Last Updated: July 9, 2026 · Effective Date: July 9, 2026
This Privacy Policy explains how Safely Gathered collects, uses, retains, shares, and protects your personal information. The Service is operated by Max Caps LLC, a Colorado limited liability company doing business as Safely Gathered ("Safely Gathered," "we," "us," or "our"). By creating an account or otherwise using the Service, you acknowledge that you have read and understood this policy. Safely Gathered does not sell, rent, trade, or transfer personal information to third parties for commercial purposes.
This policy applies to administrator account holders, user account holders (volunteers and staff), prospective volunteers who submit an application to join a site, and individuals who contact Safely Gathered directly. It does not apply to individuals referenced within incident reports or chat content who are not themselves users of the Service; we do not control that content.
Information you provide directly:
Full name, email address, phone number, organization and site membership information, congregation membership (the sub-group within a site to which you are assigned), and role and assignment information. Prospective volunteers provide their name, email, phone number, and requested role when applying to a site.
Information generated through use:
Chat messages and image attachments you upload, incident and emergency reports (including location and description), event and assignment records, notification records, patrol-location assignments, and account activity and login information (including timestamps recording your agreement to these Terms and this Privacy Policy).
IMPORTANT: Incident reports, chat messages, and uploaded images may contain sensitive situational information. Safely Gathered does not control this content. Users are responsible for the accuracy and appropriateness of the information they enter or upload.
Payment information:
Billing is processed by Stripe. Safely Gathered does not store your full credit card number, CVV, or complete payment details; we retain identifiers such as a Stripe customer reference and subscription status.
Analytics and cookies:
Safely Gathered does not use cookies for tracking or advertising. Our hosting and infrastructure providers may collect platform-level operational and usage data as described in their own privacy policies.
We use your information solely to: create and manage your account; provide site features and coordination tools; process and review volunteer applications; send emergency SMS alerts, event reminders, and new event notifications via Twilio; send transactional emails via Resend; process payments via Stripe; store your data securely via our hosting and database providers; maintain the security and integrity of the Service; comply with legal obligations; and respond to support inquiries. We do not use your information for advertising or behavioral profiling.
We do not sell your data. We share the minimum information necessary with the following service providers so they can perform services on our behalf:
Within the Service, your name, role, and membership status are visible to approved members of your site. Your phone number and email address are not visible to other users. We may disclose data when required by law, subpoena, or other legal process, or to protect the rights, safety, or property of Safely Gathered or others.
While an account and its sites are active, associated data is retained. When a site is deactivated (including following cancellation or unresolved billing), site content — incident reports, chat messages, uploaded images, policies, and site instructions — is scheduled for permanent deletion after a 90-day retention window. Your user profile is deleted within 30 days of account deletion, though content you authored may be retained as site records for the applicable 90-day period. Billing records are retained for up to 7 years to meet legal and accounting obligations, and communication logs are retained for up to 12 months.
We implement HTTPS/TLS encryption in transit, role-based access controls that scope data to the sites you belong to, and infrastructure provided by Base44 and Supabase. No method of electronic transmission or storage is 100% secure, and you use the Service at your own risk.
In the event of a data breach, Safely Gathered will comply with the Colorado Security Breach Notification Act (C.R.S. § 6-1-716) and any other applicable law, and will notify affected individuals in the most expedient time possible and without unreasonable delay, consistent with those requirements.
You may access and update your profile in Settings, and you may delete your account in Settings. You may request a copy of your personal data by emailing support@safelygathered.com, and we will respond within a reasonable period. You may opt out of non-emergency SMS by replying STOP to any message, by disabling individual notification types in your Settings, or by removing your phone number from your profile. Emergency alerts cannot be opted out of while you are an approved member of a site, as they are safety-critical.
Colorado residents have additional rights under the Colorado Privacy Act (CPA), including the rights to access, correct, and delete personal data and to obtain a portable copy. Residents of other U.S. states may have similar rights under applicable state law. To exercise these rights, email support@safelygathered.com with the subject line "Privacy Request." We will not discriminate against you for exercising your privacy rights.
Safely Gathered is intended for adults 18 years of age and older. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, contact support@safelygathered.com and we will delete it.
The Service may reference or link to third-party services; we are not responsible for their privacy practices. We may update this Privacy Policy from time to time and will provide at least 14 days' email notice to administrators before material changes take effect.
Safely Gathered (Max Caps LLC)
3472 Research Pkwy, Ste 104-8215
Colorado Springs, CO 80920
support@safelygathered.com
© 2026 Safely Gathered (Max Caps LLC). All rights reserved.