Terms & Conditions

1. Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("Church Administrator", "you", or "your organization") and Churchman ("we", "us", "our"), governing your access to and use of the Churchman church management platform available at web.churchmann.org and all associated services (collectively, the "Service").

By clicking "Sign Up", "Get Started", or otherwise accessing or using the Service, you confirm that:

• You have read, understood, and agree to be bound by these Terms.
• You have the authority to enter into these Terms on behalf of your church, ministry, or organization.
• Your use of the Service will comply with all applicable laws and regulations.

If you do not agree to these Terms, you must not access or use the Service. These Terms apply alongside our Privacy Policy, which is incorporated by reference.

2. Description of Service

Churchman provides a cloud-based church management platform offering the following core services:

• Member database management and profiles
• Attendance tracking via QR codes and registration links
• Online giving, tithing, and pledge management
• Event and service scheduling
• Bulk SMS, email, and push notification communications
• Finance dashboards and giving statement generation
• Pastoral care tools, prayer requests, and follow-up workflows
• Church JobHub — community job and service listing board
• Voting, nominations, and community recognition polls
• AI-powered features (Growth and Enterprise plans)
• Church website content management system (Growth and Enterprise plans)

Features available to you depend on your active subscription plan. We reserve the right to add, modify, or discontinue features with reasonable notice, as described in Section 15.

3. Eligibility

To use Churchman you must:

• Be at least 18 years of age.
• Represent a legitimate church, faith community, ministry, or non-profit religious organization.
• Provide accurate and complete registration information.
• Not be prohibited from using the Service under the laws of Ghana or any other applicable jurisdiction.

Churchman is intended for organizational use. Individual consumer accounts are not supported. By registering, you represent and warrant that you meet all eligibility requirements.

4. Accounts & Registration

4.1 Account Creation

You must provide a valid email address, church name, and a secure password during registration. You agree to keep your account credentials confidential and to notify us immediately at [email protected] if you suspect unauthorized access to your account.

4.2 Account Responsibilities

You are responsible for all activity that occurs under your account, including actions taken by staff members or volunteers to whom you grant access. You should:

• Use a strong, unique password and enable any available multi-factor authentication.
• Assign roles and permissions appropriately to limit access to sensitive data.
• Revoke access promptly when a staff member or volunteer leaves your organization.
• Not share your account login credentials with individuals outside your organization.

4.3 One Account per Church

Each subscription covers one church entity. Multi-campus churches requiring separate administrative environments for each campus should contact us to discuss an Enterprise arrangement.

5. Subscription & Billing

5.1 Plans & Pricing

Churchman is offered on the following subscription tiers:

Prices are listed in US Dollars. Local currency equivalents are available for Ghana-based churches at checkout. We reserve the right to adjust pricing with 30 days' notice.

5.2 Billing Cycle

Paid plans are billed monthly on the calendar date corresponding to the date you first subscribed. Payments are processed automatically using your stored payment method. You authorize Churchman to charge your payment method on each billing date.

5.3 SMS & Add-On Services

SMS messaging services are billed separately on the Free and Starter plans. You purchase SMS credit bundles as needed. Unused credits roll over for 90 days. The Enterprise plan includes unlimited bulk SMS and email at no additional charge.

5.4 Upgrades & Downgrades

You may upgrade your plan at any time; the new plan takes effect immediately and billing is prorated for the remainder of the current cycle. Downgrades take effect at the start of the next billing period. If downgrading results in exceeding your new plan's member limit, you will be prompted to reduce member count or remain on your current plan.

5.5 Refund Policy

Churchman does not offer refunds for partially used billing periods. If you cancel mid-cycle, you retain access until the period ends, after which your account moves to the Free plan. Exceptions may be considered in cases of platform-wide outages exceeding 48 consecutive hours that materially impair the Service — contact us within 7 days of such an event.

5.6 Failed Payments

If a payment fails, we will retry up to three times over seven days. We will notify you by email after each failed attempt. If payment remains unsuccessful after the final attempt, your account will be downgraded to the Free plan. Your data is preserved and you may restore your subscription at any time by updating your payment method.

6. Acceptable Use Policy

Churchman is provided exclusively for legitimate church management purposes. You agree to use the Service only for lawful purposes and in a manner consistent with the spirit of faith community administration. You must not use the Service to:

6.1 Prohibited Activities

• Harass, intimidate, threaten, or discriminate against any member, staff, or third party.
• Store, transmit, or publish content that is illegal, defamatory, obscene, or fraudulent.
• Use the communication tools (SMS, email, push notifications) to send unsolicited commercial messages (spam) to individuals who have not consented to receive communications from your church.
• Attempt to reverse-engineer, decompile, or extract the source code of the Churchman platform.
• Use automated scripts, bots, or scrapers to access the Service without our prior written consent.
• Share, resell, or sublicense access to the Service to any third party.
• Upload or transmit malicious code, viruses, or any software intended to damage or disrupt the Service.
• Use the platform for any non-religious commercial enterprise without our written approval.
• Impersonate another person, church, or organization.
• Violate the privacy of any individual, including entering data about a person without appropriate consent.

6.2 Communication Standards

When using Churchman's bulk messaging tools, you agree to:

• Send communications only to individuals who have consented to receive messages from your church.
• Include a clear identification of your church in all messages.
• Honor opt-out requests promptly (within 48 hours).
• Comply with applicable telecommunications laws, including Ghana's Electronic Communications Act.

We reserve the right to suspend or terminate accounts that violate this Acceptable Use Policy without prior notice and without refund.

7. Your Content & Data

7.1 Ownership

All data you enter into Churchman — including member records, giving data, event information, communications, and pastoral notes ("Your Content") — remains your property. Churchman does not claim ownership of Your Content.

7.2 License to Churchman

By using the Service, you grant Churchman a limited, non-exclusive, worldwide license to store, process, and display Your Content solely for the purpose of providing the Service to you. This license does not permit us to use Your Content for any other purpose, including advertising, training AI models, or sale to third parties.

7.3 Your Responsibilities

You are solely responsible for:

• The accuracy, legality, and appropriateness of all data you enter into the platform.
• Obtaining proper consent from congregation members whose personal data you store.
• Complying with applicable data protection laws, including Ghana's Data Protection Act 2012 (Act 843).
• Maintaining your own backups of critical records in addition to Churchman's automated backups.

7.4 Data Export & Portability

You may export Your Content at any time from Settings → Data Export. We provide exports in CSV and PDF formats. Upon account termination or cancellation, we retain Your Content for 90 days to allow export, after which it is permanently deleted.

8. Intellectual Property

8.1 Churchman's IP

The Churchman platform, including its software, design, graphics, text, logos, trademarks, and all features and functionality, is owned by Churchman and protected by applicable copyright, trademark, and other intellectual property laws. Nothing in these Terms transfers ownership of Churchman's intellectual property to you.

8.2 Feedback

If you submit feedback, suggestions, or ideas about the Service ("Feedback"), you grant Churchman a perpetual, royalty-free, irrevocable license to use, reproduce, and incorporate that Feedback into the Service or other products, without any obligation to compensate you or credit you.

8.3 Restrictions

You may not copy, reproduce, distribute, create derivative works of, or publicly display any part of the Churchman platform without our express written consent, except as expressly permitted by these Terms.

9. Third-Party Services

Churchman integrates with or relies on third-party services including payment processors, SMS gateways, email delivery providers, and cloud infrastructure. These third-party services have their own terms and privacy policies, which you are encouraged to review.

Specific third-party relationships relevant to you include:

• Payment processors: Card and mobile money payments are processed by licensed third-party processors. Churchman does not store full card numbers or mobile money PINs.
• Google Ads (Free plan): The Free plan displays advertisements served by Google. By using the Free plan, you acknowledge that Google's ad-serving infrastructure may use cookies in accordance with Google's own policies.
• SMS gateways: Bulk SMS is delivered via licensed telecommunications partners. Delivery is subject to network availability and cannot be guaranteed 100%.

Churchman is not responsible for the content, terms, or practices of any third-party service. Links to third-party websites from within Churchman do not constitute our endorsement.

10. Disclaimers

The Service is provided on an "as is" and "as available" basis without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, non-infringement, or uninterrupted, error-free operation.

We do not warrant that:

• The Service will be available at all times or free from errors, bugs, or interruptions.
• Any errors or defects in the Service will be corrected within a specific timeframe.
• The Service or its servers are free from viruses or other harmful components.
• Results obtained from using the Service (including financial reports or giving data) will be accurate or reliable for legal or tax purposes without independent verification.

11. Limitation of Liability

To the maximum extent permitted by applicable law, Churchman and its directors, employees, agents, and service providers shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages.
• Loss of profits, revenue, data, goodwill, or business opportunities.
• Damages arising from unauthorized access to or alteration of your data.
• Damages arising from the conduct of third parties using the Service.
• Any failure or delay of the Service caused by circumstances beyond our reasonable control (force majeure), including internet outages, telecommunications failures, or acts of government.

In any case, Churchman's total aggregate liability for any claim arising out of or relating to these Terms or the Service shall not exceed the total amount paid by you to Churchman in the three (3) months immediately preceding the event giving rise to the claim.

12. Indemnification

You agree to indemnify, defend, and hold harmless Churchman and its officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, or expenses (including reasonable legal fees) arising out of or relating to:

• Your violation of these Terms.
• Your use of the Service, including any data you store or communications you send.
• Your violation of any third party's rights, including privacy or intellectual property rights.
• Your violation of any applicable law or regulation.
• Any claim by a member of your congregation relating to data you store about them in the platform.

13. Termination

13.1 Termination by You

You may cancel your Churchman account at any time from Settings → Account → Cancel Subscription. Cancellation takes effect at the end of the current billing period. You remain responsible for any charges incurred before cancellation.

13.2 Termination by Churchman

We may suspend or terminate your access to the Service immediately and without notice if:

• You materially breach these Terms and fail to cure the breach within 7 days of written notice.
• You violate the Acceptable Use Policy in a manner that poses risk to other users or the platform.
• Payment for a paid plan remains outstanding for more than 30 days.
• We are required to do so by law or a regulatory authority.
• We determine in good faith that continued provision of the Service would expose us or others to legal liability.

13.3 Effect of Termination

Upon termination: your right to access the Service ceases immediately; Your Content is retained for 90 days to allow export, then permanently deleted; provisions of these Terms that by their nature should survive (including Sections 7, 8, 10, 11, 12, and 14) will continue in full force.

14. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Republic of Ghana, without regard to its conflict of law provisions.

In the event of a dispute arising out of or relating to these Terms or the Service, the parties agree to first attempt to resolve the dispute informally by contacting [email protected]. We will respond within 10 business days and attempt resolution in good faith.

If the dispute cannot be resolved informally within 30 days, it shall be subject to the exclusive jurisdiction of the courts of Ghana, and both parties consent to personal jurisdiction in such courts.

15. Changes to These Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

• Post the updated Terms on this page with a new "Last updated" date.
• Send an email notification to all church administrators at least 14 days before changes take effect.
• Display a prominent notice in the Churchman dashboard.

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of those changes. If you do not agree to the revised Terms, you must stop using the Service and cancel your account before the effective date.

For non-material changes (such as corrections to spelling, grammar, or formatting), we may update the Terms without prior notice.

16. Contact Us

If you have any questions, concerns, or requests regarding these Terms, please contact us:

• Email: [email protected]
• Phone: +233 57 554 0404  /  +233 54 678 5064
• Address: Greater Accra, Accra, Ghana

We aim to respond to all legal and compliance inquiries within 5 business days.