Privacy Policy

This Privacy Policy explains what information CommsCast collects, how we use it, and the choices you have. It applies to CommsCast's website, dashboard, and connected channels (email and Telegram).

1. Information we collect

Account & organization information: your email address, your organization's name and type, and the events and messages you create.

Member information: the name and email address (and, if provided, other contact details) of people who join your organization's Inner Circle to receive announcements.

Phone and Telegram information: if a member chooses to share a phone number in Telegram to receive reminder calls, we store that number, their Telegram user ID, the exact wording they agreed to, the time they agreed, and a log of each call placed. A member can end calls at any time by sending the word STOP.

Cookies and page counts: we use one sign-in cookie, which keeps you signed in for up to 30 days, and your browser stores a few small settings such as your last-used tab. We use no advertising cookies and no third-party tracking tools. When someone opens an organization's public page we count the visit and note the page they came from, with no name or account attached.

Photos: images uploaded through the web upload portal or the admin dashboard.

Your organization's public website content: if you give us your organization's website address, CommsCast reads that public page to help pre-fill your organization's profile. This applies to publicly published organization content, not private personal data.

Payment information: handled entirely by our payment processor, Stripe. CommsCast never receives or stores your full card number.

Usage information: basic technical logs (like AI feature usage) that help us run and improve the service.

2. How we use this information

• To run the service — creating events, sending announcements, and displaying your organization's public page;
• To power AI-assisted features, such as drafting event content or answering questions;
• To bill paid plans through Stripe;
• To keep the service secure and working correctly.

We do not sell your information, and we do not use it for third-party advertising.

2A. Our own outreach emails

CommsCast also writes to organizations that have not yet used it, to tell them what it does. These emails go to a business or organization contact address that the organization itself has published on its public website or listing. We keep that address, the organization's name and website, and a log of what we sent and any reply, for as long as the organization stays on our outreach list, and we delete it whenever the organization asks. Every outreach email carries our postal address and a one-click unsubscribe link; once someone unsubscribes, that address is never emailed again, and we keep only that address on a do-not-contact list so the promise holds.

Sensitive information: a membership list can reveal a person's religious or other beliefs. We treat member lists with extra care: we use them only to send the messages your organization asks us to send, we never sell them, never share them for advertising, and never use them to build a profile of a person.

3. Photos, specifically

Every photo you add is private to your organization by default. It's only shown on your organization's public page after an administrator specifically releases that individual photo to public. Photos that haven't been released stay insiders-only.

4. Who we share information with

We share information only where it's needed to run CommsCast:

• Stripe — payment processing for paid plans;
• Email, Telegram and phone providers — to deliver the announcements, messages and reminder calls your organization sends (we do not record the calls);
• AI service providers — to power AI-assisted drafting, summarization, and Q&A features;
• Cloud photo storage — to host photos your organization uploads.

We don't share your data with anyone else, and we never sell it.

5. Data retention & deletion

We keep your organization's data for as long as your account is active. You can ask us to delete your organization's account and data at any time by emailing [email protected]; we'll process deletion requests within 30 days.

Some records are deleted automatically: sign-in links after 30 days, and phone-call logs and ended phone-consent records after 5 years. We keep a record that you accepted these Terms and this Privacy Policy (the version, the time, your IP address and browser) so we can show it if asked.

6. Children's privacy

CommsCast accounts are for organization administrators and are not intended for children to sign up directly. Some organizations that use CommsCast (schools, youth groups, sports leagues) may add event or photo content involving minors; that organization — not CommsCast — is responsible for having the appropriate parental or guardian consent before adding that content.

7. Healthcare information

CommsCast is not designed to receive Protected Health Information ("PHI") under HIPAA, and we do not act as a HIPAA business associate for any organization. If your organization provides healthcare services — a medical, dental, mental health, or similar practice — please do not include PHI or other patient health information in the event details, member records, messages, or photos you add to CommsCast. Content you add is processed by our infrastructure and by the third-party AI providers described in Section 4 above, none of which are engaged under a BAA.

8. Security

We use industry-standard measures — including encrypted connections and access controls — to protect the information you and your organization share with us. No system is 100% secure, so we can't guarantee absolute security, but we take reasonable steps to protect your data and respond quickly to any issue we find.

9. Your rights

You can ask us what information we have about you or your organization, correct it, or request deletion, by emailing [email protected]. We answer within 45 days, and we do not treat you differently for asking. Residents of California, Texas and other states with privacy laws have these rights, and we honor them for everyone.

We do not sell personal information, we do not share it for advertising across other companies' sites, and we do not use it for decisions that have legal effects on a person. Members whose details an organization added can ask that organization, or us, to erase them; we erase their email, phone and Telegram records on request, except the phone consent record and call log, which we keep for 5 years as proof that calls were lawful. Your information is stored and processed in the United States.

10. Changes to this policy

We may update this Privacy Policy as CommsCast evolves. We'll update the date at the top of this page whenever we make a material change.

11. Contact

Questions about this policy? Email [email protected].