Terms of Service
Last updated: January 2026
1. Acceptance of Terms
By accessing or using Shepherd HQ ("the Platform"), your church ("you", "your") agrees to be bound by these Terms of Service. If you do not agree to these terms, do not use the Platform. These terms constitute a legal agreement between your church and Shepherd HQ.
2. Service Description
Shepherd HQ provides a pastoral care management platform for churches, including care routing, congregation insights, team coordination, priority response alerts, and care reporting tools. The Platform is designed to support — never replace — the pastoral care ministry of your church.
3. Church Licensing
Licensing is per-church. Each church receives a separate account and data environment.
Authorized users are church staff members designated by the primary account holder (typically the Senior Pastor or Church Administrator).
Usage is limited to legitimate pastoral care activities within your congregation.
Multi-campus licensing is available under Network plans. Each campus may have its own care routing configuration while sharing network-wide analytics.
4. Data Responsibilities
Your church is responsible for the accuracy of congregation data entered into the Platform.
Your church must obtain appropriate consent from congregation members before entering their information into the Platform.
Shepherd HQ processes congregation data on your church's behalf as a data processor. Your church remains the data controller.
Your church maintains full ownership of all congregation data entered into the Platform at all times.
5. Acceptable Use
The Platform is for legitimate pastoral care purposes only.
You may not resell, sublicense, or commercially redistribute access to the Platform.
You may not attempt to gain unauthorized access to other church accounts or Platform infrastructure.
You may not use the Platform to store or transmit harmful, illegal, or inappropriate content.
6. Payment Terms
Pilot Period: All new churches receive a 30-day free pilot with full platform access. No credit card is required to start a pilot.
Subscription Billing: After the pilot period, churches may subscribe on a monthly or annual basis. Annual plans receive a discount equivalent to two months free.
Refund Policy: Monthly plans may be cancelled at any time with no refund for the current billing period. Annual plans are eligible for a pro-rated refund within the first 90 days.
7. Intellectual Property
The Shepherd HQ platform, branding, technology, and all related intellectual property are owned by Shepherd HQ. Your church retains full ownership of all congregation data, care records, and content entered into the Platform.
8. Limitation of Liability
Shepherd HQ provides the Platform "as is" and makes no warranties regarding uninterrupted service or fitness for a particular purpose. Shepherd HQ's total liability shall not exceed the amount paid by your church in the twelve months preceding any claim. Shepherd HQ is not liable for any pastoral care outcomes, decisions, or actions taken based on information in the Platform.
9. Termination
Either party may terminate this agreement with 30 days written notice.
Upon termination, your church may request a complete data export within 90 days. After 90 days, all church data will be permanently deleted.
Shepherd HQ may suspend access immediately if these terms are violated.
10. Governing Law
These terms are governed by the laws of the United States. Any disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.
11. Contact
For questions about these terms, contact us at legal@shepherd-hq.org