Privacy Policy

The short version

Cardiac Crew is scheduling and crew management software. Organizations such as churches and production companies use it to plan events, schedule crew, track work days, and prepare pay records.

If you are a crew member, the organization that invited you decides what information about you goes into the platform. We hold that information for them. We do not sell it, we do not advertise, and we do not use it to train artificial intelligence models.

1. Who controls your information

The Organization is in charge of its data. The church, ministry, or company that invited you decides what information is collected about you, why, and how long it is kept. They are responsible for telling you about it and for getting any consent the law requires.

Cardiac Media, LLC holds and processes it for them. We act on the Organization's instructions. We do not decide on our own what to collect about you or what to do with it.

If you want your information corrected or removed, ask your Organization first. You can also write to us at icardiacmedia@gmail.com and we will forward the request and act on the Organization's instruction.

2. What we collect

Information you or your Organization provide:

• name, email address, phone number
• role and crew assignments
• availability and time off
• work days, hours, and event assignments
• pay rate and pay classification, meaning payroll or invoiced
• invoices and invoice line items
• files uploaded to events, invoices, or pay records
• budget or cost allocation codes

Information collected automatically:

• login timestamps and session information
• IP address
• browser and device type
• basic error and performance logs

What we do not want and ask you not to enter: Social Security numbers or any government identification number, bank account or routing numbers, card numbers, health or medical information, background check results, and biometric information. The platform is not built for these. If they are entered anyway, it is against our Terms of Use.

We do not use cookies for advertising or third party tracking. We use only the cookies needed to keep you logged in.

3. Why we use it

Only to operate the platform for your Organization:

• to create and secure your account
• to show you your schedule, assignments, and requests
• to let your Organization plan events and staff them
• to record work days and assemble pay and invoice records
• to send notifications about crew requests, schedules, and account activity
• to diagnose errors, prevent abuse, and keep the platform secure
• to comply with law

We do not sell personal information. We do not share it for anyone's marketing. We do not use it to train any artificial intelligence or machine learning model.

4. Who we share it with

Inside your Organization. Your information is visible to people in your Organization according to their role. Staff and crew leaders can see more than crew members can, including pay information.

Service providers who run the platform for us:

Each is bound to use the information only to provide its service to us.

Otherwise, only when required by law or valid legal process, or to protect rights and safety, or in connection with a sale or transfer of the business, in which case the buyer takes on this policy.

We do not share your information with any other Organization on the platform.

5. How long we keep it

We keep Organization Data for as long as the Organization uses the platform.

After an Organization stops using the platform, we delete its data within 60 days of a written request from that Organization. Copies may remain in routine backups for a short period after that, and we keep anything the law requires us to keep.

Login and security logs are kept for up to 12 months.

6. How we protect it

• encryption of data in transit and of stored data
• uploaded files kept in private storage, reachable only through short lived links, never public
• permissions enforced on the server, so the interface is not the only thing limiting what you can see
• passwords stored hashed, never in readable form
• administrative access restricted

What we do not claim. The platform is in evaluation and is provided as is. We do not hold SOC 2, ISO 27001, or any other security certification. No system is perfectly secure, and we cannot guarantee that yours will never be accessed improperly. During evaluation we do not guarantee backups.

If we learn of a security incident affecting Organization Data, we will notify the affected Organization without undue delay and share what we know.

7. Your choices

Depending on where you live, you may have the right to ask for a copy of your information, correct it, delete it, or object to how it is used. Because your Organization controls the information, send those requests to them first, or to us at icardiacmedia@gmail.com and we will route them.

You can turn off nonessential email notifications in your account settings. You cannot turn off account and security emails while you have an account.

We do not sell personal information and we do not share it for targeted advertising, so there is nothing to opt out of on that front.

8. Children

The platform is for people 18 and older. We do not knowingly collect information about anyone under 18. If you believe a minor's information has been entered, write to icardiacmedia@gmail.com and we will remove it.

9. Where data is stored

Information is stored on servers in the United States. If you access the platform from outside the United States, your information will be transferred to and stored in the United States.

10. Changes

We may update this policy. If a change is material we will post the updated policy with a new effective date and notify Organization administrators by email.

11. Contact

Cardiac Media, LLC
110 Deer Trail NW, Cleveland, TN 37312
Privacy questions and requests: icardiacmedia@gmail.com
Support: icardiacmedia@gmail.com