Privacy Policy

Reserve-A-Room
Stonehill Seventh-day Adventist Church
4301 Kelly Ln
Pflugerville, TX 78660

Effective Date: 09/25/2026
Last Updated: 09/25/2026

1. Introduction

Stonehill Seventh-day Adventist Church ("Stonehill," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you provide when using Reserve-A-Room.

Reserve-A-Room is a room reservation service that allows church members, ministry representatives, guests, and authorized administrators to view room availability, request or make reservations, and manage room usage at Stonehill Seventh-day Adventist Church.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, when we may share it, and the choices available to you.

By using Reserve-A-Room, you acknowledge the practices described in this Privacy Policy.

2. Information We Collect

The information we collect depends on how you use Reserve-A-Room.

Information You Provide When Making a Reservation

You do not need to create an account to request or reserve a room.

When you submit a reservation, we may collect:

• First name
• Last name
• Email address
• Phone number
• Church ministry or group
• Purpose of the reservation
• Selected room
• Reservation date
• Start and end time
• Estimated number of attendees
• Setup requirements, if provided
• Additional notes or information you choose to provide

We may also maintain information related to the status and administration of your reservation, including:

• Reservation reference number
• Approval status
• Approval or decline information
• Cancellation information
• Communications related to the reservation
• Date and time the reservation was created or modified

Please do not include sensitive personal information in the purpose, notes, or other free-text fields unless it is necessary for your reservation.

3. Administrator Information

Authorized Admin and Super Admin users may have accounts used to manage Reserve-A-Room.

For administrative users, we may collect or maintain:

• Name
• Email address
• User account identifier
• Assigned role
• Account status
• Login and authentication information
• Administrative actions performed within the application
• Reservation approval, modification, or cancellation history

Passwords and authentication credentials are handled through our authentication provider and should not be stored by Reserve-A-Room in readable form.

4. Information Collected Automatically

When you access Reserve-A-Room, certain technical information may be collected automatically by the application or our service providers.

This may include:

• IP address
• Browser type
• Device type
• Operating system
• Date and time of access
• Pages or features accessed
• Error and diagnostic information
• Security-related activity
• Application performance information

We may use this information to operate, secure, troubleshoot, and improve Reserve-A-Room.

5. How We Use Your Information

We may use personal information to:

• Process room reservations
• Determine room availability
• Prevent scheduling conflicts
• Determine whether a reservation requires approval
• Communicate reservation status
• Send confirmation, approval, decline, modification, or cancellation notices
• Contact you regarding questions about your reservation
• Allow authorized administrators to manage reservations
• Maintain reservation history
• Enforce room policies
• Protect the security and integrity of the application
• Investigate technical or security issues
• Prevent misuse, spam, fraud, or unauthorized activity
• Maintain administrative and audit records
• Comply with applicable legal obligations

We do not intend to use reservation information for unrelated commercial marketing purposes.

6. Room Reservation Information

Certain information you provide is necessary to administer your reservation.

For example, authorized Stonehill administrators may need access to your:

• Name
• Email address
• Phone number
• Ministry or group
• Reservation purpose
• Estimated attendance
• Room
• Reservation date and time

This information is not intended to be displayed publicly.

Public room availability should indicate whether a room is available or unavailable without displaying the identity or personal information of the person who reserved it.

7. Email Notifications

Reserve-A-Room uses email to provide transactional communications related to reservations.

These messages may include:

• Reservation submission confirmations
• Immediate reservation confirmations
• Approval notifications
• Decline notifications
• Reservation changes
• Cancellation notices
• Other information directly related to a reservation

We currently plan to use Resend as our transactional email service provider.

Your email address and the information necessary to generate and deliver a reservation-related email may be transmitted to this provider for that purpose.

Transactional reservation messages are part of the operation of the Service and are different from promotional or marketing communications.

8. How We Share Information

We do not sell or rent personal information collected through Reserve-A-Room.

We may share information in the following circumstances.

Service Providers

We may use trusted third-party service providers to operate Reserve-A-Room.

These may include providers that assist with:

• Website and application hosting
• Database services
• Authentication
• Email delivery
• Application security
• Error logging
• Infrastructure and performance

The application is currently designed to use services that may include:

• Vercel
• Supabase
• Resend

These providers may process information only as necessary to provide their respective services and subject to their own contractual and privacy obligations.

Authorized Stonehill Personnel

Reservation information may be accessed by authorized Stonehill Admin and Super Admin users when necessary to manage room reservations and church facilities.

Legal, Security, or Safety Reasons

We may disclose information when reasonably necessary to:

• Comply with applicable law or legal process
• Respond to lawful government requests
• Protect the rights or property of Stonehill
• Protect the safety of individuals
• Investigate suspected fraud, misuse, or security incidents
• Enforce applicable policies or agreements

Organizational Changes

If responsibility for the Service or church facilities is reorganized or transferred to another affiliated church entity, information associated with the Service may be transferred as part of that transition, subject to applicable law.

9. We Do Not Sell Personal Information

Stonehill does not intend to sell personal information collected through Reserve-A-Room.

We also do not intend to use information collected through the Service for third-party targeted advertising.

If our practices materially change, this Privacy Policy will be updated before such practices are implemented where required by law.

10. Cookies and Local Storage

Reserve-A-Room may use cookies, browser storage, or similar technologies when necessary to provide application functionality.

These technologies may be used for purposes such as:

• Maintaining administrative login sessions
• Remembering light or dark mode preferences
• Supporting Progressive Web App functionality
• Remembering installation-related preferences
• Protecting application security
• Maintaining application state

We do not intend to use advertising cookies or third-party behavioral advertising trackers as part of the initial Reserve-A-Room service.

11. Progressive Web App Installation

Reserve-A-Room may be installed on supported devices as a Progressive Web App ("PWA").

Installing the application may cause certain application files, icons, preferences, or other technical information to be stored locally on your device.

Installing the PWA does not give Stonehill access to other information stored on your device.

You may remove the installed application using your device or browser settings.

12. Reservation Management Links

Guest users may receive a unique link that allows them to view or manage their reservation without creating an account.

These links should be treated as private.

Anyone who obtains access to a valid reservation management link may potentially be able to view or perform permitted actions on that reservation.

You should not publicly post, forward, or share your reservation management link with people who do not need access to it.

If you believe your reservation link has been compromised, contact Stonehill.

13. Data Retention

We may retain reservation information for as long as reasonably necessary to:

• Manage current reservations
• Maintain historical reservation records
• Resolve scheduling or facility questions
• Maintain audit records
• Protect the security of the Service
• Meet operational, administrative, insurance, or legal requirements

Cancelled and declined reservations may remain in our records rather than being immediately deleted.

Information that is no longer reasonably necessary may be deleted, anonymized, or retained in accordance with Stonehill's record-retention practices.

Our legal team may establish more specific retention periods.

14. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information collected through Reserve-A-Room.

These measures may include:

• Encrypted connections using HTTPS
• Authentication controls
• Role-based administrative access
• Database access controls
• Row-level security
• Restricted access to administrative functions
• Secure handling of application credentials
• Logging and monitoring
• Separation of public and administrative access

No website, application, database, or transmission over the Internet can be guaranteed to be completely secure.

You should therefore use reasonable care when submitting information online.

15. Children and Minors

Reserve-A-Room is intended to manage room reservations and is not designed as an online service directed specifically to children under 13.

Children should not independently submit personal information through Reserve-A-Room.

Reservations involving children's ministries, youth programs, Pathfinders, Adventurers, school activities, or similar activities should be submitted by an appropriate adult representative.

If we learn that personal information from a child was submitted directly and should not have been collected, we may take reasonable steps to delete it.

Parents or guardians who have questions about information submitted through the Service may contact Stonehill.

16. Your Privacy Choices

You may contact us if you would like to:

• Ask what personal information we maintain about you
• Request correction of inaccurate information
• Request deletion of information when appropriate
• Ask questions about how your information is used
• Report a privacy concern

Some information may need to be retained where reasonably necessary for church operations, security, recordkeeping, dispute resolution, or legal requirements.

We may need to verify your identity before processing requests involving personal information.

17. Texas Privacy

Stonehill is located in Texas and operates Reserve-A-Room primarily for church and ministry purposes.

Certain privacy laws may provide specific rights depending on the circumstances and whether a particular law applies to Stonehill.

Nothing in this Privacy Policy is intended to limit rights that cannot lawfully be waived.

Stonehill may voluntarily provide reasonable access, correction, or deletion options even where a particular statutory requirement does not apply.

18. Third-Party Services and Links

Reserve-A-Room may contain links to Stonehill's main website or other third-party websites and services.

This Privacy Policy applies only to Reserve-A-Room unless otherwise stated.

Third-party websites and services have their own privacy practices. Stonehill is not responsible for the privacy practices of websites or services it does not control.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Changes to Reserve-A-Room
• Changes to our data practices
• New technology
• Operational changes
• Changes in legal requirements

When we make material changes, we will update the Last Updated date at the top of this page.

Where appropriate, we may provide additional notice within the application.

20. Contact Us

Questions, requests, or concerns regarding this Privacy Policy or personal information handled through Reserve-A-Room may be directed to:

Stonehill Seventh-day Adventist Church
4301 Kelly Ln
Pflugerville, TX 78660

Email:privacy@stonehillchurch.org
Website: https://stonehillchurch.org

Please include enough information for us to understand and respond to your request, but do not send passwords, authentication codes, or other highly sensitive information by email.