Privacy Policy

1.  Introduction

TheoCore Limited is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you visit https://theocore.co or use our services, including TheoCore OS, the Exposit study tool, and the Luke assistant.

We comply with the New Zealand Privacy Act 2020 and the Information Privacy Principles (IPPs) set out in that Act.

2.  Information We Collect

We may collect the following types of personal information:

• Name and contact details (email address, phone number, postal address)
• Information you provide through forms on our website
• Technical data such as IP address, browser type, and device information
• Usage data about how you interact with our website

In accordance with Information Privacy Principle 1 (Purpose of collection), we only collect personal information for lawful purposes connected to our business functions, and only where the collection is necessary for those purposes.

3.  Ministry Content You Create

When you use TheoCore OS, Exposit, and Luke, you create and store ministry content: sermon studies, notes, prayer lists, and details about the people in your care. This content is yours. We process it only to provide the service to you and never sell it or use it for advertising.

Sealed prayers and personal notes stay hidden until you unlock them, on every device. We treat pastoral content held in confidence as exactly that: a promise, not a setting.

Where you enter information about third parties (for example, a congregation member you are praying for), you are responsible for having a proper basis to record it, and we act as your processor in holding it securely on your behalf.

4.  How Luke Uses Your Information

Your personal information, and the information you hold about the people in your care, is kept in our secure database. In its stored form it is not read, analysed, or processed by Luke’s generative features at all.

Luke only works with your content in two moments, and only when you ask him to: when he drafts an email for you, or when he takes down a personal note you dictate on your device. Only the text needed for that task is used, and only for as long as the task takes. The generative work is carried out by a third-party service under an agreement that prohibits them from retaining your content or using it to train their models. The moment the draft or note is finished, it is handed back to the software, saved to your secure database, and Luke does not look at it again.

We do not use your private ministry content or sealed items to train any general-purpose model.

5.  Your Data Across Devices

TheoCore OS runs on desktop and iPad, and Luke runs on your phone. To keep your work in step across these devices, we securely synchronise your account data and content. Sealed items remain protected by your PIN on each device independently, so unlocking on one device does not unlock them on another.

6.  Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device that help us understand how you use our site. We use the following types of cookies:

• Essential cookies: Required for the website to function properly
• Performance cookies: Help us understand how visitors interact with our website
• Functionality cookies: Remember your preferences and settings

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website.

7.  Analytics

We use third-party analytics services to help us understand how visitors use our website. These services collect information about your use of the website, including:

• Pages visited and time spent on each page
• Referring website or search terms
• Browser and device information
• Approximate geographic location (based on IP address)

IP addresses are anonymised where possible. Analytics data is used in aggregate form to improve our website and services. You can limit or opt out of analytics tracking through your browser settings or the opt-out tools these services provide.

8.  Email Marketing

With your consent, we may send you marketing communications about our products, services, or promotions. We will only send marketing emails if you have opted in to receive them. You can unsubscribe from marketing emails at any time by:

• Clicking the “unsubscribe” link in any marketing email
• Contacting us at info@theocore.co

Unsubscribing from marketing emails will not affect transactional emails related to your interactions with us.

9.  User Accounts

If you create an account with us, we store the information you provide (such as your name, email address, and any profile information). This data is used to manage your account and provide our services to you.

In accordance with Information Privacy Principle 5 (Storage and security), we take reasonable steps to protect your account data from loss, unauthorised access, modification, or disclosure. To request deletion of your account and associated data, please contact us at info@theocore.co.

10.  Payment Processing

If you make a payment through our website, your payment information is processed by our third-party payment provider. We do not store your full credit card details on our servers. Our payment providers comply with the Payment Card Industry Data Security Standard (PCI DSS) to ensure your payment information is handled securely.

11.  How We Share Information

We do not sell your personal information, and we do not share it for anyone else’s advertising.

We disclose personal information only where it is necessary to provide our services or to meet a legal obligation: to trusted providers who process it on our behalf, such as hosting, payments, analytics, and the generative service described in Section 4, under agreements that require them to protect it and use it only for the task we have given them; or where we are required or permitted to disclose it by law.

12.  Where Your Information Is Held

Your information is held in our secure database. Some of the providers who process information on our behalf store or handle it on servers located outside New Zealand.

Where personal information is disclosed to a provider overseas, we take reasonable steps to ensure it is protected by safeguards comparable to those required under the New Zealand Privacy Act 2020, in accordance with Information Privacy Principle 12.

13.  How Long We Keep Your Information

In accordance with Information Privacy Principle 9, we keep personal information only for as long as it is needed for the purposes described in this policy.

We retain your content and account information while your account is active, and for a reasonable period afterwards to meet legal, accounting, or record-keeping requirements. When it is no longer needed, we securely delete or de-identify it. You may request deletion at any time by contacting us at info@theocore.co.

14.  Data Security & Breach Notification

We take reasonable technical and organisational steps to protect your information from loss, misuse, and unauthorised access, in accordance with Information Privacy Principle 5. Sealed prayers and personal notes are additionally protected by a layer of security that only you can unlock (PIN).

No system can be guaranteed completely secure. If a privacy breach occurs that is likely to cause serious harm, we will notify you and the Office of the Privacy Commissioner as required by the Privacy Act 2020.

15.  Your Rights

Under the New Zealand Privacy Act 2020, you have the following rights regarding your personal information:

• Right of access (IPP 6): You may request access to the personal information we hold about you.
• Right of correction (IPP 7): You may request that we correct any inaccurate or incomplete personal information.
• Right to request deletion: You may ask us to delete your personal information where there is no compelling reason for us to continue holding it.

To exercise any of these rights, please contact us at info@theocore.co. We will respond to your request within 20 working days, as required by the Privacy Act 2020. If you are not satisfied with our response, you have the right to make a complaint to the Office of the Privacy Commissioner at privacy.org.nz.

16.  Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically. Continued use of our website after changes are posted constitutes your acceptance of the updated policy.

17.  Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us: