Privacy policy

Effective September 23, 2026 · Version 2026-09-23

KehillaHQ, LLC, a Washington limited liability company, provides congregation-management software for small Jewish communities. This policy explains how we collect, use, and share personal information through kehillahq.com, our application, and our communications (together, the “Service”). Read it with our Terms of service. Questions or privacy requests can go to hello@kehillahq.com.

We do not sell personal information, share it for cross-context behavioral advertising, or use congregation records for advertising. We do not use those records to train AI models.

Who is responsible for your information

Your congregation decides which member, household, yahrzeit, and financial records to keep and who may access them. We process these “congregation records” on its behalf to provide the Service. Under applicable privacy laws, the congregation is generally the controller and we are its processor or service provider. Its own privacy practices also apply.

KehillaHQ is responsible for information we use to run our own business, such as website inquiries, account administration, support, security, and billing. If your request concerns congregation records, contact your congregation first. If you need help identifying the right contact, write to us and we will help route your request.

Information we collect

• Website inquiries. Your name, email, congregation, denomination or movement, role, household count, current tools, interest in KehillaHQ, and any notes you submit. We use these to respond, arrange onboarding, and send the KehillaHQ updates you request.
• Accounts. Name, email, profile information, role, permissions, and sign-in information. Passwords are stored as hashes, not readable passwords. If you use a supported third-party sign-in provider, we receive the profile and account information needed to sign you in.
• Members and households. Names, Hebrew names, contact details, addresses, birthdays, family relationships, membership status, tags, and other information administrators enter or import. These records can reveal religious affiliation and include children’s information.
• Yahrzeits and lifecycle records. Names of deceased people, dates of death and annual remembrance, cemetery or plaque details, notes, and the names, contact details, and relationships of living people who remember them.
• Financial records. Dues commitments, donations, amounts, dates, funds, payment status and method, transaction references, donor names and contact information, and notes or dedications. We receive relevant transaction information from connected payment providers.
• Communications and support. Messages, feedback, and information you send us; reminder recipients and content; delivery, bounce, and unsubscribe information. Uploaded spreadsheets and free-text fields may contain personal information about other people.
• Technical information. IP addresses, browser and device details, pages and referring sites, approximate location, timestamps, performance measurements, errors, and security or request logs. Some logs may include account or communication details associated with an event.

We receive this information from you, congregation administrators, connected services, and automatically when the Service is used. Only submit information needed for the task. Do not put card numbers, bank account numbers, passwords, or unnecessary sensitive details in notes, spreadsheets, or support messages.

How we use information

We use information to operate the Service, maintain congregation records, process imports and payment records, send account and yahrzeit messages, answer requests, and support onboarding. We also use it to protect accounts, prevent abuse, diagnose problems, understand website use, improve reliability, manage our business, and meet legal obligations. We process congregation records to provide and support the services the congregation requests, not for unrelated marketing.

Where a legal basis is required for information we control, it depends on the purpose: providing a requested service or performing a contract, legitimate interests in operating and securing the Service, complying with law, or consent where required. Congregations are responsible for establishing the authority and any required consent to process the records they provide, including sensitive information.

Cookies, analytics, and security checks

The application uses cookies for sign-in and session security. Browser settings let you block or delete cookies, but doing so may prevent sign-in or other features from working.

The marketing site uses Vercel Web Analytics to measure page views, referring sites, approximate location, device types, and actions such as application submissions and link clicks. We use Vercel Speed Insights for page-performance measurements. Web Analytics uses request-derived, short-lived identifiers rather than advertising cookies; see Vercel’s analytics privacy information. Vercel BotID checks browser and request signals to protect our application form from automated abuse.

We do not use advertising pixels or track people across unrelated websites for targeted advertising. We do not change the Service’s behavior in response to the older “Do Not Track” browser signal.

Service providers and other recipients

We use the following providers for the purposes described below. The information they receive depends on which features you or your congregation use and which services are enabled.

• Supabase: database hosting and storage, including congregation records and uploaded logos.
• Vercel: website and application hosting, request logs, analytics, performance monitoring, and bot protection.
• Resend: account, reminder, support, and website emails, including recipients, message content, and delivery information. The marketing site also uses Resend to maintain its contact list.
• Notion: website inquiries and our application CRM, plus product feedback that can include the sender’s name, email, congregation, page, and message.
• Sentry: application error monitoring, including diagnostic information, user identifiers, and congregation identifiers.
• Upstash: request-rate limits to prevent abuse, using identifiers such as IP addresses, account email addresses, or congregation identifiers when this service is configured.
• Anthropic: processing uploaded information for AI-assisted spreadsheet imports, as described below.
• Stripe and PayPal: payment and connected-account services, as described below.

Authorized people within your congregation can access records according to their permissions. KehillaHQ personnel may access information as needed for support, operations, security, or legal obligations. Information is also shared with the recipients of communications your congregation chooses to send, such as yahrzeit reminders.

We may disclose information when required by law, to address fraud or security incidents, or to protect people and legal rights. Information may transfer as part of a merger, acquisition, or sale of the business, subject to applicable law and notice of material changes. Links to outside services, such as scheduling or payment pages, lead to services with their own privacy policies.

AI-assisted imports

When an administrator uses our AI-assisted import tools, column headings and sample rows from the uploaded spreadsheet are sent to Anthropic’s API to help identify fields. For yahrzeit imports, combined entries may also be sent to separate names, relationships, and dates. That information may be personal or sensitive. These tools send uploaded-file content, not a copy of your existing congregation database.

We do not use congregation records to train AI models. Anthropic states that inputs and outputs from its commercial API are not used for model training by default; its processing and retention terms still apply. See Anthropic’s commercial data policy. Ask us about import assistance before uploading a file if you have questions about this processing.

Payments

Payments to KehillaHQ use Stripe. Payments to a congregation use the provider it connects, such as Stripe or PayPal. Payment credentials are entered on the provider’s systems; KehillaHQ does not collect or store full payment-card or bank-account numbers through these payment flows. We do store relevant transaction details for reconciliation and records, including identifiers, amounts, status, payer information, and any dedication or note. A donation dedication entered on our giving page is also sent to Stripe with the payment.

Payment providers also process information for their own fraud-prevention, regulatory, and payment purposes. Their privacy notices apply to that processing: Stripe and PayPal.

Retention, exports, and deletion

Congregations control how long they need their operational records. Yahrzeits may be kept for ongoing annual remembrance, and financial records may be needed for accounting. Marking a member inactive or archived does not delete the record. Deleting a member does not necessarily erase related donation history, yahrzeit details, notes, or original imported rows.

Your congregation’s records belong to it. Authorized users can export supported records as CSV, subject to their access permissions. Contact us for help with a full export or records not available through the export tools. Following account termination, your congregation has 30 days to request an export under our Terms. If KehillaHQ winds down, we will give your congregation at least 90 days’ notice and a full export of its records as clean spreadsheets.

Account closure and comprehensive deletion are handled with our team, not through an automatic self-service purge. After the termination export window, we arrange deletion in the ordinary course, subject to legal retention obligations and backup cycles. A request may require separate handling of records, uploaded files, and copies held by service providers. We will explain any information that must be kept and the reason; we do not promise immediate removal from every backup or from a payment provider’s independent records.

We keep inquiries, account information, support records, and technical records as needed for their stated purposes, security, legal obligations, and resolving disputes. Retention varies by record and provider; we do not currently apply a single automated deletion schedule to all records. You can request deletion of your website inquiry or contact information at hello@kehillahq.com.

Your rights and choices

Depending on your location and applicable law, you may have rights to access, correct, delete, or receive a portable copy of your information; object to or restrict certain uses; withdraw consent; or complain to a privacy regulator. Where applicable, you may also appeal a decision about your request by replying to our response. We do not discriminate against you for exercising privacy rights.

Email hello@kehillahq.com with your request and, if relevant, the name of your congregation. We may need to verify your identity or an authorized representative’s authority. Please do not email identity documents or sensitive congregation records unless we arrange an appropriate way to provide them. We respond within 30 days of a verifiable request, or sooner if applicable law requires. If a request concerns congregation records, we assist the congregation in responding and explain any limits on what we can do directly.

To stop KehillaHQ marketing updates, use the unsubscribe link where provided or email us. Necessary account, security, and service messages may still be sent. Yahrzeit reminder emails have their own unsubscribe link; you can also contact your congregation about reminder preferences.

Children’s information

The Service is designed for adult administrators and staff, not for children to create accounts or submit information directly. Congregations may enter children’s names, birthdays, and family relationships as part of their household records. They are responsible for the notices and permissions required for that collection. We process those records on the congregation’s behalf.

We do not knowingly collect personal information directly online from children under 13. If you believe a child has submitted information to us directly, contact us so we can investigate and address it. For a child’s congregation record, contact the congregation first; we can help it respond to a parent or guardian’s request.

Security

We use measures designed to protect personal information, including HTTPS, managed database encryption at rest, congregation-based access controls, and user permissions. No service can guarantee absolute security. If a breach affects your congregation, we will notify it promptly with what we know and what we are doing, and provide other notices required by applicable law. See our data and security page.

Where information is processed

KehillaHQ is based in the United States, and its primary hosting is in the United States. Service providers may process information in other countries where they operate. Privacy laws there may differ from those where you live. Contact us before onboarding if your congregation needs a particular data location, a data-processing agreement, or international transfer safeguards so we can assess those requirements with you. This policy does not itself establish an international transfer mechanism.

Changes and contact

We will post updates here with a revised date. For material changes, we will provide reasonable notice, such as an email or in-product notice, and obtain consent where required. This policy describes our practices; visiting the site does not waive your privacy rights.

Contact KehillaHQ, LLC at hello@kehillahq.com for privacy questions, requests, or concerns.