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Privacy Policy

Last updated: October 5, 2026

This Privacy Policy explains how AlignedAI, operated by Apollo AI LLC (“we,” “us,” or “our”) collects, uses, and protects information when you use AlignedAI (the “Service”) — the Aligned Leader app on the web, iPhone, Android, and Mac: the chat, sermon prep, Church Brain, the Personal Assistant, meetings, and the Pro plan. By using the Service, you agree to this Policy.

This document is about your own account and what you do in the app. Churches that also use Aligned Church — church websites, giving, a people directory, texting, and children's ministry tools — are covered for those records by the separate Aligned Church Privacy Policy.

We have written it to be specific rather than reassuring. Where we send data to an advertising or analytics company, or to a company that carries texts, we name it. Where we keep something we could have thrown away, we say so.

1. Information we collect

Everything below is linked to your account. We list it by what it is, so it can be compared line by line with the privacy label on the app store listing.

  • Account information — your name, your email address, the name of your church or organization, and your login details.
  • Phone number — if you pair a mobile number with the Personal Assistant: the number, your consent record, and the texts exchanged with your assistant. See section 8.
  • Your Pro subscription — if you subscribe to the Pro plan, you enter your card directly with our payment processor, in its own form, and the processor vaults it. We never receive or store the card number or security code, so we do not collect payment card information. The cardholder name and billing ZIP code you type go to the processor, which keeps them with the vaulted card to verify it; we do not keep them. What we hold is a reference to the card — the brand, the last four digits, and the expiry month and year — so Settings → Billing can show you which card is on file, plus the processor's customer and subscription identifiers and your billing history (what you were charged and when, and whether a charge succeeded).
  • Content you provide or generate — your chats and the assistant's replies; the sermons, documents, and books you upload and the text extracted from them; the sermons synced from a YouTube channel or podcast feed you connect and their transcripts; images and photos you attach to a chat or make with the Media tools; audio you dictate and the transcript made from it; prompts, AI output, journal entries, tasks, and saved work. Two pieces of this are also used to personalize marketing email: the title of the latest sermon synced from a channel you connected, and the book of the Bible your recent sermon conversations have been in (section 2).
  • Meeting recordings — if you use the meeting recorder, the audio you capture and the transcript, summary, and tasks we derive from it. Other people can be recorded in a meeting you start; you are responsible for telling them and for getting whatever consent your jurisdiction requires.
  • Connected-app data — the email messages, calendar events, files, and meeting transcripts the assistant reads from apps you connect, only as needed for the request you make. See section 10.
  • Support conversations — what you write to us in the app, in the feedback form, or by email to our support address, and our replies.
  • Usage, device, and diagnostic data — which features you open and which buttons you use, how many requests you send and how large they are, how long requests and the app's start-up take, your device and browser type and app version, your account and church identifiers, and crash and error logs. What this does not include is set out in section 4; what the phone apps add is in section 7.
  • Advertising and website analytics — data collected by the third-party tags that run on our pages: page views and the named events, the cookie and device identifiers those tags set, and an approximate location derived from your IP address. Named in section 6.

What the assistant remembers. Two things are derived from the content above and kept against your account so the assistant can stay consistent with you. First, after each exchange, an automated pass reads the recent messages and writes down durable notes about you and your church: the theological positions you affirm or reject, the distinctives of your tradition, and the Bible translation you work from, alongside style preferences, recurring themes, and the names of ministries. A turn that started from your journal is skipped, so journal content never becomes a note. Each note is stored with your account and your church and is given to the assistant on later turns. The notes are shared across your church — a note taken from one leader's conversations shapes answers for the other leaders on it, though not for staff seats, which receive none of the notes — and each kind is kept to a fixed number, the oldest dropping off when it is full. Second, when you upload a sermon or a statement of faith, or a sermon arrives from a YouTube channel you connected, the same kind of pass updates two profiles on your own record: a doctrinal profile of the positions and emphases your sermons show, and a writing-style profile of how you phrase things; an episode from a podcast feed you connected updates only the writing-style profile. The doctrinal profile is also read when a staff member on your church uses the assistant, so their answers hold to your church's positions. Both passes send that content to our AI providers on the terms in section 2. Neither store is used for advertising, sent to an advertising or analytics vendor, or used to train AI. Church Brain → Voice & Memory shows the notes and lets a church admin clear them, and shows you the learned writing style: you can remove any phrase it picked up, and anything you added stops shaping it when you uncheck “Part of my voice” on it or delete it. The doctrinal profile is not shown in the app, and you can ask us to clear it. All of it is deleted with your account.

Writing rules you ask it to keep. When you tell the assistant how to write in a way meant to last — “always use contractions”, “from now on, no em dashes”, or the same rule in two conversations — it keeps that rule in your own words, with the conversations you said it in, and applies it to what it writes for you in every conversation. These rules are yours alone: they are stored with your account, used only on your own turns, never shared with anyone else on your church, and deleted with your account. You can see, reword and delete them, and add your own, under Church Brain → Voice & Memory.

We do not collect your contacts, your home or mailing address, or your precise location. Where the assistant looks up a name in an address book you connected, that lookup is described in section 10: the result is used for the message you are writing and is not kept. The doctrinal tradition and Bible translations your church selects at setup are settings that shape the assistant's answers, not a record we gather about you; they are stored on the church, not in the list above. Which tradition and translations a church chose is recorded in our own usage analytics (section 4) so we can see which traditions the product serves well — first-party only, never sent to an advertising or analytics vendor. What the assistant then learns about your own positions from your words is the paragraph above.

2. How we use information

We use your information to provide and operate the Service, generate the content and automations you request, send the reminders, briefs, and alerts you set up (in-app and via SMS where enabled), maintain security, provide support, measure and improve the product, and comply with law.

To produce a result you asked for, we send what that request needs to the AI providers that run the Service on our behalf. They process it under contract and confidentiality obligations, only to return your result to you. The automated passes that read your content without a request from you — the notes and profiles in section 1, the short email preview drafted from a synced sermon title (below), and the support system in section 9 — go to the same providers on the same terms.

Emails and notifications we send. Besides the mail you ask for, we send product and marketing email to the address on your account: a welcome and setup series, a nudge to come back when you have been away, suggestions for parts of the Service you have not tried, offers to upgrade, and a win-back message after a plan ends. If you turned on notifications in the phone app, some of the same messages arrive as push notifications. Which ones you get, and when, is decided by how you use the Service and which plan you are on; the emails greet you by name, and two of them use your content: one, about the repurpose tools, takes its subject line from the latest sermon synced from a channel you connected and carries a short preview the assistant drafts from that title without a request from you; another names the book of the Bible your recent sermon conversations have been in. Every one carries an unsubscribe link, and using it stops all of them (a weekly series carries its own link that stops only that series). Mail that operates your account — a receipt, a sign-in link, an invitation from a colleague, a reply from support — is not marketing and keeps arriving.

3. What we never do

  • We do not use your content to train general-purpose AI. Your sermons, documents, prompts, and outputs are not used to train, fine-tune, or improve any general-purpose AI system, ours or anyone else's.
  • We do not sell your personal information, and we do not share it with anyone for their own marketing purposes.
  • We do not target advertising using your content. Nothing you write in the app, and nothing the assistant writes back, is used to build an advertising profile or to choose which ads you see.
  • We do not read your conversations to answer support unless your report is about a conversation. See section 9.

4. How we keep usage analytics de-identified

We measure how the product is used so we can fix and improve it. That measurement is deliberately built so it cannot become a record of who wrote what.

  • Your words never enter analytics. Prompts, outputs, conversation titles, uploaded filenames, and free-text feedback notes are not written into our usage-analytics store. Where we want to know that you left a comment, we record that a comment exists — not what it said.
  • Names, email addresses, and phone numbers are stripped. Everything written into usage analytics passes through a filter that removes contact details, in the browser before it is sent and again on our servers before it is stored. Web addresses are reduced to a page path plus a short list of campaign parameters; a link to an email address or phone number is recorded only as the kind of link it was.
  • Analytics rows are counters, not content. Our request and usage counters record how many requests were made and how large they were. They do not contain your prompts or the AI's answers.
  • Internal views are pseudonymous. Our own operational view of who is currently active shows a church and an opaque short code — not a person's name, email address, or the page they are on.

Analytics rows still carry the account and church they belong to, because that is how we answer questions like “did this church ever finish setup.” What they no longer carry is anything a person wrote or any way to contact them.

5. Anonymous usage trends — and your switch

We aggregate de-identified patterns — for example, which Bible passages or sermon themes churches are working on in a given week — to refine features and to report trends back to churches generally. These reports never include your name, your church, or anything that identifies either, and we never sell them.

You choose this during setup. The switch appears at the bottom of the first screen where you pick your tradition and Bible translation. It starts on, and you can turn it off right there, or at any time afterwards in Settings → Data. For accounts created on or after September 3, 2026 it is on unless you turn it off. Accounts created before that date were never shown the switch, and we do not treat that silence as a yes: they contribute only if they turned sharing on themselves.

Turning it off stops your church's sermon topics from feeding the cross-church trends digest, and stops sermons you upload from contributing to the shared sermon-structure library. It does not switch off the operational analytics in section 4, the error logging that keeps the Service running, or the advertising and analytics tags in section 6 — each of those has its own controls, described where it appears.

6. Advertising and website analytics

Our pages on aligned.church — including the signed-in app and the app running inside our iOS, Android, and Mac apps — load third-party tags that measure traffic and advertising. We name them here, and we name the events they receive, because a policy that described only our own database would be misleading:

  • Google Analytics and Google Ads — page views, referrer, approximate location derived from your IP address, and device and browser information, used to measure traffic and the performance of our ads. When you create an account, a sign-up conversion event is sent so Google can attribute it to an ad.
  • Meta Pixel — page views from your browser, plus named events: a Lead when you create an account, a StartChat when you send your first message, and a StartTrial when you complete a Pro upgrade. Each is used to measure the performance of our ads. The pixel sets its own cookies in your browser (_fbp, and _fbc when you arrived from a Meta ad), and those identifiers travel with the events.
  • Meta Conversions API — when you create an account, our server also sends Meta the same Lead event with a one-way cryptographic hash of your email address, your IP address, your browser user-agent, the two cookie identifiers above, and the ad click identifier if you arrived from a Meta ad, so an ad click can be matched to a sign-up. We do not send your name, your church, or anything you have written.
  • Ahrefs Analytics — anonymous page-view and referrer counts for search-ranking reports, and only on our public marketing and legal pages. It does not load on the signed-in app.

These tags see which pages you visit and when, and they set and read their own cookie and device identifiers in your browser, including inside the app's web view. They do not receive your prompts, your sermons, your documents, or your conversations with the assistant.

You can limit them with your browser's or device's privacy controls, an ad blocker, or your Google Ad Settings and Meta ad preferences. If you would rather we did not send the sign-up event described above, email our support team and we will exclude your account.

7. The AlignedAI mobile and desktop apps

Our iOS, Android, and desktop apps present the same service as the website, so everything in this Policy applies inside them. Two points are specific to the apps:

  • What the app itself adds. If you enable notifications, the device registers with our push-notification provider (OneSignal), which holds the device's push token; we never see the token itself. We give the provider your account identifier, your church identifier, and your plan so a notification can be addressed to you — never your email address or phone number (section 11). Microphone, camera, and photo access are used only when you invoke a feature that needs them (dictation, meeting recording, attaching a photo), and are requested at that moment. The iPhone and Android apps also keep a small start-up and error report in our own database — whether the app opened cleanly, how it was launched, any script error it hit, and the device model and screen size — linked to your account so a blank screen can be diagnosed. That report never goes to an advertising or analytics vendor.
  • What the app inherits. Because the app runs our web experience, the advertising and analytics tags in section 6 run inside it too. This Policy, not a store listing, is the authoritative description of what the app collects; where a store privacy label is less complete than this page, treat this page as correct and tell us so we can fix the label.

8. SMS messaging

If you opt in to the SMS program, we use your mobile number to send the automated and conversational texts you request from the personal assistant. Message frequency varies, and message and data rates may apply. Reply STOP to cancel or HELP for help at any time.

We do not sell or share your mobile opt-in information, phone number, or SMS consent with third parties for their own marketing purposes. SMS data is used only to operate the assistant features you have enabled and is shared with our messaging provider (Twilio) solely to deliver your messages.

9. Support conversations and automated assistance

When you contact support — in the app, through the feedback form, or by emailing our support address — we use what you send, along with your account details, to work out what went wrong and answer you. Mail sent to our support address becomes a support conversation in your account so that our reply reaches you in the same thread.

Automated systems help us handle support. An automated system reads your report, looks at your account to diagnose it, and writes a suggested reply. A person reviews that reply before it is sent, with one exception: a short message confirming that a problem you reported has been fixed may be sent to you automatically. Replies that explain, advise, or concern billing are always reviewed by a person first. You can ask to speak to a person at any point, and we will.

To diagnose a report, that system reads the account information relevant to it: your plan and usage, which apps you have connected and whether they are working, your previous support requests, and whether email is reaching you. If your report is about a conversation with the AI, it may also see the titles of your recent conversations so it can find the one you mean — not the messages inside them. If your report is about something else, your conversations are not included at all.

Your support message and that account context are processed by our AI providers under confidentiality obligations, solely to answer you. We do not sell support content and we do not use it for advertising.

10. Connected apps and services

Connecting an app is always your choice, is always preceded by that provider's own consent screen, and can be undone at any time from the Connections panel. We request the narrowest set of permissions that makes the features you enabled work. Disconnecting deletes the stored tokens for that connection.

Google user data & Limited Use

When you choose to connect a Google account, AlignedAI accesses Google user data through Google APIs strictly to power the assistant and automation features you enable. This section discloses exactly what we access, how we use it, whether we share it, and how it is stored, retained, and deleted.

Data we access. Only after you connect Google and grant consent, and only for the scopes you approve:

  • Basic profile & email (openid, email, profile) — to identify the connected account.
  • Gmail (gmail.send) — send an email you wrote or approved in AlignedAI, from your Gmail address. We cannot read, search, or list your inbox, and we don't create drafts in your Gmail.
  • Google Calendar (calendar.readonly, calendar.events) — read your calendar to show upcoming events and daily briefs, and create, update, or delete events you ask the assistant to schedule.
  • Google Drive (drive.file) — only the Google Drive files AlignedAI creates for you (for example, a Google Doc made from your work). We cannot see, list, or search the rest of your Drive.
  • Google Contacts (contacts.readonly, contacts.other.readonly) — resolve a recipient's name to an email address when you compose a message. The lookup happens on demand, for that message; we do not copy, sync, or store your address book, and the result is discarded once the message is addressed.
  • Google Meet (meetings.space.readonly) — read-only access to the connected account's Meet calls and the recordings and transcripts Google made of them. We use it for one thing: Meetings → “Import from Google Meet” lists your recent calls that Google transcribed (which only happens when the host had Workspace transcription on) and, for the call you pick, reads that transcript into AlignedAI as a meeting. Nothing is read until you pick a call, we never download the audio or video, and the imported transcript is then kept and deleted as church content (section 1 and section 12).

How we use it. Google user data is used solely to provide the user-facing features described above, at your direction. We do not use Gmail, Calendar, Drive, Contacts, or Meet data for advertising, and we do not use it to train, fine-tune, or develop generalized AI/ML systems. Email or document content is sent to our AI providers only when needed to fulfill a specific request you make (for example, reading the transcript of a Meet call you chose to import), and only transiently to return that result to you.

How we share it. We do not sell Google user data and do not share it with third parties for their own purposes. We share it only with the infrastructure and AI subprocessors that operate the Service under confidentiality obligations, solely to deliver the feature you requested, and as required by law. It is never sent to the advertising or analytics providers in section 6.

How we store & protect it. Google OAuth access and refresh tokens are encrypted at rest using AES-256-GCM and transmitted over TLS. Access is restricted by authentication and row-level data isolation so one church cannot access another's connection or data. The Meet transcripts you choose to import are kept as church content, as the Google Meet item above describes, as are any files you imported from Google Drive into your Church Brain before October 2026 (until you delete them). Apart from those, we do not retain copies of your Gmail, Calendar, Drive, Contacts, or Meet data beyond what is needed to display a result you requested.

Retention & deletion. You can disconnect a Google account at any time from the Connections panel; doing so deletes the stored tokens for that connection. You can delete your AlignedAI account and its associated data yourself from Settings → Account → Delete account — or, in the one case that screen does not handle (section 14), by emailing our support team — after which we delete your data within 30 days unless a longer period is required by law. You can additionally revoke AlignedAI's access from your Google Account permissions page.

Limited Use. AlignedAI's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft

If you connect a Microsoft account, we request Microsoft Graph permissions for mail (Mail.ReadWrite, Mail.Send), calendar (Calendars.ReadWrite), files (Files.Read.All), and contacts (Contacts.Read). We use them to read your recent mail when you ask for a summary or your daily brief includes your inbox; to keep the drafts you write with the assistant in your Outlook Drafts folder and send the ones you approve; to show and change your calendar as you ask; to list and read the OneDrive files and photo folders you browse or pick (a file you add to your Church Brain is then kept as church content until you delete it); and to resolve a recipient's name to an email address. Microsoft data is handled on the same terms and with the same limits as the Google data above — used only for the feature you asked for, never for advertising or to train AI models, and shared only as that section describes — including the rule that a contact lookup is made on demand and never stored. You can revoke access from your Microsoft account.

11. How we share information

We share information only with service providers who help us run the Service, under contract and confidentiality obligations; with apps you choose to connect; with the advertising and analytics providers named in section 6, limited to what that section describes; and when required by law or to protect rights and safety. We do not sell your personal information. If AlignedAI is ever involved in a merger, acquisition, or sale of assets, we will give notice before your information becomes subject to a different policy.

The categories of provider we rely on are:

  • Hosting, database, and storage — to run the Service and store your data.
  • AI providers — to produce the results you request, including transcribing audio you record. Under our agreements, your content is not used to train their systems.
  • Messaging and email delivery — to deliver texts and the email described in section 2. Texts go through Twilio.
  • Push notifications — to deliver notifications to the phone apps. OneSignal holds the device's push token and receives your account and church identifiers and your plan; we give it nothing else, and its own SDK reports the device details it needs to deliver, such as the device model, operating system and app version, language, and time zone (section 7).
  • Payments — to process your Pro subscription. Your card number is entered with the payment provider directly and never reaches our systems.
  • Advertising and analytics — as named in section 6.

12. Data retention

  • Account and church content — kept while your account is active, and deleted or anonymized within 30 days of a deletion request unless a longer period is required by law.
  • Usage analytics — kept for product measurement. Because these rows are de-identified as described in section 4, they may be retained after an account closes.
  • Deletion records — when an account is deleted we keep a minimal audit record of the deletion, including the email address it belonged to, so we can prove the deletion happened and recognize a later sign-up with the same address.
  • Records we must keep — billing and tax records are retained for the period the law requires.

13. Security

We use industry-standard safeguards, including encryption in transit, encryption at rest for sensitive credentials, access controls, and row-level data isolation between churches. Access by our staff is limited to what is needed to operate the Service and support you. No system is perfectly secure, but we work to protect your information.

14. Your choices and your rights

  • Turn anonymous usage-trend sharing on or off during setup, or at any time in Settings → Data (section 5).
  • Opt out of SMS at any time by replying STOP or unpairing your number in settings.
  • Stop product and marketing email at any time with the unsubscribe link at the foot of any of them; the same click stops the push notifications that ride with that program (section 2).
  • Disconnect any connected app from your account settings.
  • Limit advertising and analytics using the controls in section 6, or ask us to exclude your account.
  • Ask for a person to handle your support request instead of an automated system, at any point in the conversation.
  • Delete your account yourself, at any time, from inside the app: Settings → Account → Delete account. You confirm by typing your own email address, and the screen names exactly what is removed before you do. Deletion is immediate and permanent, and nothing can be recovered afterwards. If you are the only person on your church, the church goes with your account — its content, anything it built through Aligned Church, and every account it has connected — and the uploaded files and the search embeddings go with the database records, not just the records of them. If your church has other people on it, what is deleted is your own account, sign-in, chats, Assistant conversation, journal, saved work, books, support messages and what the assistant remembered about you; their accounts stay, and so does what you put into the church: the sermons and documents you uploaded, the images you made, the tasks and meetings you created. If your church is paying for a plan, the subscription is cancelled first. If your church also uses Aligned Church and holds records about other people, the screen does not delete those; it names them and points you to support. The Aligned Church Privacy Policy says which records those are and why.
  • Request access to, a copy of, correction of, or deletion of your data, and object to or restrict certain processing. Email our support team from your account email address and we will respond within the period the law allows. Ask for a copy before you delete your account — deletion is permanent and we cannot produce one afterwards. We will not treat you differently for exercising a right.

15. Children

The Service is not directed to children under 13, and we do not knowingly allow children to create accounts or collect their personal information directly. If you believe a child has provided us information directly, email our support team and we will delete it.

16. Changes

We may update this Policy from time to time. Material changes will be posted here with an updated date.

17. Who we are, and how to reach us

The Service is operated by Apollo AI LLC, doing business as AlignedAI and Aligned Church — the same entity named in our Terms of Service. For the data this Policy describes, Apollo AI LLC is the controller, except where the Policy says a church is the controller and we are its processor.

Questions about this Policy or your data? Email our support team.