, and the code your bank gave. For each monthly deposit, we keep its date, its amounts, and whether it was sent and what your bank answered.
• Your deposit taps: when you tap to make a monthly deposit, or to add a deposit of your own choice during your first two paid months, we record the tap. The record keeps who tapped, when you tapped, whether it answered a monthly ask or was an addition you chose to make, which month it was for, the amount, which version of the wording the page showed you, which screen you tapped on, the sign-in session you tapped in, and the kind of browser and the kind of operating system you used, such as Safari on iOS. In this record we do not keep your IP address or the full details of your browser. We also keep whether the deposit was sent and what your bank answered, and, if we do not send it, the reason. If your bank returns the deposit, we record that and the code your bank gave. If we try the deposit again, which we do at most once, we record that try the same way.
• Sharing records: on each business day that sharing is planned, we keep a record of what we read to plan it and what we planned. For each household, that is its balance as we read it that day, how much more it could share that month under its monthly limit, and how much it has shared in total. For each open sharing request, it is where the request stood that day. We also keep each planned share: which household's share was planned toward which request, the amount, and what then happened to it, including when it was not sent and why. We never change these records once they are written. A correction is kept as a new record. If our check of these records against the bank finds a difference, we stop sharing until a member of our team lets it go ahead, and we keep a record of the stop, of who let it go ahead, and of the short note they wrote about why, which may mention a household. That note is encrypted where it is stored. If the bank reports something about a household's account that needs a person to look at, we hold that household's money where it is until a member of our team lifts the hold, and we keep a record of who lifted it, when, and the short note they wrote about why, which may mention the household. That note is also encrypted where it is stored. If a payment toward a sharing request is over a set amount, we hold that payment until a member of our team lets it go ahead, and we keep a record of who let it go ahead, when, and the short note they wrote about why, which may mention the request or the member. That note is also encrypted where it is stored.
• Health information you give us: when you open a sharing request, you describe the medical need, the amount you were billed, and what you have already paid, and you upload supporting documents such as bills and statements from your provider. The need can be your own or that of a person on your plan, including a minor child. We do not ask for your medical history when you join.
• Security records: we log important actions taken in an account so we can investigate problems. Those records identify the account and the action, and they store a one-way scrambled version of the IP address the action came from rather than the address itself.
• A reason you give for a pause: if you pause your membership yourself, you can tell us why in a short note. It is optional, it is encrypted where it is stored, our staff can read it, and it is not shown back to you on your account pages.
• Notes our team writes: when a member of our team changes something about your membership, such as putting it on hold or pausing it, they may record a short note about why. That note is written by us rather than by you, it is encrypted where it is stored, and it is visible to our staff and not on your account pages.
• The messages we send you: for messages we send you in your account, by email, or by text, we keep a record of which message it was, the facts it named, such as an amount or a date, when we sent it, and whether it was sent. Some older records also keep the message's wording, encrypted where it is stored. We keep these records with the rest of your membership information.
• Whether a text message reached you: when we send you a text message, the company that delivers it tells us whether it arrived, and we keep that result. If it did not arrive, we also keep the numeric reason that company gives us, in our own error records, with nothing in it that identifies you or the message.
• Whether an email reached you: when we send you an email about your account, the company that delivers it tells us whether it arrived, bounced back, or was marked as spam, and we keep that result with our record of that email. We keep a bounce and a spam report as the same result, so that record does not say which one happened. When an email bounces or is marked as spam, we also note which one in our own error records, with nothing in that note that identifies you or the email.
• Records of each request: each page you open in the portal is recorded in our request logs, as described under Analytics and Tracking.

When you text us back. If you reply to one of our text messages, we receive what you send. We do not keep your reply: not the words of it, not the number it came from, and not the identifiers our text message provider attaches to it. If a reply turns text messages on or off, the record of that choice described above is the only thing we keep from it.

When you call us. If you call our toll-free number, our phone provider, Twilio, carries the call and any voicemail you leave, and we see the number you are calling from and when you called. We do not record calls, and no one transcribes them. If you leave a voicemail, we keep it until our team has listened to it, and then we delete it.

How We Use Your Information

• To set up and run your membership, including your household and your plan.
• To process your monthly membership fee and the amounts you share with other members.
• To review a sharing request against the member guidelines and to keep you posted on where it stands. We do not use what you tell us about your health to decide whether you can join.
• To show other members, on the monthly report page and next to a draw from a member's balance, the requests members shared toward, as described under Information Shown to Other Members below.
• To respond when you contact us.
• To keep the platform secure and to look into misuse.
• To meet our financial, tax, and legal recordkeeping obligations.
• To understand how our membership and our sharing are doing as a whole, including the kinds of medical needs members bring to us. This work uses counts and totals only, it is done by our own team on our own systems, and the figures it produces are not tied to you or to any other individual member.

We do not use your information to advertise to you, and we do not use it to build a profile of you for anybody else.

Analytics and Tracking

This site runs no analytics service and no advertising or social media tracking pixels. There is no Google Analytics, no Meta pixel, and no session recorder. We do not build a profile of you, and we have nothing about your visit to hand to an advertiser. Our separate wait-list site, joincowboychristian.com, has its own privacy notice. Its home page uses Vercel Web Analytics, a visit measurement tool from our hosting provider, as that notice describes.

Our chat provider records which public pages a visitor viewed, so that whoever answers a chat can see what you were reading. The chat window is not loaded inside the member portal, so it never sees anything you do in your account.

We also keep records of requests to this site, from any page, including inside the member portal. Vercel, which hosts this site, records requests made to it and forwards a copy to Axiom, the log storage service we use to find and fix problems. Each record holds the web address that was requested, including anything after a question mark in it, the page or link that sent you there, your browser and device type, and technical details such as whether the request worked. Vercel's own records can include your IP address. The copy sent to Axiom does not. Axiom keeps its copy for 30 days, and Vercel decides how long it keeps its own.

Keeping trackers off this site is a deliberate design choice, not an oversight. Members trust us with health information, and we treat sending any of it to an advertising or analytics network as a breach of that trust. Every change to this site runs through an automated check that scans it for tracking and analytics software, and that check fails when it finds any. Adding analytics of any kind takes a documented compliance review and a founder decision first.

Cookies and Browser Storage

We do not use cookies to advertise to you or to follow you around other websites, and our own code sets no cookies at all. Here is what a visit actually puts on your device.

• Signing in: Clerk, the service that runs accounts and sign-in for us, sets cookies on this site to create your session, keep you signed in, and protect the sign-in process from abuse. Sign-in is reachable from every page, so these load on our public pages too, including for visitors who never sign in. When you create an account or sign in, Clerk also runs a security check to confirm a real person is using a real browser. The check reads technical details about your browser, your device and your network connection, and it may show a short challenge run by Cloudflare. Clerk runs this check for us to stop automated and fraudulent sign-ups.
• Paying: on the two pages where you add or update a payment method, the payment form itself is served by Stripe, which sets its own cookies to keep the form working and to detect fraud. These load only on those two pages.
• Chat: when the chat window is available on a public page, Crisp, our chat provider, sets its own cookies and browser storage so a conversation can pick up where it left off. We do not pass your name, email address, or membership details into chat, so a chat is anonymous unless you type something that identifies you. Chat is not loaded inside the member portal.
• The one thing we store ourselves: if you dismiss the one-time hint on our bottom navigation bar, your browser records that single dismissal in session storage under the name "cc-dock-hint-dismissed". It holds no identifier, it disappears when you close the tab, and it is never sent to us or to anyone else.

You can block or clear cookies in your browser settings. Sign-in and the payment form need their cookies to work. The rest of the site does not.

Information Shown to Other Members

When members share toward your sharing request, other members can see that you were helped. The monthly report, on a page members see when they sign in, lists each request members shared toward that month. For your request, it shows your first name, the first letter of your last name, the state you live in, the amount members shared toward it, and the short summary you wrote, if you wrote one. A member whose balance is drawn toward your request sees the same details and nothing more, with your first name and the first letter of your last name next to that draw. This is part of how sharing works at Cowboy Christian, and there is no setting to turn it off. Members who know you may be able to tell that a request is yours.

Every request is shown under the account holder's name, including a request for a spouse, a child, or anyone else on the plan. Each adult on the plan agrees to this for themselves when they join or are added to the membership: the account holder with a checkbox, and each other adult by typing their own full name. We keep a record of each adult's agreement: who agreed, the version of the words they agreed to, the name they typed, which we store encrypted, and when they agreed. We keep that record for as long as a request for that person can be shown on the report page. We never show a child's name to other members: if a short summary names a child, we leave the summary off. Our team reads each short summary before other members see it, and may leave off one that names a person or a medical condition.

If you live in Washington, other members see your request only as "a member", with no name, state, amount, or summary. If you have a safety reason to keep your name from other members, write to us at the address under Your Choices below, and we will show your requests only as "a member". You can also ask us at that address to take a request off the report page, and we will. A request stays on the report page for 12 months after your membership ends, and then we remove it.

These details appear only on pages members see when they sign in. We do not put them in any email or text message. We do not show other members your full description, the documents you upload, the type of need you chose, or how to reach you. No member is shown which other members shared toward a request, and that includes the member who asked. Your short summary is shown as you wrote it unless our team leaves it off, so leave out anything you do not want other members to read. The full description you write and the documents you upload go to our review team and stay on your own record.

The prayer wall, which is separate from the monthly report, is not open yet. If it opens, this notice will be updated, and nothing from your request will appear on it without your opt-in.

What We Never Do

We do not sell your personal information, and we do not share it with third parties for their own marketing. Your mobile information and your opt-in consent to text messages are not shared with third parties or affiliates for marketing or promotional purposes. No spam, no list-renting, no gimmicks. We do not share your health information with anyone outside the people and services needed to review a sharing request and to get it paid, except what other members see about a request members share toward, as described under Information Shown to Other Members.

Service Providers

We use a small number of trusted providers to run the platform. Each one handles only the information it needs for its job, on our behalf, under its own privacy and security commitments.

• Clerk: accounts, sign-in, session security, and the checks that stop automated sign-ups.
• Resend: the service that delivers our member emails, such as a notice about your membership. It receives the message we are sending you. Beyond that message, the only details about you it receives are your email address and your first name, which lets us greet you by name.
• Twilio: the service that delivers our text messages. We do not send marketing texts. We send account notices only to members who have turned text messages on. When you turn text messages on in your settings, we first send a one-time code to the phone number on your account so you can confirm it is yours. Twilio also carries our automatic replies to texts people send us, and a reply goes back to whoever sent the text, whether or not they are a member. For each text, Twilio receives the message we are sending you and, beyond that message, only your phone number and your first name. Twilio also carries calls to our toll-free number and any voicemail left there, as described above under When you call us.
• Stripe: payments. Stripe collects your bank or card details directly and charges your monthly membership fee.
• Neon: the database that holds member records and the messages sent through our contact form.
• Vercel: website hosting, including the request records described under Analytics and Tracking, plus the private storage where uploaded documents are kept.
• Upstash: rate limiting, which protects the platform from automated abuse.
• Axiom: our application and security logs, including the request records described under Analytics and Tracking, which we use to find and fix problems.
• Google Workspace: the email service that holds our team's mailboxes, which receive and store the messages you send us by email, including a reply to one of our emails, and from which we send our answer when we write back to you by email.
• Google (Google Chat): the internal team space where our own staff alerts are posted, such as a notice that a membership payment has not gone through. These alerts carry a count and a link to our admin pages. No member name, no member contact details, and no health information are sent to Google Chat.
• Crisp: the chat window on our public pages.

We send member emails about your account, such as a notice about your membership, and Resend delivers them. If you turn on text messages in your settings, we send them to the phone number on your account: security alerts for a new sign-in or device, payment problems, upcoming contribution reminders, and changes to the status of a sharing request of yours, and Twilio delivers them; before texts start, we send a one-time code to that number to confirm it is yours; reply STOP to any of them to cancel. Clerk, our sign-in provider, sends the account emails that signing in requires, such as a verification code. Google Chat carries internal alerts to our own team and is never used to message members. If we add another way of reaching you, or another provider that carries your messages, it will be named here first.

Message frequency varies with your account activity, and message and data rates may apply, depending on your mobile plan. Reply HELP for help, or STOP to cancel at any time. You can also turn text messages off in your account settings, and our Terms of Use set out the text message program in full. The program opens to you when the text message choice appears in your account settings; until then, we do not send you text messages.

How We Protect Your Information

These are encrypted where they are stored: your name, email address, phone number, date of birth, street address, city, ZIP code, the names and dates of birth of your dependents, and the full description you write in a sharing request. The type of need you choose, the optional short summary, and the amounts you enter in a sharing request are not encrypted, and neither is your maternity add-on choice. The state you live in is the one part of your address we do not encrypt. The name, email address, and message you send through our contact form are encrypted where they are stored too. Documents you upload are held in private storage that is not reachable from a public link, and their file names are encrypted too. Notes our team writes about your membership are encrypted where they are stored as well. Access to member records is limited to the people who need it, and important actions are written to a security log.

No system is perfect and we will not pretend otherwise. If we learn that member information has been exposed, we will investigate it, work to contain it, and notify affected members and regulators as the law requires.

Your Choices

• See and correct your information: your account pages show the information you have given us about you and your household, other than a reason you gave for a pause, and you can update most of it yourself. To ask what our team has recorded about your membership, write to us at the address below.
• Choose what we send you: notification preferences live in your account settings.
• Ask us to delete something: email us at privacy@joincowboychristian.com and we will tell you what we can remove and what we have to keep for financial and legal recordkeeping.

Data Retention

If you send us a message through our contact form, we keep the message and the details you sent with it, including after our team has read it. We have not set a fixed schedule for deleting contact messages yet, so a message stays with us until we set one or until you ask us to remove it. You can ask at any time, whether or not you are a member, by writing to the address under Your Choices above.

If you leave us a voicemail, we keep it only until our team has listened to it, and then we delete it. Twilio, which carries our calls, keeps its own record of each call as part of running the line.

While your membership is active we keep the membership information described above so the platform can do its job. After a membership ends we keep the records we need for financial, tax, and dispute-resolution purposes. If you want your information removed sooner, write to the address under Your Choices above and we will tell you what we can remove and what we have to keep. We keep the sharing records described above after a membership ends and do not delete them, because they are the record of how members' shares were planned and moved.

When you change the email address on your account, we keep the address it replaced for 30 days. It is encrypted where it is stored, we use it only to send security notices about your account, such as a notice that your email address or phone number was changed, and our team cannot find your account by searching for it. We delete it after 30 days.

If you turn text messages on or off, we keep a record of that choice, including the date, the wording you agreed to, and the last four digits of the number it applied to. We keep that record after your membership ends, because the law puts the burden on us to show we had your permission before we sent you a text. We do not use it to contact you.

That record also holds the time you entered a code, or replied START or UNSTOP, to turn text messages on. The code itself stops working after 10 minutes and is deleted as described above under Phone number confirmation.

Children

Our public pages are not directed to children, and we do not knowingly collect information directly from a child. A child cannot create an account here. A member can add a dependent to a household, including a minor child, and in that case it is the parent or guardian who gives us that child's name and date of birth, and who tells us about that child's health in a sharing request. If a sharing request is for a child on your plan, other members see it only under the account holder's name. We never show a child's name to other members, and if a short summary names a child, we leave the summary off.

Changes to This Policy

If we update this policy, we will post the new version here and revise the "Last updated" date above.

Contact

Cowboy Christian, LLC — Franklin, Tennessee
info@joincowboychristian.com