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Privacy Policy

Last updated: 14 August 2026

1. Who We Are

HymnDeck is operated by Juan Miguel Sanchez, a sole trader based in England, United Kingdom. For the purposes of UK data protection law, Juan Miguel Sanchez is the controller of personal data processed through HymnDeck.

You can contact us about privacy or support matters at support@hymndeck.app.

2. Information We Collect

We collect and process the following kinds of information when you use HymnDeck:

  • Account data: your email address, authentication identifier, organisation membership, and account settings.
  • Content data: song sheets, service text, lyrics, slide content, deck names, generated presentation content, design settings, uploaded design assets, and related material you provide or create in the service.
  • Google Drive import data: files or Google Docs content you choose to import so HymnDeck can extract text and create slides.
  • Billing data: if paid plans are offered and you choose to subscribe, billing identifiers, subscription status, plan, renewal dates, and related billing metadata.
  • Technical data: authentication cookies, device and browser information, IP address, request metadata, and operational metadata processed by our hosting, database, infrastructure, and API providers.
  • WhatsApp channel data: if you connect WhatsApp, we process the WhatsApp provider identifier, which may be associated with a phone number; an optional profile or display name; message and attachment content; filenames and content types; timestamps; reply references; delivery and status metadata; and the link to your HymnDeck account and organisation.

3. WhatsApp Processing and Retention

Meta acts as the messaging provider when you use the WhatsApp channel. We use WhatsApp channel data to receive and answer requests, maintain limited conversation context, deliver generated results, prevent duplicate or abusive processing, and investigate support or delivery problems. HymnDeck links the WhatsApp identity to the user and organisation you explicitly select. Changing your current organisation on the website does not change that link.

Relevant WhatsApp message text, extracted attachment content, or attachments may be sent through OpenRouter to the AI provider selected for the request, currently Google or OpenAI.

Message content is normally scrubbed after approximately seven days. Attachment binaries and extracted attachment text are normally removed from active storage after approximately 48 hours. Limited identifiers, timestamps, delivery status, reply references, deck mappings, and deduplication records are normally retained for approximately 90 days. Cleanup runs periodically, so removal may occur after the stated threshold.

Temporary generated files and signed download artifacts are removed after successful delivery or signed-link expiry, with storage lifecycle rules as a backstop. After deletion from active Google Cloud Storage, inaccessible soft-deleted recovery copies may remain for up to an additional seven days.

Saved decks and other account content created through WhatsApp follow the normal account-lifetime retention described below. WhatsApp identity and link information remains while the HymnDeck account exists. Unlinking or disabling WhatsApp stops the connection but does not delete account data. Account deletion includes the associated WhatsApp identity and channel data.

4. Uploaded Files, Google Drive, and Imported Content

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

  • Scope of access: we request access to https://www.googleapis.com/auth/drive.file. This allows HymnDeck to view and manage only files you explicitly select with the Google Drive Picker. We do not have access to view or manage your whole Google Drive.
  • Import use: selected files are used to extract text for slide generation and related HymnDeck features.
  • Original files: original uploads are used to process your request but are not retained as saved original files in your HymnDeck account. Temporary upload or attachment copies are normally removed from active storage after approximately 48 hours. Raw Google Drive files are not retained after import.
  • Extracted and saved content: extracted text may be sent through OpenRouter to the selected AI provider to parse and format it. When you save a song library, HymnDeck retains its extracted text, parsed lyrics, XML or formatted output, and related saved data until you delete it or close the account. Saved decks, song sheets, and related presentation data follow the same account-lifetime retention.
  • Access revocation: you can revoke HymnDeck's Google access from your Google account permissions.

5. AI Processing and Service Providers

HymnDeck uses AI to parse, format, and transform worship presentation content. When you use these features, relevant content may be sent through OpenRouter and processed by the AI provider selected for the request. Current AI providers include Google and OpenAI.

We also use service providers to run HymnDeck, including:

  • Google Firebase: authentication and account identity.
  • Meta/WhatsApp: WhatsApp messaging, attachments, and delivery status.
  • OpenRouter: routing requests to the selected AI provider.
  • Google and OpenAI: AI parsing, formatting, and presentation assistance.
  • Vercel: frontend hosting.
  • Google Cloud Run: API hosting.
  • Google Cloud Storage: storage for design and presentation assets.
  • Neon: database hosting.
  • Lemon Squeezy: billing and subscription management if paid plans are used.

We do not intentionally keep application-level logs of your content, but our infrastructure and service providers may process operational logs and metadata for security, reliability, debugging, abuse prevention, and billing.

6. How We Use Information

We use personal data where we have a lawful basis to do so, including:

  • Contract: to provide accounts, import content, generate presentations, save decks and song sheets, and manage subscriptions.
  • Legitimate interests: to secure the service, prevent abuse, debug issues, improve reliability, and support users.
  • Legal obligation: to keep records required for tax, accounting, fraud prevention, or legal compliance.

HymnDeck is designed for worship presentation content. You should not upload unnecessary personal or sensitive information about identifiable individuals. If you choose to upload such information, you are responsible for ensuring you have a lawful basis to do so.

7. Retention and Deletion

  • Account data: kept while your account is active.
  • Saved decks, song sheets, and generated output: kept while your account is active unless deleted earlier.
  • WhatsApp content: message content is normally scrubbed after approximately seven days, while attachment binaries and extracted attachment text are normally removed from active storage after approximately 48 hours.
  • Limited WhatsApp records: identifiers, timestamps, delivery status, reply references, deck mappings, and deduplication records are normally retained for approximately 90 days. WhatsApp identity and link information remains while the HymnDeck account exists.
  • Uploaded and imported files: original files are not retained as saved original account files after processing. Extracted text, parsed lyrics, XML or formatted output, and related data saved in a song library or deck remain until you delete them or close the account.
  • Storage recovery copies: after active deletion, Google Cloud Storage may retain inaccessible soft-deleted recovery copies for up to an additional seven days.
  • Billing records: if paid plans are used, kept for as long as required for tax, accounting, and legal record keeping.

HymnDeck currently handles account deletion requests manually. To request deletion of your account and associated saved content, contact support@hymndeck.app.

8. Cookies and Authentication

HymnDeck uses cookies and similar technologies for authentication, session routing, account access, security, and basic operation of the service. These cookies are used to keep you signed in and to route you correctly through the app.

9. Sharing and International Transfers

We share personal data with service providers only as needed to operate HymnDeck, provide AI processing, host the service, authenticate users, store saved content, process billing, provide support, comply with law, or protect the service.

Our providers may process data outside the United Kingdom. Where this happens, we rely on the provider's transfer safeguards and contractual commitments.

10. Your Rights

Depending on the circumstances, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data. You can make a request by emailing support@hymndeck.app.

You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.

11. Security

We use reasonable technical and organisational measures to protect personal data. No online service can be guaranteed to be completely secure, and you are responsible for keeping your account credentials safe.

12. Children

HymnDeck is not intended for children under 13. If you believe a child has provided personal data through HymnDeck, contact us so we can review and delete it where appropriate.

13. Changes and Contact

We may update this Privacy Policy as the service changes. If you have questions about this policy or how HymnDeck handles data, contact support@hymndeck.app.