Wordpromptu
Privacy Policy
Last updated 2026-08-08
Wordpromptu is operated by Itmax Media LLC, a limited liability company registered in Texas, United States (“we”, “us”).
This policy explains what we collect when your church uses Wordpromptu, why, who else sees it, and how long we keep it.
The short version
- We do not record or store your service audio. It is transcribed as it is spoken and then discarded.
- We do store short fragments of transcribed speech — the words around a detected scripture reference — for 90 days, without your church's name attached.
- We store the account details your church gives us, and anything you upload to your media library.
- We do not sell your data and we do not use it for advertising.
1. Who this covers
Two groups of people:
- Church administrators and operators — the people who hold accounts and run the software during a service.
- Anyone whose voice is picked up by a microphone you have connected, typically a preacher or reader.
If you are in the second group, your church chose to use Wordpromptu and decides what is captured, so questions are best directed to your church first. You can also contact us at support@wordpromptu.com.
2. What we collect
When your church requests access
The contact person's name, the church name, an email address, and optionally a requested web address, church website and message. We also record when you accepted these terms and which version you accepted.
When accounts are created and used
- A username and a password, stored only as a bcrypt hash — we cannot read your password
- The account's role (administrator, operator, or countdown-only)
- Optionally an email address, if an administrator adds one so they can reset their own password
- Account creation and last sign-in times
While the software is running
- Audio from your selected microphone, streamed for transcription and then discarded. We never write your audio to disk and we never store a recording.
- Short fragments of transcribed text around each detected reference, with the detected book, chapter, verse, translation and a timestamp. Your church is recorded only as a one-way coded reference, not by name. See section 5.
- Images and video you upload to your media library.
- Your display settings — fonts, colours, backgrounds, screen layout.
- IP addresses, held only in memory and only to rate-limit sign-in and recovery attempts. These are not written to the database.
What stays on your own computer
Your live session transcript — the running record of what was said and what went on screen — is held in your browser, not on our servers. When you export it as a PDF or Word file, the text reaches us only for as long as it takes to build that file and is not retained.
Cookies
One cookie, wordpromptu_session, which keeps you signed in. It
lasts 30 days, is restricted to our own site, and is sent only over HTTPS. We
use no advertising or analytics cookies.
Counting visits
We count how often two public pages are opened — our home page and the public scripture display — and how often someone follows the link between them. We do this so we know whether those pages are worth keeping, and it is the only measurement of any kind on this site.
A count records four things: that the page was opened, which of the two it was, and the date and time. Nothing identifies you. There is no cookie, no advertising or analytics service, no account, no device or browser fingerprint, and no identifier of any kind — not even a scrambled one. Your IP address is used for a moment to stop one machine flooding the counter, exactly as it is on our sign-in pages, and is never written to our database. Because of this we cannot tell visits apart: if you open a page twice, it counts twice, and we have no way to know it was the same person.
3. Why we use it
| What | Why |
|---|---|
| Access request details | To review and set up your church's account |
| Acceptance record | To show which terms your church agreed to, and when |
| Usernames, passwords, roles | To sign you in and control who can do what |
| Email addresses | To send approval, setup and password-reset messages |
| Transcribed text fragments | To measure and improve detection accuracy |
| Uploaded media and settings | To provide the service you are using |
| IP addresses (in memory) | To prevent brute-force attempts and abuse |
If you are in the UK or EU, our lawful bases are contract (running the service you signed up for) and legitimate interests (security, and improving detection accuracy).
4. Who else sees it
We use these providers, who process data on our instructions only.
| Provider | What they receive | Where |
|---|---|---|
| Deepgram | Live service audio, for transcription | United States |
| Fly.io | Hosting and the database — all stored data | Ashburn, Virginia, United States |
| Tigris | Images and video you upload | Distributed; primarily United States |
| Resend | Email addresses and the contents of our emails to you | United States |
| Sentry | Error reports, which can include technical request details | United States |
We do not sell personal data and we do not share it for advertising. We may disclose information if legally required to, or to protect our rights or someone's safety.
5. Speech captured during services
This section matters most, so it is deliberately blunt.
When the microphone is on, what it picks up is sent to Deepgram to be transcribed. The audio itself is not kept. But the transcribed words immediately surrounding a scripture reference are stored by us, along with the time.
Your church's name is not stored beside them. It is replaced by a coded reference, so the records show that some church encountered a phrase without recording which one. We hold the key to that code separately, which means we could still link a record back to you if we needed to — so this reduces the risk if our database were ever exposed, but it is not full anonymity and we do not claim that it is.
In practice these are sermon speech: a phrase or a sentence. They are not a recording of your service, and we do not attempt to identify individual speakers. But they are real words really spoken in your building, and you should treat them as such.
You can switch this off. In the dashboard, under Settings, “Help improve detection” controls whether we keep these fragments at all. Turning it off stops collection for your church immediately and changes nothing else about how the app works. Any administrator can change it at any time, and you do not need to tell us why.
What your church should do about it:
- Tell your congregation that the service is transcribed. A line in your notices is usually enough.
- Turn the microphone off during anything confidential — pastoral prayer, testimony, safeguarding matters, or anything involving children.
- The microphone captures whatever input you select. Choose it deliberately.
Retention: 90 days. After that the transcribed text is automatically blanked. We keep only the outcome of each detection — which book, chapter and verse was matched, and when — which tells us how the software is performing without holding on to anything anyone said.
6. How long we keep things
| Data | Kept for |
|---|---|
| Service audio | Not stored at all |
| Session transcripts | Not stored by us — they stay in your browser |
| Transcribed text fragments | 90 days, then blanked |
| Account details | For as long as the account exists |
| Uploaded media and settings | Until you delete them, or the account closes |
| Access requests | While your church is a customer, and 24 months after |
When a church's account is closed we delete its accounts, settings, media and stored data.
7. Security
Passwords are hashed with bcrypt and never stored in readable form. Traffic is served over HTTPS. Each church's data is separated, with its own sign-in and its own web address — no church can reach another's material. Sign-in and recovery attempts are rate-limited. Broadcast overlay links carry a secret token and can be regenerated at any time if one is exposed.
No system is perfectly secure, and we cannot guarantee absolute security.
8. Children
Wordpromptu is for church staff and volunteers. Accounts are not intended for anyone under 18, and we do not knowingly collect account details from children.
A microphone in a church service may pick up a child's voice. This is why section 5 asks you to be deliberate about when the microphone is on.
9. Your rights
Depending on where you live you may have the right to see what we hold about you, correct it, delete it, object to how we use it, or receive a copy in a portable form. UK and EU residents have these rights under GDPR. California residents have comparable rights under the CCPA, including the right not to be discriminated against for exercising them; we do not sell personal information as the CCPA defines it.
To exercise any of these, write to support@wordpromptu.com. We will respond within the time the law allows. If you are a church administrator you can change or delete most of your data yourself from the dashboard.
10. International transfers
We are based in the United States and our providers are largely US-based. If you are in the UK or EU, your information is transferred to the United States.
11. Changes
If we change this policy we will update the date at the top and, for anything significant, tell account holders by email.